Federal Policy Changes

(Updated March 25)

President Trump has announced that his administration intends to transition federal student aid programs like Pell Grants to the Small Business Administration (SBA). We do not currently know when that transition will occur. For now, borrowers should continue to make student loan payments through their existing servicers and maintain detailed records of their loans and payment history.

Pell Grant recipients do not need to take any immediate action—current awards remain valid, and we expect further federal guidance in the coming weeks.

The University of Rochester’s Financial Aid Office is closely monitoring these changes and will provide updates as more information becomes available. Students with questions about their aid or loans are encouraged to reach out directly to the office for support.

(Updated March 25)

The Department of Education’s Office for Civil Rights (OCR) has historically been responsible for enforcing Title IX, the federal law that prohibits sex-based discrimination in education. The law itself remains in effect, and the federal government is expected to reassign enforcement responsibilities to another agency or newly formed office, although specific plans have not yet been finalized.

While administrative structures may shift, the legal protections guaranteed under Title IX are still in place.

The University of Rochester’s Title IX Office is closely monitoring these changes and will provide updates as more information becomes available. The University remains fully committed to upholding Title IX and other federal, state, and institutional regulations and policies that support a safe and inclusive learning and working environment. We will continue to monitor developments and adapt as needed to ensure compliance and support for our community.

Federal agencies are reviewing funding policies in light of new executive orders. While some grants remain unaffected, others may face delays or funding suspensions. The Office of Management and Budget (OMB) initially froze certain federal funds but has since reversed that decision. However, individual agencies continue to reassess grants.

Contact your ORPA research administrator for questions related to federal grant submissions, reports, and other matters such as no-cost extension (NCE) requests.

For other research-related questions or to share feedback, contact SrVPforResearch@rochester.edu.

You can also visit the Federal Policy Updates for Researchers webpage for the latest guidance.

Unless explicitly paused or changed by funding agencies, grant submission and reporting deadlines remain in place, and researchers are encouraged to align submissions with recent federal agency guidance regarding allowable funded activities.

Following World War II, the U.S. government significantly expanded its investment in scientific research, leading to the establishment and growth of agencies such as the National Institutes of Health (NIH), the National Science Foundation (NSF), and Department of Defense, among others. This funding has played a crucial role in advancing health, technology, and engineering, driving innovations such as cancer therapies, medical imaging, semiconductor technology, and space exploration. The federal commitment to research has positioned the United States as a global leader in scientific discovery and economic growth.

Basic research is often expensive, time-consuming, and does not always produce immediate financial returns, making private companies less likely to invest in it. However, federal government investment in research at universities has driven critical technological and medical breakthroughs that benefit society as a whole. By supporting research in higher education, the government ensures long-term scientific progress, fosters innovation, and helps maintain the United States’ leadership in global research and development.

In the 2023–2024 fiscal year, 64 percent of federal research funding went to non-federal institutions, including universities, hospitals, and nonprofit research centers. Universities conduct 80 percent of all federally funded research outside of government operated laboratories and research centers, and rely on fair reimbursements for Facilities and Administrative costs to sustain their work.

Federally funded research benefits all Americans by driving innovation and improving lives. Investments in biomedical and scientific research have led to groundbreaking advancements, including:

• Cancer treatments and targeted therapies
• Precision agriculture and advanced farming technologies
• Global Positioning System (GPS) technology
• Semiconductor and microelectronics advancements

(Updated February 18)

• Cancer Research: Research at the Wilmot Cancer Institute has led to changes in national oncology standards of care. Notably, the science behind the HPV vaccine was developed at the University of Rochester. Since its introduction, the incidence of HPV-related cancers has declined by 40 percent.
• Mental Health Research: The Mt. Hope Family Center is a nationally recognized leader in the study of childhood trauma, depression, anxiety, and other mental health disorders. Its groundbreaking research has advanced the understanding and treatment of conditions such as schizophrenia, addiction, and eating disorders. Recent NIH funding has expanded its efforts in preventing child maltreatment and promoting family well-being, reinforcing the University of Rochester’s leadership in mental health research and intervention.
• Genetic Disorders: University of Rochester researchers were the first to describe how faulty RNA molecules are degraded, preventing the production of functional proteins. This discovery is advancing  treatments for genetic disorders ranging from Fragile X syndrome to cancer.

• Drug Development and Approvals: The “tissue-on-a-chip” system enables clinical testing in laboratory settings, eliminating the need for human trials in early phases. This innovation significantly reduces both the time and cost of drug development compared to traditional methods.

(Updated February 24)

The National Institutes of Health (NIH) is the primary federal agency responsible for funding biomedical and public health research in the United States. Part of the U.S. Department of Health and Human Services, the NIH supports scientific discoveries that improve health, prevent diseases, and drive medical advancements. It provides research grants to universities, hospitals, and other institutions conducting studies in areas such as cancer, neuroscience, infectious diseases, and precision medicine.

On Friday, February 7, 2025, the federal administration announced an executive order significantly reducing the amount the NIH reimburses institutions for Facilities and Administrative costs, also known as indirect costs of research.

For the latest information, please visit the Office of the Vice President for Research web page.

(Updated April 14)

The U.S. Department of Energy (DOE) is a department of the federal government that is primarily responsible for developing and implementing national energy policy, overseeing nuclear safety within the United States, and funding scientific research in areas such as energy systems, nuclear physics, materials science, climate science, national security, quantum science, and basic science—often through grants to universities and national laboratories.

DOE’s National Nuclear Security Administration (NNSA) funds our Laboratory for Laser Energetics (LLE). DOE also funds many individual grant awards in the Hajim School of Engineering and Applied Sciences, the School of Arts and Sciences and LLE.

(Updated April 14)

On Friday, April 11, 2025, the DOE announced a new policy only applicable to institutions of higher education. The policy caps the Facilities and Administration costs— also known as indirect costs—of all existing and new grants at 15%. Additionally, they will seek to undertake action to terminate all grant awards to institutes of higher education that do not comply with this updated policy.

The University is reviewing the policy carefully, especially for researchers with the DOE-supported projects, and is working with national organizations and federal partners to understand the implications and advocate for sustained investment in university research. Guidance will be shared through the Office of the Vice President for Research web pages: 2025 Federal Policy Updates for Researchers and U.S. Department of Energy (DOE).

(Updated March 3)

Facilities and Administrative costs support critical infrastructure and operational expenses needed to conduct high-quality research safely, efficiently, and securely. These costs include:

• construction, maintenance, and operation of sophisticated, high-tech research facilities;
• state-of-the art scientific research technology, including equipment necessary to conduct clinical trials;
• utilities such as lighting, water, air conditioning, and heat; ~ libraries and shared research resources;
• security for sensitive, radioactive and dangerous chemicals, including hazardous waste disposal;
• telecommunications, internet, and data storage;
• federal regulatory compliance, such as research ethics, patient protections, and animal care;
• insurance; and
• personnel, paperwork, and other costs needed to comply with federal, state, and local regulations.

These are the same types of costs reimbursed to defense contractors and national laboratories that conduct federally funded research. Ensuring fair reimbursement for these costs is critical to maintaining the United States’ leadership in scientific innovation. Since these expenses are necessary but difficult to attribute to individual projects, the NIH and other federal agencies reimburse institutions for a portion of these costs.

For more information on Facilities and Administrative (F&A) costs and their importance, explore and share these resources from the Association of American Universities (AAU) and the Association of American Medical Colleges (AAMC):

• Facilities and Administrative (F&A) Costs Explainer: A short animated whiteboard video from the AAU.
• The Costs of Federally Funded Research: An infographic from the AAMC of how F&A funding supports research.
• The Value of NIH-Funded Research at Medical Schools and Teaching Hospitals: A detailed breakdown from AAMC of how F&A costs support federally funded biomedical research.

* For more information, view the University policy: Allocation and Charging of Direct and Indirect Costs

In the 2023–2024 fiscal year, the University of Rochester received a total of $188 million in National Institutes of Health-funded research. The University’s Facilities and Administrative reimbursement rate was set at 54 percent, a rate that is regularly reviewed and audited.

In fall 2024, a team from the NIH visited campus to conduct such a review and notified us of a well-reasoned, modest reduction to our average reimbursement rate to 51 percent. One day later, an executive order significantly reduced that rate to just 15 percent.

What these funds covered:

• Construction, maintenance, and operation of sophisticated, high-tech research facilities
• State-of-the art scientific research technology, including equipment necessary to conduct clinical trials
• Utilities such as lighting, water, air conditioning, and heat
• Libraries and shared research resources
• Security for sensitive, radioactive and dangerous chemicals, including hazardous waste disposal
• Telecommunications, internet, and data storage
• Federal regulatory compliance, such as research ethics, patient protections, and animal care
• Insurance
• Personnel, paperwork, and other costs needed to comply with federal, state, and local regulations.

Yes. The federal government strictly regulates what expenses can be included in a research institution’s reimbursement rate for Facilities and Administrative costs. Every two to four years, federal agencies reassess each institution’s rate to ensure accuracy. These reimbursements are subject to regular reviews and audits, ensuring efficiency and compliance. Compared to research conducted by private industry, national laboratories, or other contractors, these reimbursements to universities are both reasonable and cost-effective for the federal government.

In fall 2024, a team from the NIH visited campus to conduct such a review and notified us of a well-reasoned, modest reduction to our average reimbursement rate to 51 percent. One day later, an executive order significantly reduced that rate to just 15 percent.

Reducing reimbursements for Facilities and Administrative costs directly limits the ability of universities and research institutions to conduct groundbreaking research. These funds help sustain essential infrastructure, such as laboratories, data security, and regulatory compliance. Without them:

• Research laboratories will face operational challenges or will literally have to shut down.
• Scientific progress will slow due to reduced funding for essential infrastructure.
• The United States will lose its competitive edge in global research and innovation.

Federal funding does not fully cover the cost of research, so universities must contribute their own resources to support federally funded projects. Rising federal regulatory compliance costs—such as requirements for patient protection, animal care, and cybersecurity—have increased institutional contributions to research by 11 percent since 1980. Meanwhile, the federal government’s share of research support has decreased by 12 percent.*

Reducing reimbursements for Facilities and Administrative costs will force research institutions to scale back their research programs, leading to less research being conducted in the United States.

*Source: National Science Foundation 2023 Higher Education Research and Development Survey Data, published November 2024.

The implications to the University of Rochester and the region would have profound impacts on healthcare, faculty recruitment, workforce development, and clinical trials. In addition, research at the University fuels the regional economy which would negatively impact the local and regional economy.

We estimate that if the 15 percent cap remains in place, the cost to the University will be at least $40 million a year, which will have serious ramifications on the University’s finances, eroding our research budget and potentially crippling our position as a leading research university.

(Updated April 14)

If DOE program staff contact you directly about your funded DOE grant (e.g., indicating that they intend to terminate/cancel the award), please immediately contact Anthony Beckman (abeckman@orpa.rochester.edu), interim associate vice president and director of research and project administration, in the Office of Research and Project Administration.

(Updated March 18)

At this time, no official travel ban has been implemented. However, for individuals from Afghanistan and Pakistan, several news reports indicate that a travel ban may be under consideration.  Such a ban could expand to include additional countries (Cuba, Iran, North Korea, Libya, Somalia, Venezuela, and Yemen). The University and the International Services Office (ISO) continue to monitor any policy changes closely.

(Updated March 18)

Given the uncertainty surrounding potential travel restrictions, the International Services Office strongly advises students, scholars, and employees from Afghanistan and Pakistan to avoid non-essential travel outside the U.S. until more information is available.

(Updated March 18)

If travel is necessary, international students, scholars, and employees should:

• Consult with an International Services Office adviser before making travel plans.
• Ensure they have all necessary travel documents, including a valid passport, visa, and I-20 or DS-2019 (with a valid travel signature).
• Be aware that visa decisions and entry into the U.S. remain at the discretion of U.S. consular officers and Customs and Border Protection officials.

(Updated March 18)

Individuals traveling internationally should carry:

• A valid passport.
• A valid U.S. visa.
• Their I-20 or DS-2019 with a valid travel signature (for F-1 and J-1 visa holders).
• Any other original immigration documents relevant to their status. Additionally, travelers should avoid packing these documents in checked luggage and instead carry them in their hand-held luggage.

(Updated February 28)

The International Services Office (ISO) strongly recommends that all international students, scholars, and employees review travel guidelines and consult with an ISO adviser before making travel plans—whether within the U.S. or internationally.

To help ensure a smooth travel experience, please keep the following in mind:

• Required Documents:
  • Students should carry their I-20 or DS-2019 (with a valid travel signature), passport, and an unexpired visa.
  • Employees with pending legal permanent resident applications should consult their immigration attorneys before traveling.
• Travel Tips:
  • Keep original immigration documents with you, not in checked luggage.
  • If traveling outside of Rochester and the surrounding area, carry your original documents and store copies in a secure location at home.
  • U.S. Consular Officers and Border Protection have discretion over visa decisions and entry into the U.S.

For specific guidance on your travel plans, please contact ISO before you travel.

(Updated March 18)

Yes. All faculty, staff, and students traveling on University-sponsored or supported travel outside of the United States are required to register their plans in the University’s International Travel Registry before departure.

For additional guidance or updates, please contact the International Services Office (ISO).

(Updated April 9)

While the University’s International Services Office (ISO) staff are proactively monitoring the Student and Exchange Visitor Program (SEVIS), if you notice a change in your status or if you are contacted by federal authorities about your status, contact ISO so that we can help guide you to enrollment and legal resources.

(Updated April 11)

While we don’t currently know all the information that immigration officials consider in making immigration decisions, we encourage everyone to be mindful of what they post on social media and how it may be interpreted. Officials may consider such information when making immigration related decisions.  For example, on April 9, 2025, the Department of Homeland Security, which oversees the Citizenship and Immigration Services (USCIS), Immigration and Customs Enforcement (ICE), and Customs and Border Protection (CBP), announced that it will consider “antisemitic activity on social media and the physical harassment of Jewish individuals as grounds for denying immigration benefit requests.

(Updated March 31)

Immigration regulations require that all F-1 and J-1 international students report their current U.S. address to the Department of Homeland Security within 10 days of any change in their residential address. To accomplish this, international students should submit updated address information to the University’s International Services Office (ISO) as soon as possible. ISO then reports the updated address to the government through the Student and Exchange Visitor Information System (SEVIS). Please remember to use the “Address Reporting” tool, available through URcompass, to submit your address updates.

Yes. Immigration officials may come onto campus or any University-owned, leased, or affiliated spaces to verify the legal status of individuals in the U.S. However, in some areas, they may need a judicial warrant or consent from an authorized University administrator or University Department of Public Safety (DPS), unless there are exigent circumstances (as explained in “Where are immigration officials allowed to go on University property?”).

The scope of immigration official activities is determined by law, including the use of administrative or judicial warrants and subpoenas that authorize their actions. In addition, immigration officials may come onto campus or other University-owned, leased, or affiliated spaces to verify compliance with employment laws and regulations or to review documentation related to international students under the U.S. State Department’s Student and Exchange Visitor Program (SEVP).

Similarly, U.S. Citizenship and Immigration Services (USCIS), which is responsible for verifying employment in the U.S., among other things, may legitimately come onto campus or University-owned, leased, or affiliated spaces unannounced and without a warrant or subpoena to conduct site visits to verify compliance with an employee’s H-1B status.

Agents from the U.S. Department of Labor Wage and Hour Division (WHD) or from ICE may come to campus to initiate or conduct certain paper-based audits. This includes the right to review University records on site related to compliance with wage and hour payments and payroll.

In the event of a visit by USCIS or WHD agents requesting documents related to an H-1B, please contact the International Services Office (ISO) at iso@rochester.edu or call 585 275-2866. Students and employees may also call DPS and request that they contact senior management in ISO.

If immigration officers were to arrive at any University-owned, leased, or affiliated space, the expectation is that they would contact the Department of Public Safety (DPS) before arrival and work in concert with DPS in locating a person they wish to speak with. DPS will always ask to see a properly executed warrant or subpoena before providing any information. DPS also will not divulge documents—including class schedules or other student education-related documents—that are protected by the Federal Education Rights Privacy Act (FERPA) except in compliance with that law. If immigration officials provide DPS with a properly executed warrant for a certain person at a certain location, DPS will comply with federal law and will accompany the officials to the location listed on the warrant.

Immigration officials may access different areas of the University depending upon their purpose and the documentation they present on site. Many parts of the University are open to the public much of the time and immigration officials may enter these areas when they are open (see examples below). However, some areas of the University may have limited or restricted access due to privacy concerns, operational needs, safety considerations, and other legitimate reasons. Except in rare circumstances, immigration enforcement officials must adhere to these same access restrictions and may only enter limited or restricted areas with a valid judicial warrant.

Examples of access categories follow in the chart below:  

*These designations are illustrative only; may be changed by the University whenever useful or convenient, consistent with University policy; and do not refer to or create in any facility status as a public forum or limited public forum for purposes of determining appropriate use. 

A warrant is not required in two situations: 

1. When an authorized administrator or the Department of Public Safety (DPS) grants access to a restricted area. For example, if a university administrator with proper access permissions allows law enforcement into a restricted area.
2.  In urgent circumstances, obtaining a warrant is not feasible. This includes situations such as threats to public safety or national security, preventing the destruction of evidence, imminent risk of harm, or when no safe alternative location is available for enforcement actions. For example, if law enforcement has credible information about an immediate security threat at the University, they may enter without a warrant to prevent harm.

It is important to note that Immigration and Customs Enforcement or other immigration officials may come onto campus or other University-owned, leased, or affiliated spaces for non-enforcement purposes. If encountered, they should be directed to the appropriate office for assistance.

Some areas of the University’s medical facilities (both hospitals and affiliated clinics) are open to the general public and thus to federal immigration enforcement officers, while others may require a warrant or exigent circumstances to enter. If an immigration officer appears at a University hospital or affiliated clinic and seeks to enter a limited or restricted access area—such as inpatient rooms, patient examination and treatment areas, or a closed inpatient unit—immediately notify the administrator on call (AOC) and the Department of Public Safety (DPS), as they are the only persons authorized to consent to access to hospitals and clinics. The AOC or DPS may also contact the Office of Counsel. Immigration officers should be instructed to remain in a public area (e.g., lobby, waiting room, reception), until the AOC and DPS can respond. However, individuals must not physically block or interfere with the immigration enforcement officer’s entry/enforcement.

If an immigration officer has a properly executed judicial warrant listing the correct location of the class/office/dormitory and the name of the individual, the University must allow the officer to approach the individual. But the individual need not answer any questions without having an attorney present. (Please note that the University does not provide individuals with legal counsel to address personal matters.)

If an employee or student is presented with a warrant by an immigration official while on University property or in connection with their University work, the student or employee should contact the Department of Public Safety (DPS) immediately so that the appropriate University official may review the warrant and advise on the appropriate response to the document. They should inform the officer that they are not obstructing the officer’s process but need to contact DPS for assistance.

The University remains committed to safeguarding privacy under the following laws:

• Family Educational Rights and Privacy Act (FERPA) – Protects student records.
• Privacy Act of 1974 – Governs how U.S. federal agencies collect, use, maintain, and share personal information in their records.
• Health Insurance Portability and Accountability Act (HIPAA) – Protects patient health information.

Additional guidance regarding enforcement actions will be shared as needed.

The University is actively reviewing the order and its potential impact, particularly regarding concerns about visa revocation. More information will be provided as it becomes available.

In the meantime, the University’s International Services Office (ISO) has compiled resources for international students and scholars, and campus offices serving international students are available to provide support. When in doubt, contact your advisor—the ISO team is here to help.