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Enterprise Risk Management
University Policy Manual

Drone Safety Policy

Policy Category Issuing Authority Responsibility Publication Date Next Review Date
Environmental Health & Safety  Enterprise Risk Management Environmental Health & Safety  12/19/2024 12/19/2027

Policy Statement/Background:

Stony Brook University recognizes the beneficial use of drones, which may support and further the mission of Stony Brook University. This policy includes specific rules and expectations that must be followed in order to purchase and/or use drones and other Unmanned Aircraft Systems1 (“UAS”).

The goal of this policy is to reduce risks that impacts the safety, security and privacy of people; to protect facilities and operations; and to ensure compliance with Federal Aviation Administration (FAA) regulations.

1The term drone and Unmanned Aircraft Systems (UAS) may be used interchangeably.

Scope

This policy applies to our campus community (i.e. students, faculty, staff, vendors/third parties, etc.) and individuals affiliated with Stony Brook University at all University owned or controlled properties (i.e. West Campus, University Hospital, Long Island State Veterans Home, Research & Development Park, Stony Brook Southampton, etc.). This policy also applies to the purchase of all drones, regardless of funding source. 

Policy:

In an effort to support the responsible purchase and use of drones, the following rules must be followed:

  1. The purchase or use of a drone in connection with any University activity must be reviewed and pre-approved by the Department of Environmental Health & Safety (EH&S). An Unmanned Aircraft Systems (UAS) Application (available here) must be submitted to EH&S.
  2. UAS operations are strictly prohibited over University property or inside campus buildings, except under the following circumstances, when approved by Environmental Health & Safety (EH&S):
    1. Operations deemed to be necessary to support the mission of the University.
    2. Operations that are essential to an administrative, business, facility maintenance, police, fire or emergency function of the University.
  3. Stony Brook University students, faculty and staff may operate a drone as a recreational flyer, with approval from EH&S, in a designated “Drone Zone” location, established by EH&S. All use must be directly related to and necessary for a University educational or research program, club activity, or other approved function.
  4. Commercial use of drones may be permitted. An Unmanned Aircraft Systems (UAS) Application (available here) must be submitted to EH&S.
  5. Hobby or recreational use of drones by individuals from outside our community is not permitted on University property.
  6. When approved, drones shall be flown in accordance with FAA regulations and guidelines, the requirements outlined in this policy, and as stipulated in the approval granted by EH&S.


A. Responsibility

  1. The Department of Environmental Health & Safety shall:
    1. Maintain an awareness of FAA regulations and other requirements for drone operations.
    2. Provide guidance to departments and individuals for the purchase and use of a drone.
    3. Review, approve and process Unmanned Aircraft Systems (UAS) Applications for the purchase and operation of drones.
    4. Monitor drone operations, as necessary, to ensure safety and compliance.
  2. Departments and groups who are looking to obtain aerial drone videography or photography should contact the Office of Marketing and Communications (“Marcom”) at marcom_drones@stonybrook.edu. Marcom will review your request and advise how best to meet your needs.
  3. Departments and individuals who want to purchase and/or use a drone, or hire a contractor to perform drone activity, shall:
    1. Familiarize themselves with FAA requirements and guidelines.
    2. Submit an Unmanned Aircraft Systems (UAS) Application and obtain approval from EH&S.
    3. Complete all FAA requirements (i.e. aircraft registration, pilot certification, drone labeling, recurrent training etc.), as required.
    4. Obtain required insurance, when required.
    5. Operate the drone in accordance with FAA regulations and guidelines, the requirements outlined in this policy, and as stipulated in the approval from EH&S.


B. Purchasing a Drone

  1. Departments or individuals who want to purchase a drone, regardless of funding source, must first complete the Stony Brook University Unmanned Aircraft Systems (UAS) Application and submit it to EH&S. 
  2. If you plan to purchase a drone for later use, please complete sections with as much detail as possible, and you must include a UAS Specification Sheet. Other information (e.g. Registration Number, Pilot Certification, etc.) can be submitted at a later date.


C. Pilot Requirements

  1. A current FAA Remote Pilot Airman Certificate is required to fly drones for any educational, research, business or work-related function. This includes teaching others how to fly drones.
  2. Individuals who are approved to fly for recreational use in approved locations must carry proof of the TRUST Certificate, have a current FAA registration with the registration marked clearly on the drone and broadcast the Remote ID.


D. Export Control 

  1. Certain drones may be export controlled under U.S. export regulations and, as such, may not be physically exported outside the U.S. without a license from the U.S. government. In addition, a license may be required if foreign nationals located within the U.S. are provided access to the technology related to such systems (deemed exports).
  2. All individuals or organizations that intend to design, build, research, use in research, modify, dismantle, and/or operate a drone in foreign countries and/or with foreign nationals in the U.S. or abroad must do so in accordance with U.S. export regulations and University export control policies and procedures. Such instances must be discussed with the Office of Research Security to ensure all export control regulations are followed. All inquiries should be sent to ovpr_researchsecurity_admin@stonybrook.edu.


E. Insurance

  1. Insurance is not ordinarily required for drone operations that are conducted by State employees for University business, or students engaged in educational programs, sanctioned activities, or other approved functions.
  2. Liability insurance is required for drones that are purchased and/or used for Sponsored Research programs and activities.
    1. SUNY RF maintains a world-wide drone liability policy to cover dronerelated damages caused to any third-party or their property.
    2. PI's must contact the RF Risk Management Office through the Office of Grants Management (Phone: 631 632-9071) to have their drone listed on the policy.
    3. PI’s are required to pay a prorated portion of the premium of the policy as determined by the SUNY RF Risk Management Office.
    4. This policy does not provide for physical damage coverage. A separate floater policy is available for PI’s who pay the additional cost to cover their drones for physical damage.
  3. Commercial General Liability Insurance (CGL) covering the liability for bodily injury, property damage, and personal/advertising injury arising from all work and drone operations is required by contractors, service providers, and other non-Stony Brook individuals providing a service for the University.
    1. Insurance Certificates in the amount of $2,000,000.00 per occurrence/$2,000,000.00 in the aggregate naming the State of New York, the State University of New York and the State University of New York at Stony Brook as additional insured must be provided.
    2. Contractors are also required to provide Proof of Compliance with Workers’ Compensation Coverage Requirements and Proof of Compliance with Disability Benefits Coverage Requirements.


Procedures

A. Operating a Drone

  1. Departments or individuals who are approved to operate a drone must comply with all FAA Regulations, including:
    1. Requirements and operating rules or seek a waiver from FAA.
    2. State or Local regulations, ordinances and requirements.
    3. All conditions identified in the approved application.
    4. All other US Airspace regulations, which will require additional approvals.
  2. Drone Operators must coordinate with EH&S to ensure the Stony Brook University Hospital Heliport is made aware before any flight on the Stony Brook Medicine campus takes place.
  3. Drones may not be used to monitor or record activities in locations where there is a reasonable expectation of privacy.
  4. Drones must not be used for unapproved recordings of any campus events or performances, or for any unlawful purpose.
  5. Enterprise Risk Management (e.g. EH&S, UPD, Emergency Management, etc.) may suspend flights whenever there is a concern for safety and compliance


B. Incident Reporting

  1. The Remote Pilot in Command (“PIC”) of the drone is required to report any incident to EH&S immediately (631-632-6410).
  2. The Remote PIC is required to report the incident to the FAA within 10 days, if damage to any property, other than the drone, is greater than $500 to repair or replace the property (whichever is lower).
  3. Anyone observing a drone being operated in a careless or reckless manner so as to endanger the life or property of another, or violating any operating rules for small unmanned aircraft systems, should contact University Police (631-632-3333).

Definitions:

  • Recreational UAS Safety Test (TRUST): provides education and testing for recreational flyers on important safety and regulatory information. If you plan to fly your drone/unmanned aircraft under The Exception for Recreational Flyers, you must complete TRUST.
  • Recreational Use: fly for fun or personal enjoyment.
  • Remote ID: the ability of a drone in flight to provide identification and location information that can be received by other parties.
  • Remote Pilot in Command (Remote PIC or Remote Pilot): a person who holds a remote pilot certificate with a drone rating and has the final authority and responsibility for the operation and safety of a drone operation conducted under Part 107.
  • Small Unmanned Aircraft System (UAS): an unmanned aircraft and associated equipment that controls (weighing under 55 pounds) and allows its operation without the possibility of direct human intervention from within or on the aircraft. For the purpose of this policy, UAS includes drones, quadcopters and model aircraft.

Contact:

Additional information about this policy is available here:

Environmental Health & Safety
110 Suffolk Hall
Stony Brook, NY 11794-6200
Phone: 631-632-6410
Email: ehsafety@stonybrook.edu

Relevant Standards, Codes, Rules, Regulations, Statutes and Policies:

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