Research Security Visiting Scholar screening process

The UMD Research Security Office (RSO) is part of the approval workflow for funded and un-funded system appointments of individuals who are neither a U.S. citizen nor a permanent resident of the United States (“non-U.S. person”).  The RSO conducts a  screening of the candidate and position scope to help ensure that the activity is in compliance with US laws, regulations, and funding agency policies pertaining to international collaborations.

The screening is conducted for both research and non-research positions. A questionnaire is built into the Workday hiring workflow to collect pertinent information. Additional information is required for positions involving research or access to locations where research is conducted or research data is stored. The following types of information are among those reviewed during the screening process:

• Individual demographic information;
• Current and prior research and employment information;
• Internal and external funding sources;
• Appointment date range;
• Scope of activities

Additional information on factors taken into account during the screening process can be found on the RSO’s Export Control page and Advisories, Resources, and News page.

Please note: The scholar may not begin work until the screening has been completed.

The RSO relies on the scope of work input for the risk assessment.  For H-1B applicants, the Office of International Affairs relies on this information for the Export Control Attestation.  It is essential that this information be provided by the faculty host, who has knowledge and oversight over the visit.  Other individuals completing the request on behalf of the faculty host should maintain a record of the responses provided by the faculty host.

In instances when the individual is a citizen of an embargoed, sanctioned, or military end use/end user licensing required country, the individual’s CV(s) is/are reviewed, including use of available open source material, to identify, for example, any foreign government affiliations, grants, affiliations with institutions on the U.S. Entity List or other U.S. Government national security related lists, and participation in talent programs.  Please ensure the submitted CV is up-to-date.

When elevated risk factors are identified, the faculty host is notified to discuss the results of the assessment.  This meeting will include discussion about the area of research to be conducted, assessment of potential risks and possible mitigation, as well as an analysis of potential benefits.  Additional information may be requested of the faculty host or the visitor in order to complete the review.  If, after this review, the faculty host decides to continue with the visitor request and RSO determines the risks are acceptable and can be mitigated, RSO will provide approval; however, if the RSO determines the risks remain elevated, an escalation process will begin. In the unlikely event that a decision is not agreed to at this time, the decision process will continue to escalate to the highest levels of UMD leadership if the RSO continues to assess the risk is greater than the capability to mitigate.

Advanced RSO Screenings:

While the RSO screening is automatically triggered during the appointment workflow, units may request an advanced screening to ensure an individual is eligible for hire before an offer letter is issued. The RSO recommends an advanced screening outside of Workday for citizens of Countries of Particular Concern, as defined by the US Department of State due to the additional processing time required.

To request an advanced screening, please complete the Google form here which mirrors the questionnaire that will later be required in Workday.  The RSO will request a CV for citizens of Countries of Particular Concern.

If you have any questions, please contact RSO at researchsecurity@umd.edu.