RSEC

International Shipping

As Rice University expands its world-class research footprint and fosters global discovery, all international shipments are subject to U.S. export control laws, trade sanctions, and international customs regulations. The Office of Research Security and Export Controls (RSEC) oversees compliance for all university-related outbound shipments—both permanent and temporary—in close coordination with other campus stakeholders.

How RSEC Can Help

While RSEC is not a physical freight or logistics handler, RSEC works directly with research teams to ensure international transfers comply with federal law. RSEC assists with:

  • Commodity Jurisdiction & Classification: Determining the Export Control Classification Number (ECCN) or USML category for hardware, software, materials, or technical data.
  • Restricted-Party Screenings: Verifying that international recipients, foreign institutions, and end users are not listed on federal restricted-party lists.
  • Export Licensing & Authorizations: Preparing, submitting, and managing federal export license applications with the Department of Commerce (BIS), Department of State (DDTC), or OFAC when required.
  • EEI / AES Filing & Customs Support: Reviewing and submitting Electronic Export Information (EEI) through the Automated Export System (AES) to generate required Internal Transaction Numbers (ITNs) for customs clearance.

What to Do Before You Ship

  1. Submit an Export Controls Request: Before exporting equipment, software, biological agents, or technical data, submit an assessment request through the RSEC Intake portal to classify the item, verify licensing, and check restricted parties.
  2. Determine EEI / AES Filing Requirements: Federal law mandates an Electronic Export Information (EEI) filing in AES prior to departure if your shipment meets any of the following criteria:
    • Contains any single commodity valued over $2,500.
    • Requires a federal export license or license exception.
    • Involves ITAR-controlled defense articles or technical data, regardless of value.
    • Is destined for embargoed/sanctioned countries or restricted entities, regardless of value.
    • RSEC handles AES submissions and provides the required Internal Transaction Number (ITN) for your commercial invoice.
  3. ​​​​Material Transfer Agreements (MTAs): If you are shipping Rice-owned materials, biological samples, or proprietary technology, confirm that a Material Transfer Agreement (MTA) is executed through the Office of Technology Transfer (OTT).
  4. NIH Human Biospecimen Policy: If shipping NIH-funded U.S. Person human biospecimens to a foreign country (especially Foreign Adversary Nations), contact RSEC immediately. NIH regulations restrict these transfers. RSEC will work with the Office of Research Integrity (ORI) to determine if specific exemptions apply.
  5. Permits for Regulated Materials: Hazardous items, select agents, controlled substances, and specific biological materials require regulatory permits (e.g., USDA-APHIS, CDC, DEA, FDA, DOT). Contact Rice Environmental Health and Safety (EHS) at 713-348-4444 or at ehs@rice.edu to verify shipping permits and compliance with hazardous materials packaging.
  6. End-Use Verification: As the exporter, Rice must ensure that the shipment will not be used for prohibited end uses under U.S. Export Administration Regulations (EAR Part 744). If you suspect an item could be diverted or used for unauthorized purposes, notify RSEC immediately via the Incident Reporting System (coming soon).

Equipment Sent Abroad for Repair or Service

When sending Rice-owned equipment abroad for maintenance, calibration, or repair, Rice remains the legal exporter for the outbound leg and the importer for the return. The foreign vendor acts as the foreign importer and returning exporter. Contact RSEC before sending items overseas for service to ensure proper valuation, export authorization, AES/EEI filing, and customs documentation.

Questions & Assistance

Planning international shipments well in advance prevents compliance holds, customs rejections, and unnecessary expenses. Contact us via the RSEC Intake for additional questions or assistance.

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