Hosting Foreign Visitors at Texas Tech University (TTU)

TTU welcomes international scholars, researchers, and collaborators as part of its global research mission. To protect our research community and ensure compliance with federal and state export control, research security, and immigration laws, all foreign visitors, as defined in TTU’s OP 75.04, must be screened and approved by the Office of Export & Security Compliance (OESC) before any invitation is issued or logistics are arranged.

If you have questions at any stage, please contact OESC at exports.vpr@ttu.edu

Who Needs to be Screened

OESC requires screening for:

• All foreign nationals visiting TTU in a professional, academic, or research capacity
• Interns, exchange scholars, job candidates, and international delegates
• New hires who are not U.S. citizens or permanent residents
  • Green card holders are treated as U.S. persons and do not require screening
• Individuals engaged through international collaborations, conferences, or research partnerships

When to Start

Begin the process at least 30 business days before the intended invitation date.

Who Can Initiate a Request

Faculty, departments, and colleges may initiate a foreign visitor request on behalf of a TTU host unit.

Step-by-Step Process

1. Submit a Screening Request (Before Any Invitation)

   Submit a foreign visitor screening request to the OESC via the link on our home page. This allows the OESC to assess export control and research-security risks, determine whether the visit is permissible, and confirm any additional compliance requirements.

   Information required:

   • Requestor’s full name and TTU email
   • TTU hosting department
   • Number of visitors to be screened
   • For each visitor:
     • Full name (as stated in passport)
     • Email address
     • Nationality/citizenship
     • Home-country affiliation (employer/organization/institution)
     • Visa type (e.g., B-1, J-1, H-1B, F-1, O-1, etc.)
     • Date of U.S. entry (if applicable)
     • Expected TTU arrival and departure dates
     • Purpose of visit (40 words or fewer)
     • Will the visitor be paid by TTU? (If yes, indicate payment type [e.g., travel reimbursement, services, other])
     • Sponsoring entity, if applicable

   Do not send an invitation, make commitments, or schedule facility access until the OESC confirms the screening clearance.

2. Complete the Foreign Visitor Invitation & Agreement Form

   Once the OESC confirms the visit is permissible, complete the Foreign Visitor Invitation & Agreement Form.

   • Download: Foreign Visitor Invitation & Agreement Form
   • The TTU host fills in relevant sections and sends it to the visitor for signature.
   • Return the completed, signed form to exports.vpr@ttu.edu for OESC review and approval.
3. Coordinate Pre-Arrival Onboarding

   Upon OESC approval, use the Foreign Visitor Onboarding & Offboarding Checklist to coordinate logistics and ensure appropriate security and access controls.

   • Download: Onboarding & Offboarding Checklist
   • For guidance on facility access, data handling, escorts, trainings, and any technology control measures, consult the OESC: exports.vpr@ttu.edu
4. Offboard Upon Departure

   At the end of the visit:

   • Follow the Offboarding section of the Checklist (e.g., return badges/keys, terminate access, confirm removal of data, close out payments).
   • Email the completed and signed Checklist to the OESC for official recordkeeping.

Compliance and Best Practices

Required Export Control Review

OESC conducts a formal compliance review prior to any visa processing or campus access. This includes:

• Restricted Party Screening (RPS) of the visitor and affiliated institution
• Scope of Work Review to determine if a Technology Control Plan (TCP) is required
• Assessment of Research Sensitivity in host labs or facilities
• Verification under federal restricted entity lists and sanctions laws

If a visitor or institution presents an export restriction or research security concern, additional documentation, licensing, or safeguards may be required, or the visit may not be approved.

Important Notes & Expectations

• Enhanced Due Diligence: Some visits may require additional review for affiliations, sensitive facilities, or paid engagements. OESC will advise if additional steps are required.
• Payments & Tax/Immigration: If the visitor will receive any payment or reimbursement, coordinate early with the appropriate TTU offices (e.g., International Affairs, Procurement, Tax Compliance, as applicable).
• Scope Control: The visit must remain within the approved purpose and dates. Any changes (activities, funding, duration, etc.) require OESC re-review.
• Recordkeeping: The TTU host unit must retain copies of all forms and OESC communications; OESC will maintain official records.

Quick Links

• Submit a Foreign Visitor Screening Request
• Foreign Visitor Invitation & Agreement Form
• Foreign Visitor Onboarding & Offboarding Checklist
• OESC Contact: exports.vpr@ttu.edu

Need Help?

The OESC is available to provide guidance and ensure compliance with all applicable laws and university policies.

Email exports.vpr@ttu.edu with any questions you may have.