Research security is the practice of safeguarding research and development from threats that could compromise national or economic security, such as intellectual property theft, improper foreign influence, and violations of research integrity. It involves managing risks associated with international collaborations, securing sensitive information, ensuring compliance with regulations, and protecting researchers. 

 

Cal Poly Policy on Required Research Security Training

Effective 10/01/2025

1. Purpose and Scope

Cal Poly is committed to fostering collaboration and an open research environment while safeguarding the integrity and security of this work. Certain federal agencies require research security training for covered personnel.  This policy establishes Cal Poly's institutional requirement for research security training.

2. Definitions

• Covered Individual – Any person identified as a Principal Investigator (PI), Co-PI, or other senior/key personnel.
• Certificate of Completion – Documentation provided after completing the relevant training 
• Validity Period – Research security training certificates are valid for 12 months from the date of completion.

3. Training Requirement

• All covered individuals must complete research security training, specifically
  • the NSF one-hour Research Security Training accessible via the Secure Center via https://www.securecenter.uw.edu/CTM-1-0-1/story.html
  • the CSU Research Security Training accessed via the Cal Poly Learning Hub (available from the Cal Poly Portal https://myportal.calpoly.edu/); OR
  • an equivalent program if specified by the sponsor, as required by the sponsoring agency.
    • NOTE: Individuals must download or print the certificate at the time of completion to provide as proof of completion.  Training systems may not retain individual completion records.
• As of 10/01/25, training is required for all proposals and awards submitted to or funded by the following federal agencies:
  • U.S. Department of Agriculture (USDA)
  • National Science Foundation (NSF)
  • U.S. Department of Energy (DOE)
  • U.S. Department of Defense (DOD)
• Training must be renewed every 12 months to remain valid.

4. Responsibilities

• Principal Investigators (PIs):
  • Ensure their own training and the training of all covered individuals on their project is current at the time of proposal submission.
  • Provide copies of certificates for all covered individuals to Research Administration staff during proposal preparation and annually for awarded projects.
• Covered Individuals:
  • Immediately download or print the completion certificate after finishing the required training module to retain as proof of completion.
  • Monitor certificate expiration date and ensure retraining every 12 months.
• Research Administration Staff:
  • Request valid certificates from PIs during proposal preparation.
  • Verify that all covered individuals have current training before allowing proposal submission.
  • Will not retain copies of certificates beyond proposal submission; responsibility remains with the PI.

5. Enforcement

• For agencies that require research security training at the time of proposal submission, proposals will not be submitted unless all covered individuals provide valid training certificates.
• For NIH, compliance at this time is met through Cal Poly’s adoption and posting of this institutional policy.
• Individuals who cannot provide proof of completion of required research training may be ineligible to serve as PI, Co-PI, or key personnel on projects.  Contact the Office of Research for assistance.

6. Policy Review

This policy will be reviewed at least annually by the Office of Research to ensure compliance with federal requirements and to make adjustments as necessary.