Academic Policy and Procedures




normal medium large

    Academic Policy and Procedures
    Office of Medical Education (with Annotations)
    printable annotations 



    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  Annotation 1.


    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

    The Curriculum 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 monthly.

    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 deliberations.

    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 his/her advocate(s).

    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 committee's review.

    The recommendations of CAPP are final except for the following permissible appeals:

    1. 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.
    2. Decisions that require repeating a year, suspension or dismissal may be appealed to the Dean.
    Students have 14 days from the date of notification to appeal the CAPP decision.
    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.

    Appeal process:

    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 requirements:

    1. Filed satisfactory evidence of having complied with the requirements for admission;
    2. Attended four separate years of medical instruction;
    3. Satisfactorily completed all course work, examinations and mandatory academic exercises;
    4. 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
    5. Maintained acceptable academic ethics and professional behavior;
    6. Paid all tuition, fees and fines in full;
    7. For students who have received loans, completed an Exit Interview in Student Affairs.
    8. Entered PGY1 contact information into CBase.
    9. The School strongly recommends that students complete the AAMC Graduation Questionnaire as a professional obligation and contribution to future generations of Stony Brook students
    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.)

    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 add up to the 30 week requirement.

    Elective Time

    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:

    1. The student submits to the Registrar a course description of the one they completed along with a transcript.
    2. The Registrar passes this information to the course director for review and recommendation on this request.
    3. The course director communicates recommendation to the Registrar.
    4. The Registrar notifies the student of the final decision and enters the decision into the student’s permanent file

    Professional Behavior

    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.

    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.

    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.

    Social Media Policy

    Stony Brook School of Medicine has a Social Networking Policy. Click here to read about this Policy.


    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

    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., shopping, babysitting)
    • intentional neglect or lack of communication (e.g., neglect, in a rotation, of students with interests in a different field of medicine)
    • 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 and learner.



    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 Police.

    1. Face to Face report
      1. Students may report any concerns of mistreatment to the Associate Dean for Student Affairs.
      2. 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

      1. Professionalism Note: The Professionalism note on the SOM website         ( 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.
      2. Mistreatment Note: This note, in CBase (, allows 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.
      3.  End of Course Evaluation form on CBaseThis 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:

    Academic Integrity

    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

    Students and 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

    Scientific Misconduct

    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 Identification

    It 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 research sites


    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 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:  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 
    5-Religious Observance 

    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.

    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 CAPP.

    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).

    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:

    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 Students

    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.

    Student Records

    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;
    • The right to amend educational records;
    • The right to file complaints against the school for disclosing educational records in violation of FERPA.

    Directory information 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 such requests.

    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 failing. 
    Fail signifies that the student has not performed satisfactorily.

    The three tier system includes Honors, Pass and Fail.

    Other grades used are:

    An 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.

    Z  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, Z/P.

    W  Withdrawal signifies that the student withdrew before completing course objectives.

    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.

    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 December 31st.

    Remediation of Failures

    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. "F/P".

    Failure of a clinical course can occur in three ways:

    1. Not meeting expectations of clinical performance and academic course work
    2. Lack of Professionalism
    3. 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 educational loans. 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.

    A student who has lost good standing will return to good standing upon completion of the required remediation and the required probation period.

    Academic Probation 

    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:

    1. Fails any course, clerkship, elective, or mandatory exercise;
    2. Has been cited for lack of acceptable academic ethics or professional behavior;
    3. Is unable to pass Step I of the Boards in a timely manner;
    4. Has two or more Incompletes and /or "Z" 's;
    5. 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:

    1. Has been cited for lack of acceptable academic ethics or professional behavior as determined by the Vice Dean for UME;
    2. 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 manner.

    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:

    1. Fails three courses in the first year, or 2 pathophysiology courses or any 3 courses in year two
    2. Fails a clerkship
    3. Has two or more Incompletes and/or "Z" 's in clinical coursework. Annotation 7;
    4. 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.

    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.

    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 appropriate accommodations?

    Students are responsible for seeking accommodations, though the School of Medicine is ready and willing to help.  Disability Support Services (DSS) 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:

    1. 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 the report.
    1. For psycho educational testing the student will usually be referred to The Psychological Center on West Campus (Pat Urbelis, 632-7830).
    2. 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.
    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.

    When a student has documentation of a disability, he or she should contact Disability Support Services to 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


    SECTION VI: Student Health Policies 
    Refer to the complete Student Health Policy. The remarks below are only meant as general guidelines.


    To protect 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 system.

    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.


    Stony Brook 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 Student Affairs.

    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 [].

    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)

    Other Fees

    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:

    Other Educational Expenses

    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.


    Refund Policy

    Financial Aid Policy and Procedure in case of student withdrawal, dismissal or leave of absence during the academic semester

    Federal regulations 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 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 student. 
      • 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.
    Students are strongly advised to consult with Mary Jean Allen, Assistant Dean for Student Affairs, for further clarification of this policy.