Key Policy Updates Affecting Researchers
As a reminder, we wanted to share with you a quick reference of key policies related to research security that may affect research, travel, shipping, and international collaborations.
The Office of Research Security (ORS) is here to help.Please reach out anytime at ovpr_researchsecurity_admin@stonybrook.edu.
What This Means for You (Quick Take)
These policies mainly apply if you ship items, travel internationally, travel with University devices or data, collaborate internationally, host international visitors, conduct sponsored research, create/store research data, or work with sensitive or regulated research materials. Most situations are straightforward, and a quick check-in with the Office of Research Security early can help avoid delays later.
Research Security Training (Reminder)
Faculty, and in some cases other research personnel, involved in internally and externally sponsored research are required to complete mandatory research security training as outlined in the Policy on International Engagements. The Office of Research Security sends email reminders to faculty who have not yet completed the required training.
Completion of the research security training is important, as federal sponsors may require it at proposal submission, during just-in-time reporting, and/or on an annual basis. Please visit the Office of Research Security training webpage for additional details. If you are unsure whether you have completed the training or whether it applies to you, please contact the Office of Research Security.
New or Updated Policies You Should Know
Recently Issued Policies
Shipment or Transport of Items and Goods(Effective: November 20, 2025)
The purpose of this new policy is centralization of university processes and policies.
- Applies to shipping and hand-carrying of items
- Outlines responsibilities, related campus policies, and required approvals
- Provides university contact information for shipments
Data and Devices for International Travel(Effective: July 24, 2025)
The purpose of this new policy is to provide best practices when traveling with university data and devices.
- Provides guidance on the use of University data and devices while traveling abroad
- Outlines additional requirements for travel to designated High-Risk Countries
- Establishes a loaner laptop program for travel to High Risk Countries
Recently Updated Policies
International Engagements(Updated July 2025)
This policy addresses higher risk international activities and restrictions, reviews, and/or approvals required for such activities.
- Updated to include research security training requirements
Export Control(Updated July 2025)
This policy addresses compliance with federal laws and regulations for the export of data, software, materials, or equipment and outlines the university export control program.
- Updated the Reporting and Investigation section to include new functionality to report in EthicsPoint
Disclosure of External Interests and Commitments(Updated October 2025)
This policy addresses mandatory disclosure of external activities that are related to an individual’s university obligations and responsibilities and outlines the university research conflict of interest program.
- Updated to include a requirement for:
- Disclosure of foreign external interests by personnel who perform work on any project, grant, or award administered by the Research Foundation and are not primarily responsible for the design,conduct, or reporting of research activities (e.g., postdocs, research scientists, technicians, etc)
- Provision of contracts, grants, or any other agreement specific to foreign appointments, employment with a foreign institution, participation in foreign talent recruitment programs, and other information as needed to comply with federal sponsor regulations to the Office of Research Security
Guests and Visitors(Updated December 2025)
This policy addresses campus processes and approvals for hosting visitors at SBU to ensure compliance with all applicable laws and regulations.
- Updated to include clarity in regards to ID cards (i.e., ID cards should be collected
and destroyed by the Department when a guest/visitor leaves SBU
Ongoing Policies to Keep in Mind
University Travel Policy(In effect since October 2023)
This policy addresses all University-related travel, pre-travel approval requirements, and travel to higher risk international destinations.
Research Data Ownership, Retention, and Access Policy(in effect since December 2024)
This policy addresses responsibilities for data stewardship - including retention, access, transfer, and security of research data.
Questions or unsure if a policy applies?
Contact ORS at ovpr_researchsecurity_admin@stonybrook.edu — we are happy to help.