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 to centralize university processes and policies related to shipments and transport.
- 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 the 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
Additional Export Control link: Export Control (Alternate)
Disclosure of External Interests and Commitments (Updated: October 2025)
This policy addresses mandatory disclosure of external activities 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 clarify ID card handling (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 the Office of Research Security at ovpr_researchsecurity_admin@stonybrook.edu — we are happy to help.
