2025 Federal Transition and University Guidance

Terms and Amendments

• Terms and conditions of active awards remain in effect.
• Changes will come via official amendments processed by OSP.
• Award operations (e.g., invoicing) should continue unless instructed otherwise by the sponsor.

 

Communications

• Share any sponsor communications or responses with OSP to ensure consistency and proper institutional tracking.
• Principal Investigators (PIs) may feel the need to reach out directly to sponsors, especially given the uncertainty surrounding the Executive Orders. Our institution encourages a coordinated approach to ensure that all communications align with institutional guidance and the evolving sponsor policies. To support this, we recommend that PIs inform the Office of Sponsored Programs (OSP) before initiating contact with sponsors about the Executive Orders. This will allow us to provide accurate context, ensure consistency, and track any responses. If PIs do contact sponsors independently, we kindly request that all replies and relevant communications be shared with OSP. This will enable us to monitor sponsor directives, share relevant information with other faculty who may be addressing similar issues, and ensure that potential concerns are addressed consistently across the institution.

 

What You Need to Do

• Review award documents and agency notices for any funding-related clauses.
• Monitor budget obligations. Principal Investigators are reminded that all expenditures on sponsored projects must be reasonable, allocable, and necessary to meet current project needs in direct support of the approved scope of work. Expenditures should reflect immediate use in carrying out project objectives.
• Prepayments or advance spending are not permitted under any circumstances—even if recommended or suggested by a funding agency representative.
• Submit all required technical and financial reports on time.
• Stay in contact with grant officers to remain updated on evolving requirements.

Understanding Notices

• Stop Work Order: Temporarily or permanently halts activities on a grant.
• Termination Notice: Ends the agreement effective immediately.
• These differ from award amendments related to Executive Orders (e.g., DEIA activities only).

 

Institutional Response

• OSP, OGM, PI, and others must coordinate a review of impacted personnel and activities.
• Appeals to terminations may be possible and are time sensitive.
• Contact OSP if planning to appeal.

 

Immediate Steps

• Forward all sponsor correspondence to OSP@stonybrook.edu immediately.
• Review award and budget status to plan for potential interruptions.
• Suspend related procurement or travel expenditures unless fully approved and funded.
• Consult with OSP or OGM about how to proceed with affected work.

 

Compliance - Anticipated Changes

Expect changes to:

• • • • • • • Research compliance requirements (e.g., human subjects, animal subject). Reach out to the Office of Research Compliance (ORC) for clarification.
            • Award reporting expectations

Proposals

Q: Can I still submit my proposal to a federal agency?

A: Yes. As long as submission portals like Grants.gov and Research.gov remain operational, SBU continues to support proposal submissions.

Q: How can I confirm if a funding opportunity is still valid?

A: Check the agency website for alerts, revised RFPs, or cancellation notices. Sign up for sponsor newsletters or alerts.

Q: Should I continue submitting proposals with DEIA content?

A: Consider carefully reviewing the solicitation for changes. Some agencies may remove or revise DEIA language in response to executive actions.

 

Awards

Q: Are the terms of my existing federal award still valid?

A: Yes. All awarded agreements remain in effect unless formally amended by the sponsor.

Q: Should I continue spending on my project?

A: Yes, but monitor budgets closely and communicate with  OSP or OGM about any new developments.

Q: Who do I notify if I receive an amendment or communication from a sponsor?

A: Please send all sponsor correspondence to OSP@stonybrook.edu.

 

Terminations and Stop-Work Orders

Q: What should I do if I receive a stop work or termination notice?

A: Forward the notice to OSP@stonybrook.edu immediately. Do not take any action until OSP provides guidance.

Q: Can I appeal a termination notice?

A: Possibly. Appeals are time-sensitive. Contact OSP as soon as possible.

Q: Do these notices apply to all parts of the project?

A: Not always. Review the notice carefully; some apply only to specific DEIA-related activities.

 

Compliance

Q: What types of compliance changes are expected?

A: Agencies may revise reporting deadlines, remove DEIA-related components, or require new assurances. Stay tuned to OSP updates.

Q: Who can help me navigate compliance changes as it pertains to human or animal subject research?

A: Contact the Office of Research Compliance at SBU for assistance.