SECTION I: Introduction
The Medical Student Policies and
Procedures Manual is the official document on policies, procedures,
and regulations for students attending Stony Brook University School
of Medicine. Any individual who enrolls in the Stony Brook University School of
Medicine voluntarily places himself/herself under the rules and regulations of
the University, the School and affiliated hospitals, and agrees to abide by
them. Therefore, students, faculty and administrative personnel need to be
familiar with these regulations and are responsible for remaining familiar with
their provisions. The School of Medicine faculty has established these policies
and procedures in compliance with the Accreditation Standards of the Liaison
Committee on Medical Education.
These policies and procedures were endorsed by
the School of Medicine Faculty to serve as guidelines for actions and decisions
regarding academic affairs. The Committee on Academic & Professional Progress (CAPP) is the
body the faculty has charged with interpreting and applying the provisions
herein. While every effort is made to provide accurate and current information,
the School of Medicine reserves the right to change policies, procedures,
programs, and other matters without notice when circumstances dictate. Note
that some of the items have a more detailed explanation included as an
Administrative Structure of the School of Medicine
The Dean of the School of Medicine
is the Chief Academic Officer and has overall responsibility for its
educational, research and clinical missions. The various functions related to
medical education are distributed among members of the Office of the Dean.
The education mission is the primary focus of the Vice Dean for Undergraduate
Medical Education who works in conjunction with the Vice Dean for Graduate
Medical Education. Assistant and Associate Deans handle student affairs,
admissions, career counseling, curriculum, evaluation, and faculty development.
Services coordinated by these offices have been designed to assist students in
achieving educational goals, and include financial aid counseling and
processing; registration and course scheduling; personal, academic, and career
counseling; residency application assistance; and other services.
Committees of the Faculty Senate
The Curriculum Committee
Committee is appointed by the Faculty Senate to develop and to supervise the
curriculum for undergraduate medical students. Its functions include specifying
the educational mission and objectives of the school, defining the overall
content of the curriculum, determining size and sequence of courses,
recommending course directors to the dean, and regularly reviewing and
evaluating courses and the Curriculum as a whole. Elected student
representatives sit as voting members on this committee. The committee meets
The Committee on Academic & Professional Progress (CAPP)
The Committee on Academic & Professional Progress
(“CAPP”) is appointed by the faculty senate to monitor students' adherence to
professional and academic standards. CAPP is charged with making academic
standing and promotional decisions which are then communicated to both the
involved student and the Dean, by the Office of Undergraduate Medical
Education. The committee meets monthly. Elected student
representatives serve as non-voting members of CAPP and participate in all
If a student meets criteria for
review by CAPP, the Vice Dean for Undergraduate Medical Education (UME) will so
notify the student and invite the student to meet with CAPP. Although the
meetings are closed, but for invitees, and the deliberations are confidential,
a student may bring a Stony Brook medical student or faculty member as an
advocate. Moreover students may prepare a written statement to distribute to
the committee before or during the meeting. Legal representation is not
permitted at meetings of the Committee on Academic & Professional Progress, and the
proceedings of the meeting may not in any way be recorded by the student or
CAPP will consider the student’s statements and academic record and will decide
on appropriate action including, but not limited to a letter of warning,
remediation or dismissal. The CAPP decisions shall be transmitted by the
Vice Dean for UME to the student, in writing, within ten (10) days of the
The recommendations of CAPP are final except for the following permissible
Students have 14 days from the date of
notification to appeal the CAPP decision.
- Decisions other than those resulting in dismissal,
suspension or repeat of a year, may be appealed back to CAPP if: (a) there
is pertinent evidence that though available at the time of the initial
review, was not brought to the attention of CAPP; or (b) there was an error
in the review process.
- Decisions that require repeating a year, suspension or
dismissal may be appealed to the Dean.
If there is no appeal within 14 days, the decision becomes effective as of the
15th day. If there is an appeal, the decision is held in abeyance, pending the
outcome of the appeal.
The student's written
appeal must be submitted to the CAPP (if based on subparagraph 1, above) or the
Dean (if based on subparagraph 2, above) within fourteen (14) calendar days of
being notified of the CAPP decision.
If the appeal is to CAPP, CAPP will review the appeal and notify the student of
its determination within 30 days of its receipt of the appeal. This CAPP
decision will be final.
For appeals to the Dean, the following process occurs. The Dean will review the
file of the student as it existed on the date of the CAPP meeting. The Dean will
meet with the Chair and/or members of CAPP, the Vice Dean for UME, and with the
student before making a final decision on the appeal. The decision of the Dean
is final. The Dean’s decision is effective as of the date indicated on the
Dean’s decision letter. The dean’s final decision will be communicated to the
student within 30 days of the appeal.
SECTION II: Progress Through the Curriculum
Students in good standing
automatically advance to the next unit of instruction or academic year.
Requirements for Graduation
The M.D. degree will be conferred by
Stony Brook University upon persons who have complied with the following
All requirements for the MD degree must be met
within seven years after the first enrollment at the Stony Brook University
School of Medicine, or within five years for a student who transfers into the
School of Medicine after the first year. Students must complete the first two
years of school within 3 years. This time limitation does not apply to students
in conjoint degree (e.g., MD/PhD) or other approved programs, e.g., a
concurrent or consecutive MPH, MBA, MA degree. (N.B. Student eligibility
for loans carries time limits as well.)
- Filed satisfactory evidence of having complied with the
requirements for admission;
- Attended four separate years of medical instruction;
- Satisfactorily completed all course work, examinations
and mandatory academic exercises;
- Achieved passing scores on Step 1, Step 2CK and Step
2CS of the US Medical License Examination (USMLE), administered by the
National Board of Medical Examiners; Annotation 2
- Maintained acceptable academic ethics and professional
- Paid all tuition, fees and fines in full;
- For students who have received loans, completed an Exit
Interview in Student Affairs.
- Entered PGY1 contact information into CBase.
- The School strongly recommends that students complete
the AAMC Graduation Questionnaire as a professional obligation and
contribution to future generations of Stony Brook students
Requirements for Promotion from Year to Year
In general, a student will not be
promoted to the next academic year until he or she has completed all of the
requirements of the prior year, and met all health requirements.
Year 1: Successful completion of all courses. Successful completion of HIPAA
training and signing the Confidentiality Agreement.
Year 2: Successful completion of all courses (including third year
orientation), end of Year Two's OSCE [Objective Structured Clinical
Examination] and USMLE Step 1.
Year 3: Successful completion of mandatory academic activities, including
the End of Year 3 CPX exam.
Year 4: Completion of 30 weeks of study, 16 weeks of which must be completed in
major Stony Brook affiliates, 6 weeks completed (in either 3rd or 4th year) at
SBUH, and successful completion of USMLE Step 2 CK and Step 2 CS. MSTP (MD-PhD
dual-degree) students receive 10 weeks of elective credit time for their
completion of their PhD work and must complete a minimum of 20 weeks of study
in the final year.to add up to the 30 week requirement.
Generally no more than four weeks of
elective time is allowed in the third year.
The State of New York
requires that a clinical affiliate agreement be in place at away sites where
students do elective rotations. A list of sites for which agreements are in
place can be accessed from the Course Information for
Current Students website.
Placing Out of a Course
In special circumstances, a student
may request to “place out” of a course. To determine whether this is possible,
the student follows this process:
- The student submits to the Registrar a course
description of the one they completed along with a transcript.
- The Registrar passes this information to the course
director for review and recommendation on this request.
- The course director communicates recommendation to the
- The Registrar notifies the student of the final
decision and enters the decision into the student’s permanent file
Medical students are preparing for a
career that demands the highest standards of honor, ethics, and professional
behavior and appearance. All students are required to sign and act in
accordance with the principles of the Student Honor Code. All students are required to act in accordance with
the Conduct Code and Policies of the University and in accordance with the laws of the
State of New York.
Stony Brook University School of Medicine promotes a sense of mutual respect
among patients, faculty, staff, house staff, and students. Certain behaviors,
such as violence, sexual harassment, and discrimination are
inherently destructive to the teacher/student, student/patient, student
/student relationships. Other behaviors, such as making demeaning or derogatory
remarks, or giving destructive criticism, are also inappropriate and interfere
with professional development. Unprofessional behavior may be reviewed by CAPP
and may result in disciplinary action. Student behavior may also be reviewed by
the Student Honor Code Committee and recommendations for action forwarded to
the Dean. The Dean may refer the matter to CAPP or may act directly on the Honor
Code Committee recommendation.
Students are expected to become familiar with and follow any written rules of
conduct and professional behavior at any clinical or research site in which the
student trains. For information regarding affiliate sites, see "Third Year
Orientation Training" in CBase. Students accorded housing at
clinical sites are expected to treat this space and their host institution with
respect. Students who damage property, break the law or act unprofessionally in
that space may be subject to eviction and, if the offense is serious enough,
expulsion. Typically this housing is assigned to a group of students and all
members of the group will be held responsible for any misbehavior or damage
that occurs in the space.
Students who exhibit behavioral problems may be
referred by the Dean’s Office or by the Committee on Academic & Professional Progress to the
Behavioral Assessment Committee on the Main Campus of Stony Brook University
for further review and recommendations.
Individuals who donate their bodies to the Department of Anatomical Sciences at
Stony Brook University do so with the desire and understanding that their
remains will be used for educational or scientific purposes. Such donations
deserve our admiration and deepest gratitude. To treat a cadaver in any way
that does not serve educational or scientific purposes constitutes unprofessional
behavior. One example is taking photographs (on film or electronically) that
serve no educational or scientific purpose. Any student known to have taken
such a photograph will be referred to the Committee on Academic & Professional Progress as
having engaged in unprofessional behavior. Any student who has knowledge of a
colleague having taken such a photograph is bound to follow the procedures of
the Honor Code for dealing with unprofessional behavior in a colleague.
Social Media Policy
Stony Brook School of Medicine has a Social Networking Policy. Click here to read about this Policy.
STANDARDS OF CONDUCT FOR THE TEACHER- LEARNER RELATIONSHIP:
The School of
Medicine is committed to maintaining a positive environment for study and
training, in which individuals are judged solely on relevant factors such as
ability and performance, and can pursue their educational and professional
activities in an atmosphere that is humane, respectful and safe. Our core
values are ICARE: integrity, compassion, accountability, respect and
excellence. Medical student mistreatment violates these fundamental principles
and will not be tolerated in the medical school community.
The Faculty Code of Ethics
Section 2 Respect for Persons delineates faculty behaviors demonstrating respect for other persons and the prohibition against discrimination and harassment. “All members of the medical school and its students are expected to adhere to this Code of Ethics in their interactions with patients, colleagues, other health professionals, students, other trainees, other staff, and the public.”
The full policy can be found at http://medicine.stonybrookmedicine.edu/ugme/mistreatment_policy
Excerpts are given below.
The School of
Medicine has a school wide program entitled WE SMILE which is an acronym
for “we can eradicate student mistreatment in the learning environment”. The
six components of the WE SMILE program include a) Education b) Definition c)
Reporting d) Review and Adjudication e) Enforcement and f) Communication/
Closing the loop. The School has defined mistreatment as verbal or emotional
behavior that shows disrespect for medical students and unreasonably interferes
with their respective learning process
Examples of mistreatment include but are not limited to:
- insults or unjustifiably harsh language in speaking to
or about a person
- public belittling or humiliation
- requiring performance of personal services (e.g.,
- intentional neglect or lack of communication (e.g.,
neglect, in a rotation, of students with interests in a different field of
- disregard for student safety
- denigrating comments about a student's field of choice
- assigning tasks for punishment rather than for
objective evaluation of performance
- exclusion of a student from any usual and reasonable
expected educational opportunity for any reason other than as a reasonable
response to that student's performance or merit
- other behaviors which
are contrary to the spirit of learning and/or violate the trust between the teacher
The School of
Medicine has created multiple avenues to report mistreatment to encourage
reporting as well as to track patterns and frequency of mistreatment in order to
target specific prevention initiatives. Students should keep in mind that the
range of responses available to the School of Medicine will be contingent not
only on the nature of the mistreatment, but also the degree to which a student
is willing to identify him/herself.
Further, the School of Medicine may decide that a report of mistreatment rises
to a level where University policy has been violated and be required to notify
Office of Diversity and Affirmative Action, Labor Relations, and/or University
- Face to Face report
- Students may report any concerns of mistreatment to the Associate Dean for Student Affairs.
- Student focus groups and exit interviews: Non-teaching
personnel in the School of Medicine conduct periodic focus groups and clerkship
exit interviews with students. This serves as another safe venue for students
to bring up concerns regarding the learning environment confidentially. Such
reports will be directed to the Associate Dean for Student Affairs
While all reports are
confidential and separate from any academic record, there are some forms of
incident reporting where anonymity cannot be guaranteed. Students who are
unsure of which route to take in addressing an incident of mistreatment can
make use of consultation services of Counseling and Psychological Services at
either the East Campus location (3rd floor, near the HSC Library) or West
Campus location (2nd floor, Student Health Services Building). Licensed
counselors are able to help a student talk through options available in a
confidential setting including whether or not a student wants to report
mistreatment. In cases where the student wishes to maintain anonymity,
the student may designate a proxy to present the information for review by the
Committee on Student Affairs.
2. Online reporting
- Professionalism Note: The Professionalism
note on the SOM website (https://cbase.som.sunysb.edu/cbase2/public/comments/index.cfm) allows any student/staff
member/trainee/faculty to report anonymously or otherwise potential concerns
regarding the learning environment. Such reports will be reviewed by the
Associate Dean for Student Affairs for appropriate further action.
- Mistreatment Note: This note, in CBase
students to report confidentially or anonymously any mistreatment they have
experienced or witnessed during their education at Stony Brook. Being available
24/7, students may choose to report events at the time or any time later, so
that they can do so without any fear of retribution. These reports are sent to
the Associate Dean for Student Affairs for review and report to the Committee
on Student Affairs.
of Course Evaluation form on CBase:
This form completed by all students at the end
of each course or clerkship allows aggregate assessment of the prevalence of
mistreatment and learning environment concerns anonymously. It also allows any
student to report a mistreatment incident during that course/ clerkship
confidentially to the Associate Dean for Student Affairs.
Examples of Unprofessional Behavior:
The fundamental rules of academic integrity are of prime importance and breaches are taken seriously.
Dishonesty of any
kind with respect to examinations, course assignments, alteration of records,
or illegal possession of examinations shall be considered cheating. It is the
responsibility of the student not only to abstain from cheating, but also to
avoid the appearance of cheating and to guard against facilitating cheating by
others. Students who cheat, and students who help others cheat, are equally
guilty of wrongdoing. Student must also do everything possible to induce
respect for the examining process and for honesty in the performance of
assigned tasks, in or out of class
professionals are expected to be honest in their representations of fact and
not report as true information they do not know to be true. Reporting false
information in academic, research or patient care settings is forbidden.
Honesty requires full
acknowledgement of any ideas or materials taken from another source for either
written or oral use. Any student who fails to give credit for ideas or
materials taken from another source is guilty of plagiarism. Annotation 3
Students involved in
research are expected to conduct themselves according to the
highest standards of scientific integrity. Anyone conducting research
involving human subjects is required to undergo training in the ethical
conduct of research and have their research protocol reviewed by
the Committee Overseeing Research Involving Human Subjects.
Appropriate IdentificationIt is improper for
medical students to present themselves to patients or others as licensed physicians.
In the clinical setting, students must wear, in a highly visible location, an
official Stony Brook name badge which shows the name and picture as
identification as a medical student. This badge should be worn in conjunction
with name badges given to students when at off-campus clinical training or
SECTION III: General Rules
Each student is given
an official e-mail address and access to CBase, the web-based student academic
record. Official communication from the school (Deans, course directors,
faculty, etc.) occurs via the official e-mail address that each student has
been assigned. Students are responsible for accessing their e-mail on a regular
basis and responding appropriately and in a timely manner. The official email
address is email@example.com.
Students are responsible for maintaining an accurate, up-to-date address and
phone number in their C-Base record. If a student withdraws or is terminated,
his/her email access is terminated generally within a three month period
Hipaa Training & Confidentially Agreement
All faculty, staff,
and students at the HSC must be trained in HIPAA Policies and Procedures and
must also sign a Confidentiality Agreement. Instructions on fulfilling this
requirement can be found by logging into CBase or on the Health Science Center
website: http://stonybrookmedicine.edu/healthsciences. All students must complete their training
and complete the Confidentiality Agreement by the end of their first semester
enrolled in the Program.
Class Attendance and Work Hours
Each faculty member
has responsibility and authority for matters pertaining to the general
attendance and classroom/clinic conduct of students. Faculty members have the
responsibility to notify students which parts of a course are mandatory
activities. Except in extraordinary circumstances, these will appear on the
official calendar at least six weeks prior to the mandatory event. The SBU SOM
adheres to the ACGME duty hour requirements for workload. Students are
encouraged to report any violations of the 80 hour limit and/or duty hour
rules. Specifically, students may not be requested to work more than 80 hours
per week, averaged over a four week period, inclusive of all in-house call
activities. Duty periods must not exceed 16 hours in duration. Specifically,
duty hours are defined as all clinical and academic activities related to the
program; i.e., patient care (both inpatient and outpatient), administrative
duties relative to patient care, the provision for transfer of patient care,
time spent in house during call activities, and scheduled activities, such as
conferences. Duty hours do not include reading and preparation time spent away
from the duty site. Students must be provided with one day in seven free from
all educational and clinical responsibilities, averaged over a four-week
period, inclusive of call. Adequate time for rest and personal activities must
be provided. This should consist of a 10-hour time period provided between all
daily duty periods and after in-house call. Click here to see the
Graduate Medical Education (GME) policy regarding duty hours.
Students must be
registered for a minimum of 12 weeks of course work per medical school semester
to be considered active. Medical school semesters run from July 1st through
December 31st, and from January 1st through June 30th.
Students may be excused from
mandatory coursework in extraordinary circumstances with the approval of the
Assistant Dean for UME. Students enter their request for an excused absence in
CBase (under Document/Excused Absence).
Criteria for being excused include:
1-Medical reason with a doctor's note
2-Death in the family or significant other
3-Act of God, disaster or nature occurrence
4-Once in a lifetime educational experience
Course requirements - including
attendance requirements - are determined by course directors within the
guidelines for managing courses found in the Course Directors' Handbook.
Hence it is the course director who has the authority to determine the nature
of any make- up work. When a student is excused from required course
activities, the Dean's office will notify the course director and it is the
student's responsibility to arrange for and complete the remedial work.
It is an expectation that students will fulfill
clinical obligations, while exhibiting “the highest level of professionalism
and sensitivity to the diverse personal and cultural contexts in which medical
care is delivered” (Stony Brook SOM Competencies).
Students requesting to attend conferences must be in good standing at the time
of the conference. No student shall attend more than three conferences in a
year. In general, students may not accumulate more than 10 excused absences per
year. Students who accumulate more than 15 absences per year may be invited to
In the case of severe inclement weather, students should call 631-444-snow or
631-632-snow, and read their emails, for instructions to learn whether to
report for exams or other mandatory exercises. The West Campus Emergency Alert
Website posts university information regarding university closings at: http://www.stonybrook.edu/commcms/emergency/alerts.shtml
Vacations and Religious Holidays
The academic calendar
specifies the days on which there are no mandatory academic activities.
Students who wish to be excused from mandatory academic activities for
religious reasons should seek approval from the Vice Dean for UME two (2)
weeks before the beginning of a course.
Withdrawal from the School of Medicine
Students may withdraw
from the School of Medicine by notifying the Vice Dean for Undergraduate
Medical Education in writing. Once approved, the decision is final and the
student is no longer enrolled in the School of Medicine.
Leaves of Absence
A leave of absence
may be granted to enable a student to resolve personal, health, or academic
problems or to further his/her education away from the School of Medicine.
Except for leaves granted pursuant to degree granting or other approved
programs, the maximum cumulative leave of absence for personal or health
problems or for supplemental education may not exceed eighteen (18) months. All
leaves of absence must be requested in writing and approved by the Vice Dean
for UME. The Vice Dean for UME may specify conditions that must be met for the
student to be permitted to return after the leave of absence.
Leaves of absence to resolve personal or health problems are granted
after a student has submitted a written request to the Vice Dean for UME
containing supporting documentation and recommendation from the student's
physician or other health care provider. All submitted materials will be kept
in strict confidence.
Leaves of absence for academic remediation: See Section IV: Grades, Failures
and Academic Standing
Leaves of absence to participate in an educational program or research require
submission of a written petition specifying the goals, scope and duration of
study, and written verification from the supervisor of such activity.
A student wishing to return from a leave of absence should request, in writing,
authorization to do so from the Vice Dean for UME. The petition should include
the anticipated date of return and should document that the reason(s) for the
leave have been met.
Evaluation of Faculty and the Curriculum by
The Office of UME
provides mechanisms for student input regarding their educational experiences
at Stony Brook. These include student surveys, focus groups, exit interviews
and end of course evaluations. Such feedback will be used by the Curriculum
Committee to improve the structure and content of the educational program. End
of course evaluations in CBase are required to be completed before students can
view their grades.
The School of
Medicine Registrar’s Office maintains a record for each student that includes
an academic file. The file contains registration material, evaluation forms,
academic summaries, and other relevant correspondence. The file contains
information deemed necessary for the proper documentation of the student's
progress through the School. Student grades and evaluations are electronically
posted in CBase, and students are encouraged to review them regularly. This
electronic posting constitutes official notification of grades.
The maintenance and utilization of the file are guided by national standards. The
School defines the official student record as stated by the AAMC Handbook for
Student Records Administrators. A student has the right to inspect his/her
academic file. Before the file is open to the student's inspection, it is
checked for material not covered by the Family Rights and Privacy Act of 1974
(Buckley Amendment). A student wishing to review his/her official record must
submit a written request to the Registrar and then make an appointment for
review. Any School of Medicine faculty member who has a legitimate need to know
may review a student's academic file.
Students and FERPA guidelines
Please review the following link for
the details regarding student rights and FERPA
FERPA gives students the following
rights regarding educational records:
- The right to access educational
records kept by the school; The right to demand educational records be
disclosed only with student consent;
right to amend educational records;
right to file complaints against the school for disclosing educational
records in violation of FERPA.
including name, address, phone number, email address, date of attendance,
degree awarded, enrollment status and major field of study will be disclosed to
third parties upon such request without student permission ( unless limited explicitly by the student).
However non directory
information, such as SSN, identification number, race, gender, transcripts and
grade reports require student consent for release. Please go to CBase and check off the release box under documents to enable smooth processing of
Transcripts are sent out by the Registrar’s Office. Requests to send a
transcript must be made by the student. Except when legally permitted to do so,
transcripts will not be released unless the student gives permission to release
in CBase under the Documents/Release Information tab.
Section IV: Grades, Failures and Academic Standing
Grading and Evaluative Comments
The School of
Medicine uses a three tier system of grading for preclinical years and a five
tier systems for the clinical years. The five tier system is as follows:
Honors signifies exceptionally superior performance.
High Pass signifies above average performance.
Pass signifies satisfactory performance.
Low Pass signifies less than satisfactory performance but not
Fail signifies that the student has not performed satisfactorily.
The three tier system includes Honors, Pass and Fail.
Other grades used are:
Incomplete signifies that extenuating circumstances, usually out of the
student's control, have prevented the student from completing the course
requirements. A grade of incomplete will be replaced by the final grade when the
student completes the requirement.
A Z in CBase in a clinical course may be given to a student who passed
other elements of a course but failed the initial attempt of the NBME subject
exam for that course. A second failure converts the Z to a Z/F. If
the student passes the make-up subject exam, the Z is converted to
the Z plus the grade earned in accord with the course syllabus, for example,
W Withdrawal signifies that the student withdrew before completing course
PO Placed-Out signifies that the student was given credit for a
course by (a) having previously taken the same or a similar course and/or (b)
by passing an exam deemed appropriate and sufficient by the course director.
With the consent of the instructor and the Vice Dean for Undergraduate Medical
Education, a student may substitute an alternative educational experience for
any course if consistent with the learning objectives of that course.
Grades are recorded in each student's record in CBase and reported in the Medical
Student Performance Evaluation sent to residencies.
The assignment and distribution of grades in a course are determined by the
director of that course and are described in the syllabus of each course.
Institutional Learning Objectives/Competencies
The School of
Medicine has adopted six Competencies and 20 Institutional Learning Objectives
(ILO’s). As they progress through the curriculum, students’ achievement of the
ILO’s is tracked electronically and available for viewing by both students and
faculty. Students must achieve competence in all ILO’s prior to graduation.
Grade / Comment Reconsideration
At the completion of each course and
clinical rotation, it is the responsibility of course directors to make grades
and evaluation reports available on CBase as soon as possible. All clinical
course grades must be submitted within four to six weeks and non clinical
course grades within two weeks of course completion. Students will be notified
by e-mail when grades are entered into or changed in CBase. Students are
responsible for checking their own grades and completing the course evaluations
necessary to gain access to them.
A student who has a question regarding a course
grade or evaluation should request reconsideration by the course director or
use the appeal process, if any, described in the course syllabus. Annotation 4 If the problem remains unresolved after
review by the Course Director, the student may appeal in writing to the Chair
of the Student Grade Appeals Committee. (The appeals committee is comprised of
selected course directors in the SOM.) The Appeals Committee may refer appeals
to the respective Chair if applicable. If the Course Director who conducted the
initial review of the appeal is a member of the Appeals Committee, s/he will
recuse him/herself from the proceedings and deliberations on that specific case
to avoid any conflict of interest. The appeals committee makes a recommendation
on the appeal to the Vice Dean for UME who will make the final determination.
Failing an Academic Year
Failure: Years One and Two
Failure of three
first or second year courses constitutes a failure of the year. Failure
of 2 of the second year Pathophysiology courses will also constitute a failure
of the second year. A student who fails a course but has not failed a year will
be given an opportunity to take a make-up exam or do other remediation. Annotation 5 details the process for taking a makeup exam.
The Committee on Academic & Professional Progress (CAPP) may decide that a student who fails
the year be dismissed or invited to repeat the year. At the Committee’s discretion,
students who repeat a year may be exempted from re-taking courses in which s/he
scored at or above the class mean. CAPP may also require a student displaying a
pattern of marginal academic performance (Annotation 6) to repeat an academic
year or may dismiss the student from the educational program.
Academic Status during a repeat year
Students who are
given the opportunity to repeat a year will do so on probation, and be expected
to demonstrate improved performance as reflected in accumulating no more than 4
additional marginality points (Annotation 6). Assuming successful completion of
the repeat year, the student will remain on probation during the year following
the repeat. While on probation, the student will come before the Committee on Academic & Professional Progress if they receive an "F" as their final grade in a course,
or if they accumulate more than 4 marginality points during a year. If the
student is successful in demonstrating an improved performance as defined above
during these two years, he/she will be
taken off probation. Accumulation of new failures or marginality points while
on probation may be grounds for dismissal.
Failure: Years Three and Four
The criteria for
passing or failing a clinical course are included in each course syllabus, but
generally student achievement is measured by clinical performance, and
performance on written, oral or practical exercises. Most mandatory clerkships
require passage of an NBME subject exam at the 7th percentile level as
determined by the latest academic year norms from the NBME for examinee
performance.Remediation of Failures
Students with a Step I exam failure and three failures of NBME subject exams,
regardless of the total number of marginality points or remediation, will be
automatically referred to the Committee on Academic & Professional Progress and may be at risk
for dismissal from the school.
Progress through the third or fourth years will be interrupted if a
student is put on probation or is suspended, i.e. one may begin no new
clerkship or elective clinical course. A student may start a new clinical
course after having received a Z in a single clerkship. Failure of the
mandatory CPX at the end of the third year would require remediation by
A student who fails
a non-clinical course because of inadequate academic performance or
professional impropriety will receive an "F" on his or her
transcript. If the "F" is the result of having failed one or more
examinations, the student will have a single opportunity to take and pass a make-up
examination. Failure of the make- up exam will constitute failure of the
course. In the case of a failure of a non-clinical course, the nature of the
remedial work is determined by the course director in consultation with the
Dean's Office and with CAPP. If the student passes the second make-up
examination, the new grade will be added to the "F" in CBase, e.g.
Failure of a clinical course can occur in three ways:
- Not meeting
expectations of clinical performance and academic course work
- Lack of Professionalism
- Two NBME exam failures (Z+Z=F)
Students who only fail an NBME
subject exam, will receive a "Z" in their CBase record. If the
student passes the retaken exam, the course grade earned will be added to the
"Z" in the record, e.g. Z/P or Z/HP. A student who either accumulates
two Z's during the clinical years, or fails a clerkship will be stopped and
will be reviewed by CAPP. Once the two
Z’s are remediated, clinical rotations can resume. In the case of a clerkship
failure, remediation must include a minimum of two weeks of clinical work, any
additional remediation determined by the course director, as well as a passing grade
on the NBME subject exam. The student's
transcript will reflect the failed course and a second entry will show the
grade earned in the remediation.
At the end of the first, second and third years,
students take required OSCE's (a "CPX" at the end of the third year).
Students may retake an OSCE if they fail it. If they fail the retake, they have
6 months to pass a second retake. However, if they fail the second retake, they
come before the Committee on Academic & Professional Progress.
Students are discouraged from taking any make-up exam in one area while in an
unrelated course/clerkship. Students who plan to take an exam in one course
during class time in another course need the written permission of the course
director of the latter. Students who choose to take an NBME subject exam at a
time when a regularly scheduled NBME exam is not being offered will bear the
cost of the exam and the proctor.
If a student fails to take a scheduled NBME exam without an excused absence, he
or she will be charged for any costs associated with the missed or unused exam,
and may have a professionalism note place in their CBase record.
In Good Standing
A student in good standing :
- Has passing grades in all courses, clerkships, electives, standardized patient exams and other mandatory exercises; and
- Has passed appropriate USMLE exams in the recommended time period during medical school; and
- Is not on academic probation; and
- Behaves in accordance with high standards of professional and academic ethics.
The CAPP may review
the record of any student who loses good standing. Absent an exception granted
by CAPP, only students in good standing will be permitted to begin a new
academic year. Loss of good standing ends a student's eligibility for some
special programs or activities, e.g. the Scholarly Concentrations Program,
being approved for conference travel, and receiving permission to take clinical
electives at other institutions. Loss of good standing results in loss of eligibility for
For purposes of international electives, due to travel arrangements involved,
academic good standing will be assessed based on the student's record one
semester before travel. However, students with concerns of chronic marginality
may not be eligible for international electives and research scholarships. In
such situations, the Vice Dean for UME will make the final decision regarding
such eligibility.Academic Probation
A student who has lost good standing will return to good standing upon
completion of the required remediation and the required probation period.
Students are put on
Academic Probation by the Committee on Academic & Professional Progress as a warning that they
are in danger of suspension or dismissal. The Committee on Academic & Professional Progress
may put a student on academic probation if the student:
- Fails any course, clerkship, elective, or mandatory exercise;
- Has been cited for lack of acceptable academic ethics or professional behavior;
- Is unable to pass Step I of the Boards in a timely manner;
- Has two or more Incompletes and /or "Z" 's;
- Has a pattern of marginal academic performance. Annotation 6
Ending Probation:The Committee on Academic & Professional Progress may remove a student from Academic Probation after the
student has, to the satisfaction of the Committee, remedied the problem giving
rise to probation. All assignments to probationary status will appear in the
student's MSPE letter.
A student will be automatically suspended, i.e. precluded from participation in academic activities, when the student:
- Has been cited for lack of acceptable academic ethics or professional behavior as determined by the Vice Dean for UME;
- Poses an imminent risk of danger to self, others or the institution as determined by the Vice Dean for UME.
The student has
fourteen days from being notified of the suspension to appeal the decision to
the Dean. The suspension for students who pose a threat to the community begins
immediately. The Vice Dean will refer all such students to CAPP and/ or the
Behavior Assessment Committee. The suspension for a student who wishes to
appeal will take effect fourteen days after notification or when and if the
Dean denies the appeal. At that point the student is removed from the class
list and from courses in the remaining academic year.
Leave of Absence: Academic Remediation
Students may request
a leave of absence for academic remediation for completion or make up of
academic work if their performance indicates a pattern of chronic marginality.
Such requests should be made in writing to the Vice Dean for UME explaining the
reason for the request and the time period requested with a recommendation from
the learning specialist of the medical school. A student will not be granted a
leave of absence solely to avoid completing course requirements in a timely
Mandatory Leave of Absence for Academic Remediation
A student will be automatically referred to the Committee on Academic & Professional Progress and considered for a leave of absence for academic remediation and cessation of current academic activities if the student:
- Fails three courses in the first year, or 2 pathophysiology courses or any 3 courses in year two
- Fails a clerkship
- Has two or more Incompletes and/or "Z" 's in clinical coursework. Annotation 7;
- Is unable to pass Step I of the Boards in a timely manner or fails it twice
SECTION V: Guidelines for Accommodation for Students with Disabilities
The School of
Medicine has some "non-academic requirements" for matriculants that
are delineated as "Technical Standards" that
medical students are expected to meet. All students who come here sign the
Technical Standards document affirming either that they meet the standards or
by specifying how they may not.
PROCEDURE FOR DETERMINATION OF DISABILITIES AND ACCOMMODATIONS*
EFFECTIVE JULY 1, 2008
The School of
Medicine has some "non-academic requirements" for matriculants that
are delineated as "Technical Standards" that
medical students are expected to meet. All students who come here sign the
Technical Standards document affirming either that they meet the standards or
by specifying how they may not.
PROCEDURE FOR DETERMINATION OF DISABILITIES AND ACCOMMODATIONS*
EFFECTIVE JULY 1, 2008
Federal law and
university policy assure
that "no otherwise qualified handicapped individual … shall solely
by reason of his/her handicap be … be denied the benefit of … any program or
activity receiving federal financial assistance." What does
this mean to you? If you have a physical, psychological, medical or
learning disability that may impact your course work, you may have a right to
"reasonable accommodations" – extra time on written exams, special
support facilities, special transportation or parking facilities, etc.
How does a student who feels he or she may have a disability obtain
Students are responsible for seeking accommodations, though the School of
Medicine is ready and willing to help. Disability Support
is the Stony Brook office that works with a student to assure every request for
accommodations is handled appropriately. Any student seeking assistance from
the DSS office must self-disclose the believed presence of a specific
disability. In order to receive services, appropriate documentation, complete
with a diagnosis and stated specific limitations, must be provided to
DSS. All information and documentation is confidential.
If necessary and if the student requests, the School of Medicine will help him
or her get tested for a disability and also facilitate DSS review to determine
what accommodations are necessary and appropriate. A student who already has a
documented disability may contact DSS directly (see #1 below). A student who
wishes to determine whether or not he or she has a disability qualifying for
special accommodations in the Medical School should notify the Associate Dean
for Student Affairs, Dr. Aldustus Jordan, of his/her desire. At that point two
avenues are available:
- The School of Medicine will cover the reasonable costs
of testing if the student consents to have the results shared, in
confidence, with the Dean's Office. The student always receives a copy of
A student may choose to pay out- of- pocket for
testing from a private specialist or facility. Sharing the results with the
Dean's Office will, if accommodations are granted, better enable the school to
tailor the accommodations to the student's needs.
- For psycho educational testing the
student will usually be referred to The Psychological Center on West Campus (Pat Urbelis, 632-7830).
- A student who needs other than
psycho- educational testing will, with the assistance of the Dean's office, be
referred for the necessary testing to an appropriate specialist or facility.
When a student has
documentation of a disability, he or she should contact Disability Support
arrange an appointment (632-6748) in order to determine eligibility for
accommodations. DSS reviews the available information and determines for what,
if any, accommodations the student qualifies. This determination is
confidential and the student determines who is notified. If the accommodation
is being sought in the School of Medicine, the confidential notification must
be sent to the attention of the school's Learning Specialist (Linda DeMotta,
444-2085). A copy of this notification as well as the testing report (if
available) will be securely placed by the registrar in the confidential portion
of the student record. DSS, the student and the Dean's Office will come to an
accord regarding what constitutes an accommodation that is
"reasonable" in a school of medicine. Our internal decisions about
disability and accommodations do not govern the National Board licensing exams.
The policies of the School of Medicine require that, if a student wishes to
take advantage of DSS and School approved accommodations, the student has
the responsibility to notify directors of courses in which the accommodations
are sought. The notification must be made before the beginning of the course.
DSS or the Dean's Office will notify course directors only when specifically
asked to do so by a student.
In situations where a decision regarding accommodations has to be made urgently
and testing has been requested but the results are pending, the Associate Dean
in consultation with the other Deans may make a temporary determination.
Click here to print and sign
STUDENT CONSENT FOR RELEASE OF CONFIDENTIAL INFORMATIONSECTION VI: Student Health Policies
Refer to the complete Student Health Policy. The remarks below are only meant as general guidelines.
themselves, their associates and their patients, all entering medical students
must meet immunization requirements for the following: rubella, tetanus, polio,
rubeola, diphtheria, varicella, tuberculosis, and Hepatitis B. In addition to
documentation of immunization, titers are required for all students. It is
required that all students have titers prior to initial registration.
Additionally, students may be required to obtain Hepatitis B surface antibody
testing 30 days to one year after completing the Hepatitis B series. (Students
who choose not to complete the Hepatitis B series must contact the Office of
Student Affairs to sign a declination and to be informed of the rights waived
in case of infection.) Annual immunization with influenza vaccine is strongly
recommended. Paying for these immunizations is the student's responsibility.
Health requirements are determined through University Hospital Rules and
Regulations and are consistent with the NYS Department of Health. Changes that
might occur from year to year are reflected in the Student Health Services
Health Form. The university is required to distribute information about
meningococcal disease and vaccination to all enrolled students. This
information includes availability and cost of meningococcal meningitis vaccine.
All students are required to respond to receipt of this information through the
SOLAR system. Additionally, students must provide a record of meningococcal
meningitis immunization within the past ten years; OR a signed acknowledgement
of meningococcal disease risks and refusal of meningococcal meningitis
immunization. This acknowledgement can also be submitted through the SOLAR
Prior to the beginning of each year of medical school, all students must
provide documentation of an updated physical assessment. This assessment
includes an updated physical examination, annual PPD reading, verification of
immunization status and proof of health insurance coverage. It is the student's
responsibility to ensure that documentation is mailed or faxed and is received
by the Office of Student Affairs. (Students are encouraged to keep photocopies
of all documentation for their own records.) Advancing to the next year of
medical school is contingent upon compliance with these requirements. Students
should carry documentation re their current immunizations and TB testing status
to all clinical settings.
University School of Medicine has established guidelines for the management of
Human Immunodeficiency Virus (HIV) seropositivity, and Acquired
Immunodeficiency Syndrome (AIDS) in students of the Stony Brook University
School of Medicine. An individual whose behavior significantly deviates from
guidelines at the practice site, thereby placing patients, staff, or colleagues
at risk of exposure to HIV infection, may be suspended from participation at
the practice site pending the prompt review by the Dean of the School of
Medicine. Students who wish to know their HIV antibody status may be tested, at
the student's expense, at the locations listed in the Student Handbook. Testing
will be done confidentially and reported only to the individual tested and to
any agency required by state and local health codes.
Student Health Insurance
All students are
required to have, and provide documentation of, adequate health insurance
coverage for inpatient and outpatient care. Stony Brook offers a health
insurance plan for all full time domestic students that will fulfill this
requirement. The plan pays for most medically necessary bills, such as doctor
visits, mental health counseling, prescriptions, emergency room visits, lab
testing, diagnostic testing, surgery, hospitalization, etc.
All full time students at Stony Brook are automatically billed for the
University Health Insurance plan at the beginning of each semester. The cost of
the plan is $1840 per year for medical students, who require a higher level of
coverage for clinical practice.
Waivers for this plan and fee are given only if the student has health
insurance through: a job; a parent; a spouse; another related individual;
Medicaid or "Healthy New York." To file a waiver, students must go to
the SOLAR system and follow the instructions under "Student
Requirements" on the menu. In order for the waiver process to be complete,
documentation of other insurance coverage must be provided to the Office of
Registration and Fees
The Office for
Student Affairs registers all medical students with Stony Brook University for
each term of enrollment. Enrollment in courses outside those prescribed in the
medical curriculum is permitted only when the student is participating in an
approved combined degree program, or secures the approval of the Vice Dean for
Undergraduate Medical Education. Registration is not complete and enrollment
may not occur until the student has paid fees and complied with immunization
and health insurance requirements. These are resolved in the SOLAR system by
the student prior to the start of a new semester. Medical students who have not
complied with the above will not be permitted to attend classes or clinical
experiences. In addition, the Registrar may facilitate registration for
clerkships and other clinical rotations. Inquiries regarding registration
should be directed to the Office for Medical Education, Level 4, Room 150,
(631) 444-8189 [Marilyn.London@stonybrookmedicine.edu].Academic Fees
Students are expected
to pay the annual rate charged for the academic year regardless of the
beginning and ending dates. School of Medicine fees, as approved by the Stony
Brook University Board of Trustees, will be billed by the Stony Brook Office of
the Bursar and payment will be due on the following schedule (approximate):
First and Second Year Students:
Fall semester (August)
Spring semester (January)
Third and Fourth Year Students:
Fall semester (July)
Spring semester (January)
The University and
the School of Medicine assess other, non-academic fees. Unless waived, fee
bills for both fall and spring registrations will include an assessment for
one-half the required health insurance annual premium.
Students are required to own and use computers. To support the use of
technology in the curriculum, a computer technology fee is assessed by the
University. Additional semester fees assessed by the University include the
University Comprehensive Fee and the School of Medicine Student Activity Fee.
First year students are assessed anatomy and laboratory fees. Second year
students are assessed a laboratory fee.
These fees are subject to change based on University administrative action.
Enclosures with fee bills for each billing period provide details of the
specific arrangements concerning the time, location, and dates for the payment
process. For exact academic year rates, contact the Office of the Bursar at
(631) 632-9316. Current tuition and fee rates may be viewed at: http://ws.cc.sunysb.edu/bursar.
Other Educational Expenses
not billed to each student include: room and board; books and supplies;
transportation expenses; health care expenses; board exam fees and personal
expenses. Only required educational expenses may be considered in determining
financial aid eligibility.
Financial Aid Policy and Procedure in case of student withdrawal, dismissal or leave of absence during the academic semester
determine the amount of federal Title IV financial aid students are entitled to
keep once they withdraw from classes or are placed on leave prior to the end of
a semester. This amount is determined by the date when a student last
attended classes. Title IV funds available to medical students are the
Unsubsidized Stafford and the Grad PLUS loan programs.
Students are strongly
advised to consult with Mary Jean Allen, Assistant Dean for Student Affairs,
for further clarification of this policy.
- Students are eligible to retain all of their federal
aid only if withdrawing or placed on leave after the 60% point of the
start date of the term has passed. The start date of the term and the 60%
point are determined by the SOM Registrar.
- If a student withdraws or is placed on leave prior to
the 60% point, a Return to Title IV calculation will be performed by the
West Campus Office of Financial Aid.
- This calculation will determine the amount of aid the
student is eligible to keep and the amount that the University needs to
refund to the federal government. Factored into this calculation is the
start date of the term AND the last date of attendance for the
- The last date of attendance is the last day on which
the student attended classes or took exams. The last date is not the
date on which the students’ leave of absence or withdrawal is
approved if s/he stopped attending classes/took exams prior to that date.