Foreign Researcher Screening

FSU maintains a list of job codes for research or research-related support positions that require screening. Please refer to this list when following the screening process for international hires.

The Qualtrics Candidate Screening Information Form is used to collect the required information and documents from candidates needed to conduct the screening. Departmental HR representatives will complete an initial survey with information about the candidate. Once the candidate's information is input, the form will be sent automatically to the candidate for completion. A Preview Candidate Screening Form is also available for departments.

Candidates and prospective visitors for whom screening is required must provide the following information and documents to FSU using the Qualtrics form:

1. A full Curriculum Vita (CV) (or Resume, if no CV)
2. A complete copy of the passport (including all stamped and unstamped pages)
3. A list of every institution of higher education attended, whether or not listed on the CV or Resume
4. A list of all employment since the candidate’s 18th birthday, whether or not listed on the CV or Resume
5. A list of all published material
6. A list and description of any current paid or unpaid affiliations within or outside the U.S. and any other non-university professional activities
7. Funding information for all current and pending projects (grants/sponsored research), as well as any funding that makes it possible for the candidate to participate in a visa program (scholarships/personal or family funding)
8. Information regarding any government, military, intelligence agency, or police service
9. The most recently submitted DS-160 (Online Nonimmigrant Visa Application), if available

The following steps should be followed for international hires or visiting researchers (non-U.S. citizens or permanent residents), and any U.S. citizens or permanent residents who have any affiliation with an institution or program, or at least 1 year of prior employment or training, in a foreign country of concern.

► Step 1: Contingent offer
Departments may extend contingent offers to candidates. The offer must expressly indicate that the offer is contingent upon successful completion of applicable screenings. The Graduate School and FSU HR have templates that should be used.

► Step 2: FGTRP and s. 288.860 Questionnaire
Send candidate the Foreign Government Talent Recruitment Program (FGTRP) form and s. 288.860 Questionnaire for completion.

► Step 3: RAMP EC Request
Create a RAMP Export Control (EC) request and upload the candidate’s completed FGTRP and s. 288.860 Questionnaire. Instructions for creating a request can be found on the RAMP Export Control Website.

► Step 4: Qualtrics form (if applicable based on job code)
Use job code list to determine whether s. 1010.35 foreign researcher screening is required.

• If the job code is on the list, screening is required -- send Qualtrics Candidate Screening Information Form to the candidate and add a comment in the RAMP EC request that the Qualtrics survey was sent. The HR/Department Screening Information Form will initiate the candidate survey, which will be sent to the candidate using the information input by the department.

  Note:  The Qualtrics form may be sent to the candidate in Step 2 if the department has already determined screening will be required for the candidate based on job code.

• If the job code is not on the list, await further instructions or final approval from Office of Research Compliance Programs (ORCP), via RAMP.

  → If the candidate requires Board of Governors (BOG) review based on s. 288.860 questionnaire responses:

  • The Foreign Influence Task Force will review the department’s documentation.
  • If the Task Force advances the candidate to BOT/BOG review, the Office of Compliance and Ethics (OCE) will complete the s. 1010.35 screening. If the job code is not on the list, await further instructions or final approval from Office of Research Compliance Programs (ORCP), via RAMP.

► Step 5: Quality control review 
If screening is required based on the above criteria and the candidate has submitted the Qualtrics survey, the department HR rep should complete a quality control review of the survey responses (ensure all questions are answered, all pages of required documents are attached, etc.).

• If complete, forward survey summary report email to compliance@fsu.edu.
• If incomplete, send candidate retake link provided in survey report email.

OCE completes the s. 1010.35 screening process, including employment verification as applicable. When the s. 1010.35 screening is completed and BOG approval is obtained (if applicable), ORCP will indicate final approval of the RAMP EC request.

Screening of domestic hires is generally not required. However, if a domestic hire or visiting researcher has any affiliation with an institution or program in a foreign country of concern, or at least 1 year of prior employment or training in a foreign country of concern, please follow the screening process for international hires/visitors. 

Section 1010.35 screening is otherwise not required unless the candidate is deemed a foreign principal of a foreign country of concern. At onboarding, the candidate will be required to answer questions regarding affiliations with foreign countries of concern (FCOC). If candidate answers “yes” on any onboarding FCOC questions, the department will be notified that screening is required and should proceed with the following steps:

► Step 1: FGTRP and s. 288.860 Questionnaire
Send candidate the Foreign Government Talent Recruitment Program (FGTRP) form and s. 288.860 Questionnaire for completion.

► Step 2: RAMP EC Request
Create a RAMP Export Control (EC) request and upload the candidate’s completed FGTRP and s. 288.860 Questionnaire. Instructions for creating an EC request can be found on the RAMP Export Control Website.

► Step 3: Justification Documentation
The Office of Research Compliance Programs (OCRP) will request hiring justification documentation and a completed BOG Activity Request form from the department through a request for “Clarifications” in RAMP.

• The Foreign Influence Task Force will review the department’s documentation.
• If the Task Force determines that the candidate will be advanced to BOT/BOG review, the department will be notified to send the s. 1010.35 Qualtrics screening form to the candidate.

► Step 4: Qualtrics Form
If requested, send the Qualtrics Candidate Screening Information Form to the candidate and add a comment in the RAMP EC request that the Qualtrics survey was sent. The HR/Department Screening Information Form will initiate the candidate survey, which will be sent to the candidate using the information input by the department.

► Step 5: Quality control review
Once the candidate has submitted the Qualtrics survey, the department HR rep should complete a quality control review of the survey responses (ensure all questions are answered, all pages of required documents are attached, etc.).

• If complete, forward email with survey report to compliance@fsu.edu.
• If incomplete, send candidate retake link provided in survey report email.
   

OCE completes the s. 1010.35 screening process, including employment verification as applicable. When the s. 1010.35 screening is completed and BOG approval is obtained (if applicable), ORCP will indicate final approval of the RAMP EC request.

If BOT/BOG review is required, after candidate clears 1010.35 screening process, OCE will submit for Board of Trustees and Board of Governors review before final approval of the RAMP EC request.

• Employment prior to July 1, 2021:  Any person employed at FSU prior to July 1, 2021, does not need to be screened prior to taking a position on the Job Code List. This includes a previously appointed GA being appointed in a new semesterly position, an existing employee being appointed into a different job code, or a person receiving a promotion into a job on the job code list.
• Appointment into a non-research position:  If a candidate is placed in a non-research-related position, then screening is not required. However, please note that the candidate cannot be placed in a research-related position without first being screened, unless they have been continuously employed at FSU since before July 1, 2021.
• Fulbright Scholars:  Fulbright scholars who are not from a foreign country of concern may be exempt from screening, but will require RAMP approval.
• Professors Emeritus/Emerita:  Screening is not required for these appointments.

For questions about the screening requirements, email the Office of Compliance and Ethics at compliance@fsu.edu. 
For questions about the RAMP Export Control application, email ramp-exportcontrol@fsu.edu.