Foreign Researcher State 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, the Department Information Form, with information about the candidate. Once the candidate's information is submitted in the Department Information Form, an email invitation will be sent automatically to the candidate with a link to the Candidate Screening Information Form for completion. A preview of the Candidate Screening Information Form is also available for department. 
Click here to Preview the Candidate Screening Information Form

Candidates and prospective visitors for whom screening is required must provide the following information and supporting documentation to FSU using the Qualtrics Candidate Screening Information Form:

1. A complete, cover-to-cover copy of the previous passport if recently renewed or recently received a new passport.
2. A list of every institution of higher education attended, whether or not listed on the CV/Resume
3. A list of all employment since the candidate’s 18th birthday, whether or not listed on the CV/Resume
4. A list of all published material
5. A list and description of any current paid or unpaid affiliations within or outside the U.S. and any other non-university professional activities
6. 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)
7. Information regarding any government, military, intelligence agency, or police service
8. 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, pursuant to s.1010.35, F.S.

► 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, s. 288.860 Questionnaire, CV/resume, cover-to-cover copy of current passport(s), and offer letter (as applicable). Instructions for creating a request can be found on the RAMP Export Control Website and the RAMP Help Center within the RAMP EC module.

► Step 4: Qualtrics Department Screening Information Form
When the Office Research Integrity, Security, and Ethics (RISE) confirms in the RAMP EC that your candidate requires state screening and assigns the state screening ancillary review, submit the Department Screening Information Form. You may use the job code list as an indication as to whether s. 1010.35 foreign researcher screening may be required but please wait until RISE makes a determination before submitting the Department Information Form.

• If the job code is on the list, screening may be required, after RISE indicates screening is required, assigns the state screening ancillary review, and instructs you to do so, submit the Qualtrics Department Screening Information Form. Upon submission of the Department Screening Information Form, Qualtrics automatically sends the candidate an email with instructions and a link to the Candidate Screening Information Form.
• Then add a comment and/or submit clarifications in the RAMP EC request indicating that you submitted the Department Screening Information Form and the Candidate Screening Information Form was sent to the candidate. The Department Screening Information Form will initiate the candidate survey, which will be sent to the candidate using the information input by the department.
• If the job code is not on the list, the candidate is a US citizen or US permanent resident, or the candidate is a current employee who may be "grandfathered in" from state screening, await further instructions or final approval from RISE, via RAMP.
  
  → If the candidate requires Board of Governors (BOG) review based on the s. 288.860, F.S. 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, F.S. state screening. If the job code is not on the list, await further instructions or final approval from Office of Research Integrity, Security, and Ethics (RISE), via RAMP.

► Step 5: Department Quality Control Review 
If screening is required based on the above criteria and the candidate has submitted the Qualtrics survey, the department representative will receive a confirmation email from Qualtrics with a link to the candidate's submission and instructions regarding the department's quality control review. The department representative/responsible party must complete a quality control review of the survey responses (ensure all questions are answered, all pages of required documents are attached and meet requirements per the form, etc.).

• If complete and acceptable, forward the confirmation email to compliance@fsu.edu and include the EC ID number in the body of your email.
• If incomplete, follow up with the candidate and provide the candidate with their unique retake link (found in Qualtrics confirmation email.)

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

1010.35 State 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/education in a foreign country of concern, please follow the screening process for international hires/visitors.

If the above criteria are not met, section 1010.35 state screening is otherwise not required unless the candidate is deemed a foreign principal of a foreign country of concern, pursuant to s.288.860, F.S. 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 may be 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, s. 288.860 Questionnaire, CV/resume, cover-to-cover copy of current passport(s), and offer letter (as applicable). Instructions for creating a request can be found on the RAMP Export Control Website and the Help Center within the RAMP EC module.

► Step 3: Justification Documentation
The Office of Research Integrity, Security, and Ethics (RISE) will request hiring justification documentation and a completed BOG Activity Request form from the department through a request “Clarifications” in the RAMP EC.

• 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 state screening Qualtrics screening form to the candidate via the Department Screening Information Form.

► Step 4: Qualtrics Form
If requested, send the Qualtrics Candidate Screening Information Form to the candidate via the 1010.35 Department Screening Information Form and add a comment in the RAMP EC request that the Qualtrics survey was sent. The Department Screening Information Form will initiate the candidate survey, which will be sent to the candidate automatically via email using the information input by the department on the Department Screening Information Form.

► Step 5: Quality control review
Once the candidate has submitted the Qualtrics Candidate Screening Information Form survey, the department representative should complete a quality control review of the survey responses (ensure all questions are answered, all pages of required documents are attached, and the information submitted is complete/acceptable, etc.) via the confirmation email sent by Qualtrics.

• If complete, forward email with survey report to compliance@fsu.edu and include the EC ID number in the body of your email.
• If incomplete, send candidate retake link provided in survey report email to make needed changes/updates.

The OCE completes the s. 1010.35 state screening process, including employment verification, as applicable. When the s. 1010.35 state screening is completed and BOG approval is obtained (if applicable), RISE 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.

• Continuous employment prior to July 1, 2021: Any person continuously employed by FSU since 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 or otherwise don't meet the criteria for those subject to screening as outlined above.
• 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.

Please note: RAMP approval may still be required even if state screening is not required.

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.