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Academic Policy and Procedures

 

Academic Policy and Procedures (with Annotations)
Office of Academic and Faculty Affairs
Updated August 9, 2017

SECTION 1: ADMINISTRATIVE STRUCTURE AND COMMITTEES

1.1 Introduction
The Medical Student Academic 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 herself/himself 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 policies and procedures, and they are responsible for remaining familiar with these provisions. The School of Medicine faculty has established these policies and procedures in compliance with the Accreditation Standards and Elements 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 policies and procedures. 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 or amend policies, procedures, programs, and other matters without notice when circumstances dictate. Note that some of the items in this manual have a more detailed explanation included in Section 9 as an Annotation. 

1.2 Administrative Structure of the School of Medicine

The Dean of the School of Medicine is the Chief Academic Officer and has overall responsibility for the school’s 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 Academic and Faculty Affairs (AFA), who works in conjunction with the Vice Dean for Graduate Medical Education. Assistant and Associate Deans and Senior Professional Staff oversee admissions, student affairs, academic advising, career counseling, curriculum, evaluation and assessment, faculty affairs, and faculty development. Services coordinated by these offices have been designed to assist students in achieving their educational goals, and include financial aid counseling and processing; registration and course scheduling; personal, academic and career counseling; residency application assistance; and other services.


1.3 Committees of the Faculty Senate     
1.3.1 The Curriculum Committee  
The Curriculum Committee is appointed by the Faculty Senate to develop and supervise the undergraduate medical education curriculum. The committee’s functions include specifying the educational mission, goals, and objectives of the School of Medicine, defining the overall content of the curriculum, determining the length and sequence of courses, recommending course directors to the Dean of the School of Medicine, and regularly reviewing and evaluating courses and the curriculum as a whole. Student representation on this committee consists of one voting representative from each of the medical school classes chosen from students in good standing by the student body and one voting member from the MSTP program chosen by fellow student members. The committee meets monthly.

1.3.2 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 academic and professional standards. CAPP is charged with making academic standing and professional progress decisions.  Four elected student representatives, one from each of the medical school classes, serve as non-voting members of CAPP and participate in all deliberations. The committee meets monthly. If a student meets criteria for review by CAPP, the Associate Dean for Student Affairs will so notify the student and invite the student to meet with CAPP. Criteria for referral to CAPP include, but are not limited to, the accumulation of eight (8) marginality points at any time during the LEARN curriculum, two (2) NBME exam failures in Phase II, and/or behavioral or professionalism concerns at any time, among others. Although CAPP 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 CAPP, and the proceedings of the meeting may not in any way be recorded by the student or her/his advocate.
CAPP will consider the student’s statements and academic record, as well as other supporting documents, and will decide on appropriate actions. CAPP’s actions may include, but are not limited to, a letter of warning, remediation, or dismissal.  CAPP’s decisions shall be transmitted by the Associate Dean for Student Affairs to the student, in writing, within ten (10) days of the committee's review.

CAPP will consider the student’s statements and academic record, as well as other supporting documents, and will decide on appropriate actions. CAPP’s actions may include, but are not limited to, a letter of warning, remediation, or dismissal. CAPP’s decisions shall be transmitted by the Associate Dean for Student Affairs to the student, in writing, within ten (10) days of the committee's review.

CAPP’s decisions 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) pertinent evidence was available at the time of the initial review, but 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 of the School of Medicine. Students have fourteen (14) days from the date of notification to appeal the CAPP decision. If the student does not submit an appeal within fourteen (14) days, CAPP’s decision becomes effective as of the 15th day. If there is an appeal, CAPP’s decision is held in abeyance, pending the outcome of the appeal. 

1.3.2.1 Appeal Process
The student's written appeal must be submitted to CAPP (if based on subparagraph 1, above) or to the Dean of the School of Medicine (if based on subparagraph 2, above) within fourteen (14) calendar days of being notified of the CAPP decision.  For appeals to CAPP, CAPP will review the appeal and notify the student of its determination within thirty (30) days of receipt of the appeal. This CAPP decision will be final.

For appeals to the Dean, 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 of CAPP and/or members of CAPP, the Associate Dean for Student Affairs, and with the student before making a final decision on the appeal. The Dean’s decision is final and 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 thirty (30) days of the appeal.

1.3.3 The Committee on Student Affairs
The Committee on Student Affairs considers and recommends to the Dean and the Executive Committee of the Faculty Senate matters affecting the well-being of the student body. The primary charge of this committee is to monitor all learning environment and mistreatment concerns from the students, and to follow the WE SMILE program of the School of Medicine. The committee is co-chaired by a faculty member appointed by the Faculty Senate and by the Associate Dean for Student Affairs. Student representation on this committee consists of one voting student member from each medical class who are chosen from among students in good standing by the student body.

SECTION 2: CURRICULUM REQUIREMENTS FOR STUDENTS

2.1 LEARN Curriculum Guiding Principles
The LEARN curriculum adheres to the Curricular Guiding Principles approved by the SOM Curriculum Committee.

2.2  Progress Through the Curriculum 

Students in good standing automatically advance to the next course/course component, academic year, or curriculum phase.

2.3 Competencies and Institutional Learning Objectives  
The School of Medicine has adopted six (6) Competencies and 20 Institutional Learning Objectives (ILOs).  As students progress through the curriculum, their achievement of ILOs is tracked electronically and is available for viewing by both students and faculty. Students must achieve competence in all ILOs prior to graduation.

2.4 Requirements for Promotion
In general, a student will not be promoted to the next academic phase until he or she has completed all of the requirements of the preceding phase and has met all health requirements.

2.4.1 Phase I

  1. Successful completion of all courses, including Transition to Medical School and Themes in Medical Education (Annotation 9.1);
  2. Passing grade on the End of Phase I Objective Structured Clinical Examination (OSCE);
  3. Successful completion of the HIPAA Policy and  Procedure Training; and
  4. Signing the SBU Organized Health Arrangement (HIPPA Confidentiality Agreement).

2.4.2  Phase II  Requirements 

  1. Successful completion of all Phase II clerkships and courses (Annotation 9.1);
  2. Passing grade on the End-of-Phase II Clinical Performance Exam (CPX); and
  3. Passing score on the USMLE Step 1 exam (Note: Classes of 2018 and 2019 are required to take Step 1 before the start of Phase II. Classes of 2020 and onward are required to take Step 1 after the completion of all Phase II clerkships. Students in the Classes of 2020 and onward must take Step 1 by March 31st of early Phase III.)

 2.4.3.  Phase III

  1. Successful completion of a minimum of forty (40) weeks of required coursework (Annotation 9.1); and
  2. Successful completion of USMLE Step 2 CK and Step 2 CS. (Note: Classes of 2017 and onward are required to take Step 2 CS no later than September 30 and Step 2 CK no later than December 15 of Phase III.)

2.4.4.   MSTP (MD-PhD dual-degree) Students
MSTP (MD/PhD dual-degree) students receive eighteen (18) weeks of elective credit for completion of PhD work.  A minimum of twenty two (22) weeks of study must be completed in Phase III to add up to the forty (40) weeks requirement (Annotation 9.1).

2.5 Requirements for Graduation
The MD degree will be conferred by Stony Brook University upon persons who have met the following requirements:

  1. Students must successfully complete a minimum of 149 weeks of study in the LEARN curriculum (Annotation 9.1).
  2. Attended four (4) separate years of medical instruction and satisfactorily completed all coursework, examinations, and mandatory academic requirements;
  3. Achieved passing scores on Step 1, Step 2 CK, and Step 2 CS of the US Medical Licensing Examination (USMLE), administered by the National Board of Medical Examiners; (Annotation 9.2).
  4. Maintained acceptable academic ethics and professional behavior;
  5. Paid all tuition, fees, and fines in full;
  6. For students who have received loans, completed an exit interview conducted by the Office of Student Affairs;
  7. Entered PGY1 contact information into CBase; and
  8. 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 (7) years after the date of first enrollment in the School of Medicine, or within five (5) years for a student who transfers into the School of Medicine after the first year. 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.) Students must complete Phase I of the LEARN curriculum within three and one-half (3.5) years of matriculation into the School of Medicine. There can be no more than two (2) attempts to successfully complete Phase I of LEARN

2.6 Electives

2.6.1. Approval for Electives: Elective courses allow students to experience various aspects of the field of medicine outside of the required courses. These courses provide an opportunity for a well- rounded medical education aligning their career interests with their preparation for residency. Therefore, all elective requests must be pre-approved by the elective course director and by the Associate Dean for Student Affairs. Students will not receive credit for any elective if it has not been preapproved and registered in CBase.

2.6.2 Phase I Electives
Electives taken in Phase I may not conflict with other required Phase I courses. Phase I electives will appear on a student’s official transcript. Up to four weeks of elective credit earned during Phase I will count towards the required number of credits for graduation. However, grades earned in Phase I electives will not count towards MSPE quartile calculations. Students on probation may not enroll in electives. The Committee on Academic and Professional Progress (CAPP) may limit electives for students who are not in good academic standing. CAPP will determine this on a case‐by‐case basis.

2.6.3 Phase III Electives
Phase III electives range in length from 2 to 4 weeks. Some electives are longitudinal, e.g., the student receives 2 weeks of credit for a course they completed over an extended time period.

2.6.4 Double Credit Policy
Students are not permitted to concurrently enroll in two electives listed as earning full‐time elective credit.

2.6.5 Away Electives
Generally, no more than twenty (20) weeks of elective time can be taken outside of the Stony Brook network. 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 under the Course Information tab on CBase 2.

Students on away electives may be evaluated according to the host institution’s evaluation system or the SBSOM Sub‐Internship/Elective 4th Year Evaluation Form. The student’s official SBSOM transcript will report the grade as reported by the host institution. In order to receive a grade for an away elective, students are required to complete an evaluation of the away elective on CBase.

2.6.6 Assessment and Grading

The following electives are graded Pass/Fail:

1.    All Phase I electives
2.    Certain Phase III electives:

a.    Two‐week electives
b.    Non‐clinical, non‐research (primarily didactic‐based) electives

All clinical electives longer than two (2) weeks will use a five‐tiered grading system: Honors/High Pass/Pass/Low Pass/Fail, but they may be graded Pass/Fail if so indicated in the course syllabus. Given the broad range of courses and learning activities, the methods of student assessment may differ from course to course. However, all courses must use the same final grade submission form – the SBSOM Sub‐Internship/Elective 4th Year Evaluation Form – that includes space for both the final course grade and narrative comments. Narrative comments will be included in the MSPE.

 

2.6.7 MSPE Quartile Determination
For MSPE quartile determination, Phase III electives taken up to the first seven months of Phase III will be weighted for the course duration and grade distribution. The MSPE will also include the narrative comments.

2.7 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 course they completed along with an official transcript;
  2. The Registrar forwards this information to the course director for review and recommendation on the student’s request;
  3. The course director communicates her/his recommendation to the Registrar; then
  4. The Registrar notifies the student of the final decision and enters the decision into the student’s permanent file.

SECTION 3: PROFESSIONAL BEHAVIOR

3.1 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 University Student Conduct Code 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 student/teacher, student/patient, and 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 the Committee on Academic & Professional Progress (CAPP) and may result in disciplinary action. Student behavior may also be reviewed by the Student Honor Code Committee, which may forward recommendations for action to the Dean of the School of Medicine. The Dean may refer the matter to CAPP or may act directly on the Honor Code Committee’s recommendation.

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 Mission Statement).

Students are expected to become familiar with and follow any written rules of conduct and professional behavior at any clinical or research site at which the student trains. Students accorded housing at such sites are expected to treat this space and their host institution with respect. Students who damage property, engage in unlawful behavior, or act unprofessionally in that space may be referred to the host institution’s and/or Stony Brook School of Medicine’s committee on professionalism and subject to such committee’s decisions. If the student resides in group housing, all members of the group may be held responsible for any misconduct or damage that occurs in the space.

Students participating in “The Body” component of the Biomedical Building Blocks course are expected to treat the donor cadavers with the utmost respect and sensitivity.  Donors and their family members understand that their remains will be used for educational and scientific purposes.  The donors and their families deserve our admiration and deepest gratitude.  To treat a cadaver in any way that does not serve educational or scientific purposes constitutes unprofessional behavior. This type of behavior includes, but is not limited to, the taking of photographs (film or digital images) 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 Student Honor Code for dealing with unprofessional behavior by 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.


3.2 Social Networking Policy
Stony Brook School of Medicine has a Social Networking Policy, while Stony Brook University publishes Social Media Guidelines. Students are expected to adhere to both.

3.3 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 a learning environment 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.

3.3.1 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.”

3.4 Student Mistreatment
The full student mistreatment 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) Definition, b) Education, c) Reporting, d) Review and Adjudication, e) Enforcement, and f) Communication/Closing the Loop. The School has defined mistreatment as physical, 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:

  1. insults or unjustifiably harsh language in speaking to or about a person;
  2. public belittling or humiliation;
  3. requiring performance of personal services (e.g., shopping, babysitting);
  4. intentional neglect or lack of communication (e.g., neglect, in a rotation, of students with interests in a different field of medicine);
  5. disregard for student safety;
  6. denigrating comments about a student's field of choice;
  7. assigning tasks for punishment rather than for objective evaluation of performance;
  8. 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;
  9. other behaviors which are contrary to the spirit of learning and/or violate the trust between the teacher and learner.

3.5 Reporting Mistreatment

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 her/himself. 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 the Office of Diversity and Affirmative Action, Labor Relations, and/or University Police.

3.5.1      Face to Face Report
   1.  The Associate Dean for Student Affairs:  Students may report any concerns of mistreatment directly 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.

3.5.2      Online Reporting
1.  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 anonymously report potential concerns, or compliments, 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 (https://cbase.som.sunysb.edu/cbase2), allows students to confidentially or anonymously report any mistreatment they have experienced or witnessed during their education at Stony Brook. Available 24/7, students may report events at the time they occur or any time later, so that they can do so without fear of retribution. These reports are sent to the Associate Dean for Student Affairs for review.  Based on the review of the situation in conjunction with the student, the Associate Dean for Student Affairs may issue a report to the Committee on Student Affairs.

3.  End of Course Evaluation Form in 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.

While all reports of mistreatment are confidential and separate from any academic record, there may be incident reporting of extreme situations 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.

3.6 Examples of Unprofessional Behavior
          3.6.1 Academic Integrity

        The fundamental rules of academic integrity are of prime importance and breaches are taken seriously.

3.6.2 Cheating
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. Students must also do everything possible to induce respect for the examining process and for honesty in the performance of assigned tasks, in and out of class.

3.6.3 Fabrication
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, i.e. they are to report only what they know to have a basis in fact.  Reporting false information in academic, research or patient care settings is forbidden.

3.6.4 Plagiarism
Honesty requires full acknowledgement of any words, data, ideas or materials taken from others and used for one’s own written, graphic or oral use. Any student who fails to give credit for words, data, ideas or materials taken from other sources is guilty of plagiarism whether intentional or unintentional. (Annotation 9.3

3.6.5 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 human subjects research and have their research protocol reviewed and approved by the Committee Overseeing Research Involving Human Subjects.

3.6.6 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 Medicine name badge which shows their name and photo as identification as a medical student. This badge should be worn in conjunction with additional name badges given to students at off-campus clinical training or research sites.

 

SECTION 4: GENERAL POLICIES

4.1 Communications
Each student is given an official @stonybrookmedicine.edu e-mail address and access to CBase, the web-based student academic record and course management system. Official communications from the school (deans, course directors, faculty, administrative support staff, etc.) occurs via the official @stonybrookmedicine.edu e-mail address that each student has been assigned. Students are responsible for accessing and reading their e-mail on a regular basis and, when required, responding appropriately and in a timely manner. The official email address of Stony Brook students is firstname.lastname@stonybrookmedicine.edu.  Students are responsible for maintaining their current personal record in their CBase profile.  If a student withdraws or is terminated, her/his email access is terminated generally within a three month period.

4.2 HIPAA Training & Confidentiality Agreement
All faculty, staff, and students at the HSC must be trained in HIPAA Policies and Procedures and must sign a Confidentiality Agreement. Instructions on fulfilling this requirement can be found in CBase or on the Health Sciences Center website: https://cbase.som.sunysb.edu/hipaa_training.  All students must complete their training and sign the Confidentiality Agreement by the end of their first semester enrolled in the School of Medicine.

4.3 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 class/clinic activities are mandatory. Except in extraordinary circumstances, these mandatory activities will appear on the official academic calendar at least 30 days prior to the scheduled activity.

4.3.1 Training Sites
Students are assigned to their clinical training sites through a lottery system. If there are extenuating circumstances that affect a student at a particular training site, the student may request an alternate site by submitting a written request to the Associate Dean for Student Affairs.

4.3.2 First Session
The first session of every course and clerkship is mandatory, regardless of whether it is indicated as such on the academic calendar on CBase.

4.3.2 Day Prior to NBME Shelf Exam
The day prior to an NBME shelf exam in a clinical clerkship is a scheduled work day, thus there is no designated study day before such exams.

4.3.3 Work Hours
The School of Medicine adheres to the Accreditation Council for Graduate Medical Education (ACGME) duty hour requirements for workload. Students are encouraged to report any violations of the eighty (80) hour limit and/or duty hour rules. Specifically, students may not be requested to work more than eighty (80) hours per week, averaged over a four (4) week period, inclusive of all in-house call activities. Duty periods must not exceed sixteen (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 or preparation time spent away from the duty site. Students must be provided with one (1) day in seven (7) free from all educational and clinical responsibilities, averaged over a four (4) week period, inclusive of call. Adequate time for rest and personal activities must be provided. Adequate time is defined as a minimum of ten (10) hour time period provided between all daily duty periods and after in-house call. See the Stony Brook University Hospital Graduate Medical Education (GME) Duty Hours Policy for detailed information.

 4.4 Enrollment
Students must be registered for a minimum of twelve (12) weeks of coursework per medical school term to be considered active. There are a total of eight (8) terms during the four (4) years required for the MD degree. All blocks/holds in SOLAR must be resolved in order to be enrolled to avoid incurring late registration fees.

4.4.1 Enrollment in Dual Degree Programs (MD/PhD, MD/MPH, MD/MA, MD/MBA)
Students in dual degree programs may not enroll in more than one course per semester in the supplemental degree program while Phase I is in session. Such students must remain in good academic standing in the School of Medicine. If the student loses her/his good academic standing, then they will be invited to CAPP, which may mandate that the student complete the joint program in five (5) rather than four (4) years.

4.5 Absences

Course requirements - including attendance requirements - are determined by course directors within the guidelines for managing courses found in the Course Director’s 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 make-up work in a timely fashion.

Students may be excused from mandatory coursework in certain circumstances with the approval of the Associate Dean for Student Affairs. Students enter their request for an excused absence in CBase (under Document/Excused Absence).  The following are valid reasons for requesting an excused absence:

  1. Medical illness or checkup. A doctor’s note must be submitted to the Dean’s Office.
  2. Death of a family member or significant other
  3. Act of God, disaster, or nature occurrence
  4. Significant educational experience*
  5. Religious observance*

     *Students who wish to be excused from mandatory academic activities for religious observance or once-in-a-lifetime educational experience must request an excused absence through CBase at least 30 days before the holiday or event. 

In general, students may not accumulate more than ten (10) excused absences per year. Students who accumulate more than ten (10) absences in a given year may be invited to CAPP. Students who accumulate three (3) or more unexcused absences will meet with the Associate Dean for Student Affairs. Students who accumulate five (5) or more unexcused absences may be invited to CAPP.

Students requesting to attend professional conferences must be in good standing at the time of the conference. No student shall attend more than three (3) conferences during medical school.

In the case of inclement weather, students should call 631-444-SNOW or 631-632-SNOW, and read their emails to learn whether to report for exams or other mandatory activities. The West Campus Emergency Alert Website posts university information regarding university closings and other emergency notifications. Students are also strongly encouraged to sign up for SB Alert, the University’s emergency notification system that automatically sends emergency alerts to mobile devices and computers. Sign-up for SB Alert is available on SOLAR.

 4.6 Vacations and Religious Holidays
The School of Medicine (SOM) academic calendar specifies the days on which there are no mandatory academic activities.  There are eight (8) official SBU SOM holidays:  Christmas Day-New Year's Day (winter break), MLK Day, Memorial Day, 4th of July, Labor Day, Thanksgiving (day and day after).  Students who wish to be excused from mandatory academic activities for religious observance must request an excused absence through CBase at least thirty (30) before the holiday.  Missed work must be made up.  

4.7 Leaves of Absence
A leave of absence may be granted to enable a student to resolve personal, health, or academic problems, or to further her/his 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 a total of eighteen (18) months. All leaves of absence must be requested in writing and approved by the Associate Dean for Student Affairs. The Associate Dean may specify conditions that must be met for the student to be permitted to return after the leave of absence.

4.7.1 Leave of absence to resolve personal or health problems
Granted after a student has submitted a written request to the Associate Dean for Student Affairs containing supporting documentation and recommendation from the student's physician or other health care provider. All submitted materials will be kept in strict confidence.

4.7.2 Leave of absence for 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 Associate Dean for Student Affairs explaining the reason for the request and the time period requested with a recommendation from the School of Medicine's 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.

Classes of 2018 and 2019
A student who requests extended time to prepare for and take Step 1 beyond the designated period will be placed on a LOA for academic remediation, and this LOA will appear on the student's official transcript and be noted in the MSPE. 

4.7.3 Leave of absence to participate in an Educational Program or Research
Students may request a leave of absence to participate in an educational program or research.  Such requests should be made in writing to the Associate Dean for Student Affairs.  The request must include a written petition specifying the goals, scope and duration of study, and written verification from the supervisor of such activity.  Students may not take an LOA for research after July 1 of Phase III.

4.7.3.1    Leave of Absence After Completion of Phase II
In accordance with SUNY policy and federal guidelines for the administration of Title IV financial aid programs, there are billing and financial aid regulations that must be followed when beginning a leave of absence immediately following completion of Phase II.

 

  1. Phase II ends after the 100% tuition liability period for the spring term. Students beginning an LOA immediately after completing Phase II are NOT entitled to a refund of any portion of the spring term tuition.
  2. Students receiving federal loans for living expenses are required to return a portion of the loan proceeds based on the last date of attendance for the spring term.  A Return of Title IV Funds calculation will be conducted by the university Financial Aid Office. The calculated loan funds returned to the federal government by the university will appear as a balance due to the university on the student’s SOLAR account.
  3. Students returning from an LOA at the scheduled start of Phase III the following year will be billed for spring tuition/fees for the academic period ending on June 30th of that year.  Fall tuition/fees will be charged for the period of July 1st through December 31st.

4.7.3.2  Leave of Absence After Completion of Phase III
A leave of absence can be delayed to the end of the spring term after beginning Phase III coursework.  This requires that a student begin Phase III coursework on time AND that coursework would be completed at the end of the spring term.  The leave of absence would begin after the end of the spring term.  No student loan recalculation is required and no extra tuition charges would be incurred. The deadline for beginning a research LOA is June 30th of Phase III. 

4.7.4 Returning from a Leave of Absence
A student wishing to return from a leave of absence should request, in writing, authorization to do so from the Associate Dean for Student Affairs. The petition should include the anticipated date of return and documentation that the condition(s) for the leave have been met.

4.8 Withdrawal from the School of Medicine
Students may withdraw from the School of Medicine by notifying the Vice Dean for UGME in writing. Once approved, the decision is final and the student is no longer enrolled in the School of Medicine.

4.9 Supervision of Students
SBSOM requires that medical students in clinical learning situations involving patient care are appropriately supervised at all times in order to ensure patient and student safety, that the level of responsibility delegated to the student is appropriate to his or her level of training, and that the activities supervised are within the scope of practice of the supervising health professional. These supervisory guidelines shall provide medical students with an educational program that is clinically and academically progressive and that complies with the requirements of SBSOM. If any student believes that she/he has not been adequately supervised in the clinical environment, the student is strongly encouraged to submit a Clinical Supervision Note on CBase.

4.10 Evaluation of Faculty and the Curriculum by Students
The Office of UGME 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 is 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.  Likewise, course faculty are required to enter grades before they can view student evaluations. 

4.11 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 academic file contains information deemed necessary for the proper documentation of the student's progress through the program. 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 student 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 her/his academic file. Before the file is open to the student's inspection, it is checked for material not covered by the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment, also commonly known as FERPA). A student wishing to review her/his 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.

4.12 Students and FERPA Guidelines
For the details regarding student rights and FERPA, visit the SBU Registrar's FERPA website.   FERPA gives students the following rights regarding educational records:  
     1.  Right of inspection records;
     2.  Right to challenge records believed to be inaccurate;
     3.  Right to consent to disclosure of personally identifiable records (with exceptions).

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, requires student consent for release. Students may give consent for the release of records by going into CBase and checking off the release box under the Documents/Release Information tab to enable smooth processing of such requests.

Transcripts are sent out by the Registrar’s Office. Transcript requests must be made in writing by the student. Except when legally permitted to do so, transcripts will not be released unless the student gives permission to release in CBase.

SECTION 5: GRADES, FAILURES AND ACADEMIC STANDING 
Grades are recorded in each student's record in CBase and reported in the Medical Student Performance Evaluation (MSPE) sent to residency programs. 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.

 5.1 Grading and Evaluative Comments
The School of Medicine uses a three tier system of grading for Phase I and a five-tier system for Phases II and III. For detailed information on current grading policies, see the Assessment and Grading of Students in the LEARN Curriculum approved by the Curriculum Committee.

5.1.1 Phase I – Honors, Pass, Fail
5.1.2 Phases II & III – Honors, High Pass, Pass, Low Pass, Fail
5.1.3 Pass/Fail Courses 

  1. Transition To Medical and Dental School (TMDS)
  2. Themes in Medical Education (TiME)
  3. Transition to Clinical Care (TCC)
  4. Transition to Residency (TTR)
  5. Advanced Clinical Experience (ACE)
  6. Translational Pillars
  7. Radiology mini-clerkship
  8. Emergency Medicine mini-clerkship
  9. Anesthesiology mini-clerkship 
  10. Short-course electives 

5.2 Grade Definitions    
1.  Honors signifies exceptionally superior performance. 
2.  High Pass signifies above average performance.  
3.  Pass signifies satisfactory performance. 
4.  Low Pass signifies less than satisfactory performance but not failing.  
5.  Fail signifies that the student has not performed satisfactorily.

5.3 Other Grades 
5.3.1 I
An Incomplete (I) signifies that extenuating circumstances, usually out of the student's control, have prevented the student from completing the course/component requirements. A grade of incomplete will be replaced by the final grade when the student completes the requirements.

5.3.2 Z
A Z may be given in a clinical course to a student who has passed other elements of a course, but who has failed the initial attempt of the NBME subject exam for that course. If the student passes the make-up NBME subject exam, the Z is converted to the Z plus the grade earned in accord with the course syllabus; for example, Z/P. A second failure converts the Z to a Z/F.

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

5.3.4 PO
Placed-Out (PO) 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 UGME, a student may substitute an alternative educational experience for any course if consistent with the learning objectives of that course. 

5.4 Grade/Comment Reconsideration 
At the completion of each course and clinical rotation, course directors are responsible for making grades and evaluation reports available on CBase as soon as possible. Phase I faculty have four (4) weeks from the end of a course/component to submit final course/component grades.  All clinical course grades must be submitted within six (6) weeks of course completion, and grades for all non-clinical courses must be submitted within four (4) 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 for completing the course evaluations necessary to gain access to course grades.  

A student who wishes to contest a final course/clerkship grade or evaluation must submit a written request for reconsideration to the course director within five (5) days after the grade has been posted.  The course director, who may consult with the appropriate course/clerkship faculty, will notify the student of her/his decision regarding the student’s request. If the student wishes to appeal the course director’s decision, she/he must submit an appeal in writing to the Student Grade Appeals Committee (SGAC) within five (5) days of receiving the course director’s decision. This written request must clearly state the basis for the appeal. The SGAC is comprised of selected Phase I, Phase II and Phase III course directors in the SOM.  If the course director who conducted the initial request for reconsideration is a member of the SGAC, she/he will recuse her/himself from the proceedings and deliberations on that specific case to avoid any conflict of interest. The SGAC will notify the student of its decision.  If the student wishes to appeal the SGAC’s decision, she/he must submit an appeal in writing to the Vice Dean for UGME within five (5) days of receiving the SGAC's decision.  The Vice Dean will rule on the matter and the Vice Dean’s ruling is final. The Vice Dean will notify the student of the final decision. 

5.5 Failing an Academic Year

5.5.1 Phase I
Failure of two Phase I courses constitutes a failure of Phase I.  (N.B. Biomedical Building Blocks (B3) is a single course.) A student who fails a course but who has not failed Phase I, will be given an opportunity to take a make-up exam or complete other remediation as determined by the course director. Annotation 9.4 details the process for taking a make-up exam.

CAPP may decide that a student who fails Phase I be dismissed or invited to repeat the Phase. At the Committee’s discretion, any student who repeats Phase I may be exempted from re-taking courses in which s/he scored at or above the class mean.   CAPP may also require a student who displays a pattern of marginal academic performance (Annotation 9.5) to repeat a Phase, or CAPP may dismiss the student from the educational program.

5.5.2 Phase II & III
The criteria for passing a clinical course are included in each course syllabus, but generally student achievement is measured by clinical performance, and performance on assignments and written, oral or practical exams. All clerkships require passage of an NBME subject exam at the 7th percentile level, at minimum, as determined by the latest academic year norms from the NBME for examinee performance.

5.5.2.1
A student who accumulates two (2) Zs during the clinical phases will be referred to CAPP.  If a student accumulates a third Z, accumulates a total of fourteen (14) marginality points, or fails a clerkship, they will be allowed to complete their current rotation and then will be stopped from further rotations.  These students will be referred to CAPP and are at risk for dismissal from the school.   

5.5.2.2
Progress through Phases II & III will be interrupted if a student is put on probation or is suspended.  A student who is on probation may not begin any new clerkship or elective clinical course.  A student who is suspended will be precluded from participation in all academic and extracurricular activities. 

5.5.2.3
A student may start a new clinical rotation after having received a Z in a single clerkship.

5.5.2.4
Failure of the mandatory clinical performance exam (CPX) at the end of Phase II requires remediation by August 31st of Phase III. 

5.6 Academic Status While Repeating a Phase
Students who are given the opportunity to repeat a Phase will do so on probation, and they are expected to demonstrate improved performance (Annotation 9.5).  While on probation, the student will come before CAPP if they receive an "F" as their final grade in a course, or if they accumulate four or more (≥4) additional marginality points during a Phase. If the student is successful in demonstrating an improved academic performance, he/she will be taken off probation. Accumulation of new failures or marginality points while on probation may be grounds for dismissal.

5.7 Remediation of Failures
For detailed information on remediating failures, see the Assessment and Grading of Students in the LEARN Curriculum.   

5.7.1 Phase 1
In Phase I, each of the four components of the Biomedical Building Blocks (B3) course must be passed independently to achieve a final passing grade for the course. Failure to pass any B3 component, whether a result of a final overall component score of <65.0, an overall average on unit exams of <65.0, or a summative final exam score of <65.0, must be remediated.  A maximum of two (2) remediation attempts is allowed.  A student who fails a component will be assigned a grade of 'N' on CBase for the B3 course.  Successful remediation of a failed component will result in the replacement of the 'N' on CBase with a Pass (P) grade for the B3 course.  Failure to pass a component after the second remediation attempt will result in the replacement of the 'N' in CBase with a Fail (F) grade for the B3 course.  Subsequent successful retake of the failed B3 component will result in an F/P grade on the transcript for the B3 course.  

Failure to pass an Integrated Pathophysiology course, whether a result of a final overall course score of <65.0, an overall average on unit exams of <65.0, or a summative final exam score of <65.0, must be remediated. A maximum of two (2) remediation attempts is allowed.  A student who receives an overall course score of ≥65.0, but whose overall average on unit exams is <65.0, or who receives a summative final exam score of <65.0, will be assigned a grade of 'N' on CBase for that IP course.  Successful remediation of the failed exam(s) will result in the replacement of the 'N' on CBase with a Pass (P) grade for the course.  Failure to pass the failed exam(s) after the second remediation attempt will result in the replacement of the 'N' on CBase with a Fail (F) grade for the course.  Subsequent successful retake of a failed course will result in an F/P grad eon the transcript for the course.  

5.7.2 Phase II & III
Failure of a clinical course can occur in three ways:
1. Not meeting expectations of clinical performance and/or academic course work,
2. Lack of professionalism, and/or
3. Two NBME exam failures (Z+Z=F)

5.7.3 NBME Subject Exam
Students who only fail an NBME subject exam will receive a "Z" in their clinical course. If the student passes the retake exam, the course grade earned will be added to the "Z" in the student’s record, e.g. Z/P or Z/HP. Note: A student who has failed an NBME subject exam cannot earn an Honors in a clinical course, i.e., there is no Z/H. A student who either accumulates two (2) Z's during the clinical years or fails a clerkship will be stopped in their clinical rotations, and they will be reviewed by CAPP. Once both Z’s are remediated, the student can resume clinical rotations. In the case of a clerkship failure, remediation must include a minimum of two (2) weeks of additional clinical work, any additional remediation as determined by the course director, and a passing grade on the NBME subject exam. The student's transcript will reflect the failed clerkship and a second entry will show the grade earned upon remediation, e.g. F/P.  

5.7.4 End-of-Phase 1 OSCE, End-of-Phase 2 CPX and Step 2 CS
At the completion of Phase I, students must take and pass a required End-of-Phase I OSCE. At the end of Phase II, students must take and pass a required Clinical Performance Exam (CPX). Failure of either exam must be remediated. Students who fail the Phase I OSCE must successfully remediate by the end of the first clerkship block in Phase II. If the student fails the first retake, she/he has six (6) months to pass a second retake. If the student fails the second retake, she/he will be reviewed by CAPP. Failure of the mandatory CPX at the end of Phase II requires remediation by August 31st of Phase III. Any two (2) failures from among the Phase I OSCE, Phase II CPX, and Step 2 CS will trigger a review by CAPP.

Students are discouraged from taking any make-up exam in one area while they are participating 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, she/he will be charged for any costs associated with the missed or unused exam, and may have a professionalism note placed in their student record.

5.8 In Good Standing  
A student in good standing:
        1.  Has received passing grades in all courses, clerkships, electives, standardized patient exams and other mandatory exercises; and
        2.  Has passed the appropriate USMLE exams in the recommended time period during medical school; and  
        3.  Is not on academic probation; and
        4.  Behaves in accordance with high standards of professional and academic ethics.   

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 phase. Loss of good standing ends a student's eligibility for some special programs or activities, e.g. the Scholarly Concentrations Program, dual degree programs, approval for conference travel, and permission to take clinical electives at other institutions. Loss of good standing results in loss of Academic Eligibility for Financial Aid. For purposes of international electives, due to travel arrangements involved, 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 or research scholarships. In such situations, the Associate Dean for Student Affairs 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 of the required probation period.

5.9 Academic Probation   
          5.9.1 Placement on Academic Probation  
        Students are placed on academic probation by CAPP as a warning that they are in danger of suspension or dismissal. CAPP 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.  Does not pass USMLE Step I in a timely manner;
4.  Has three (3) or more Incompletes and/or "Z"'s; (Annotation 9.6)
5.  Has a pattern of marginal academic performance.  (Annotation 9.5)

5.9.2 Ending Probation 
The CAPP 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.

5.10 Suspension
A student will be automatically suspended, i.e. precluded from participation in academic and extracurricular activities, when the student: 
        1. Has been cited for lack of acceptable academic ethics or professional behavior as determined by the Vice Dean for UGME; and/or  
        2. Poses an imminent risk of danger to self, others, or the institution as determined by the Vice Dean for UGME.

The student has fourteen (14) days from notification of suspension to appeal the decision to the Dean of the School of Medicine. The suspension of any student who poses a threat to the community begins immediately. The Vice Dean will refer all such students to CAPP and/or the Behavior Assessment Committee. The student is removed from the class list and from any remaining courses during the suspension period.

5.11 Leave of Absence

         5.11.1 Academic Remediation
         See section 4.7.2.

         5.11.2 Mandatory Leave of Absence for Academic Remediation
         A student will be automatically referred to CAPP and considered for a  leave of absence for academic remediation and cessation of  current academic activities if the student:         

  1. Fails Phase 1 by accumulating ten(10) marginality points;
  2. Fails a clerkship;
  3. Has three (3) or more Incompletes and/or "Z"'s in clinical coursework (Annotation 9.6);
  4. Is unable to pass USMLE Step I in a timely manner or fails it twice.

 

5.12 Medical Student Performance Evaluation (MSPE)
The deans in the Office of Academic and Faculty Affairs at both the Stony Brook and Winthrop campuses compose the MSPE letters. Each student chooses the dean whom they want to write their MSPE. Evaluative comments from required courses and clerkships are not substantively edited by the MSPE writers. The final draft of the MSPE is prepared after meeting with each student. Students are permitted to review the MSPE with the MSPE writer and correct factual errors, if any. Although Stony Brook University School of Medicine does not have a formal class ranking system, students are placed into quartiles. The quartile assessment is based solely on course grades weighted for course length. Class quartile is calculated based on academic performance in Phase I (35% ), Phase II ( 55% ), and Phase III (10%). The first quartile is the highest and represents the top students in a graduating class.

SECTION 6 – GUIDELINES FOR ACCOMMODATION FOR STUDENTS WITH DISABILITIES

6.1 Procedure for Determination of Disabilities and Accommodations*
The School of Medicine has specified certain criteria (Technical Standards) which all medical students are expected to meet in order to participate in the entire medical education program and the practice of medicine.  These Technical Standards are not intended to deter any candidate or enrolled student for whom reasonable accommodation will allow the fulfillment of the complete curriculum.  Candidates for admission, academic promotion, and graduation must meet these Technical Standards, with or without reasonable accommodation. 

6.1.1 Federal Law and University Policy 
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."  In other words, a student with a physical, psychological, medical or learning disability that may impact her/his coursework, may have a right to "reasonable accommodations,” e.g. extra time on written exams, special support facilities, special transportation or parking facilities, etc.

6.1.2 Seeking 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 to 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 School of Medicine should notify the Associate Dean for Student Affairs of his/her desire. At that point three 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 UGME Dean's Office. The student always receives a copy of the report.
  2. For psycho-educational testing the student will usually be referred to Counseling and Psychological Services on West Campus (632-7830).
  3. A student who needs other than psycho-educational testing will, with the assistance of the UGME 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 UGME 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 (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 UGME Dean's Office will come to an accord regarding what constitutes an accommodation that is "reasonable" in a school of medicine. The School of Medicine’s 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.

STUDENT CONSENT FOR RELEASE OF CONFIDENTIAL INFORMATION

 

SECTION 7 – STUDENT HEALTH POLICIES 
Refer to the complete Health Policy for Medical Students. The remarks below are only meant as general guidelines.

7.1 Health Requirements and Immunizations
All entering medical students must meet the following health requirements before matriculation:

  1. A comprehensive physical exam within twelve (12) months prior to  matriculation
  2. Documentation of  immunization for rubella, tetanus, polio, rubeola, diphtheria, varicella, and Hepatitis B. (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 their rights waived in case of infection.)
  3. Lab reports showing quantitative values of titers for measles, mumps. rubella, varicella and Hepatitis B prior.
  4. Results of TB testing within twelve (12) months prior to matriculation.  Students with positive TB readings must submit a copy of a chest x-ray report dated within the last two (2) years.
  5. Annual immunization with influenza vaccine is strongly recommended.

Pertinent health information (date of annual physical, TB testing, titers) is included in the CBase record for each student.  Students must have updated physical exams and TB testings every twelve (12) months.  The dates of these updates are noted in CBase, and students will receive email reminders beginning thirty (30) days prior to their expiration.  Health updates should be submitted to the Office of Student Affairs, or can be uploaded directly into CBase.

Payment 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 requirements. 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 (10) 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.

Exposure to Emerging Pathogens: 
         
In case of notification by reporting agencies of unusual and high risk pathogens (e.g. bioterrorism, other emerging high risk infections), medical students must refrain from providing care to infected individuals to minimize risks to themselves.   

7.2 HIV
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 School. 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. For anonymous HIV counseling and testing, call 1-800-462-6786.  Testing will be done confidentially and reported only to the individual tested and to any agency required by state and local health codes.  

7.3 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 all full-time domestic students a health insurance plan that fulfills 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 $2,652.50 per year for medical students.   The policy year is August 15 through August 14.  The cost will be pro-rated for students who, due to a qualifying event, enroll in the plan after the start of the policy year.  

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. 

SECTION 8 - REGISTRATION AND FEES 
8.1 Registration
The Office of 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 all fees and complied with all 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. Inquiries regarding registration should be directed to the School of Medicine Registrar, Caroline Lazzaruolo, in the Office for Undergraduate Medical Education, Level 4, Room 150, (631) 444-9547 (caroline.lazzaruolo@stonybrookmedicine.edu).  


8.2 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):
 
        8.2.1 First and Second Year Students:
        Fall semester (August)
        Spring semester (January)

8.2.2 Third and Fourth Year Students:
Fall semester (July)
Spring semester (January)

8.3 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.

To support the use of technology in the curriculum, a 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: Bursar/Student Accounts website.

8.4 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.

8.5 Refund Policy  
    8.5.1 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.

Liability Period per Term*Tuition LiabilityTuition Refund
Prior to end of Term Week 1
0%
100%
Start of Week 2 – End of Week 2
30%
70%
Start of Week 3 – End of Week 350%   
50%
Start of Week 4 – End of Week 4 
70%
30%
After start of Week 5
100%   
0%
Term start date is the first day of the term for which each class is enrolled.
2017-18 Term 
Start Date
Fall 2017 Year 1 
August 9, 2017  
Fall 2017 Year 2   
August 14, 2017
Fall 2017 Years 3 and 4   
July 3, 2017
Spring 2018 ALL YEARS   
January 2, 2018

* Week starts Monday and ends Sunday.

  1. 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.
  2. 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. 
  3. 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. 
  4. 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 student’s leave of absence or withdrawal is approved if s/he stopped attending classes/took exams prior to that date.
  5. Students are strongly advised to consult with the Assistant Dean for Student Affairs for further clarification of this policy.

SECTION 9 – ANNOTATIONS
9.1 LEARN Curriculum Required Courses
Click to view the LEARN Curriculum Required Course List 

9.2 USMLE Step 2, Step 2 CK, Step 2 CS
It is the responsibility of the student to register for the USMLE with the National Board of Medical Examiners. Every medical student at Stony Brook School of Medicine is required to take and pass the USMLE Step 1, Step 2 CS, and Step 2 CK exams at the designated times in the curriculum. Beginning with the Class of 2020, all students must take Step 1 after the successful completion of all Phase II clinical clerkships. The first attempt of Step 1 must be completed by March 31st in early Phase III. All students’ first attempt of Step 2 CS must be completed no later than September 30th of Phase III. All students’ first attempt of Step 2 CK must be completed no later than December 15th of Phase III. April 30th is the deadline for passing both Step 2 CS and CK to graduate in May.

Class of 2020
Members of the Classes of 2020 and onward must take Step 1 after the successful completion of all Phase II clinical clerkships. The first attempt of Step 1 must be completed by March 31st in early Phase III and before beginning their Phase III sub-internship. In the event a student fails the first attempt of Step 1, the repeat examination must be taken within six (6) months of the first attempt date. A student who fails Step 1 twice will be placed on a mandatory leave of absence for academic remediation. Such a student must take the repeat examination within six (6) months of the second attempt date. A student who does not pass Step 1 within three (3) attempts will be subject to dismissal after a review by the Committee on Academic and Professional Progress (CAPP).

Classes of 2018 and 2019
All students are required to take the USMLE Step 1 exam after the successful completion of all Phase I courses and before the start of the Phase II Transition to Clinical Care course. Under extenuating circumstances with approval from the Academic and Faculty Affairs Dean’s Office, a student may delay taking the Step 1 exam if requested by December 1st of the end of Phase I. In all situations, students are REQUIRED to take Step 1 within six (6) months of completion of Phase I of the curriculum. In the event a student fails the first attempt of Step 1, the repeat examination must be taken within six (6) months of the first attempt date. A student who does not pass Step 1 within three attempts will be subject to dismissal after a review by the Committee on Academic and Professional Progress (CAPP).

A student who fails the first take of the USMLE Step 1 exam may complete the clerkship she/he is on when the failing grade is reported. The student must then retake Step 1 before continuing with any other coursework. After retaking Step 1 and while awaiting the results, the student may restart clinical rotations by taking a short (2 or 4 weeks) elective. If the student passes the second take of Step 1, she/he may resume the core clerkships. A student who receives a second failing score will immediately stop clinical rotations and will not be permitted to begin further coursework until she/he passes Step 1.

A student who fails the first take of the USMLE Step 1 exam may complete the clerkship s/he is on when the failing grade is reported. The student must then retake Step 1 before continuing with any other coursework. After retaking Step 1 and while awaiting the results, the student may restart clinical rotations by taking a short (2 or 4 week) elective. If the student passes the second take of Step 1, she/he may resume the core clerkships. A student who receives a second failing score will immediately stop clinical rotations and will not be permitted to begin further coursework until she/he passes Step 1.

MSTP (MD/PhD) Students
MSTP students must take Step 1 after completing Phase I and before starting their PhD program.

9.3 Plagiarism
The language or ideas taken from others may range from isolated formulas, sentences, or paragraphs to entire sections of books, periodical articles, speeches, or the writings of others. Plagiarism also includes offering someone else's work as one's own or submitting, without acknowledgment, materials assembled or collected by others in the form of projects or collections. Additional information about Plagiarism is available to students in CBase and at various orientation programs.

9.4 Make-Up Exam Policy
Dates and times for all make-up/remediation exams will be established by the Office of Undergraduate Medical Education in consultation with the course/component director(s).  A student must take any make-up/remediation exam on its scheduled date and time.  Inquiries regarding make-up/remediation examinations should be directed to the Assistant Dean of Student Affairs, Mary Jean Allen, in the Office of Undergraduate Medical Education, Level 4, Room 147, (631)444-2341 (mary.allen@stonybrookmedicine.edu).  

9.5 The School Tracks Academic Marginality using Marginality Points
Class of 2020 and Onward

The initial grade of a course is what is used to determine marginality points.  A student who accumulates a total of eight (8) marginality points in Phase I or fourteen (14) cumulative points at any time in the curriculum, is considered to have chronic academic marginality irrespective of other grades, will be referred to CAPP, and may be at risk for dismissal.  Marginality points are calculated as follows: 
    1.  For all Pass-Fail courses in the curriculum (TMDS, TCC, TTR, ACE, Translational Pillars, mini-clerships, 2-week electives) an F counts as 2 marginality points.
     2.  Marginal performance in Phase I is an F grade or a score of 65.0-70.0.
           a. A grade of Fail or marginal performance in the B3 course as a whole will receive 8 marginality points.  Failure or marginal performance for each component of the B3 course (The Body, Molecular Foundations of Medicine, Basic Mechanisms of Disease and Pathogens and Host Defense) will be 2 points, adding to a total of 8 points.  
           b. A grade of Fail or marginal performance in the Integrated Pathophysiology courses will receive marginality points as follows:  CPR:  four (4) points; Mind, Brain & Behavior: three (3) points, Endo/Repro:  two (2) ponts, and GI/Nutrition:  two (2) points.    
            c.  A grade of Fail or marginal performance in Introduction to Clinical Medicine, Medicine in Contemporary Society, or TiME counts as two (2) marginality points.
     3.  Failure of Step 1, Step 2 CK, Step 2 CS, End-of-Phase I OSCE, and End-of-Phase II CPX will receive 3 points each. 
     4.  Additionally, a student who fails two (2) or more from among the Phase I OSCE, Phase II CPX and Step 2 CS will be automatically referred to CAPP and may be at risk for dismissal from the school.  
     5.  In Phases II and III, each NBME exam failure or an F or LP in a core clerkship will receive 3 marginality points.  A grade of Fail in a two-week mini-clerkship will receive 2 points.  
     6.  Additionally, a student with three (3) failures of NBME subject exams, regardless of the total number of marginality points or remediation, will be automatically referred to CAPP and may be at risk for dismissal from the school.   

Classes of 2018 and 2019 
The initial grade of a course is what is used to determine marginality points. A student who accumulates a total of ten (10) marginality points in Phase I or fourteen (14) cumulative points at any time in the curriculum, is considered to have chronic academic marginality irrespective of other grades, will be referred to CAPP and may be at risk for dismissal. Marginality points are calculated as follows:

  1. For all the pass-fail courses in the curriculum (Transition Courses, Advanced Clinical Experience, Medicine in Contemporary Society, Introduction to Clinical Medicine, TiME, Translational Pillars) an F counts as two marginality points.
  2. Marginal Performance for Phase 1 is an F grade or a score 65.0-70.0.  
         a.  B3 course failure or marginal performance will receive 8 points. Failure or marginal performance for each component of the B3 course (The Body, Molecules Foundations, Basic Mechanisms  of Disease, and Pathogens and Host Defense) will be 2 points adding to a total of 8 points.  
         b.  Integrated Pathophysiology: CPR course: 4 points; GI/Nutrition: 2 points; Endo/Repro: 2 points; Mind, Brain & Behavior:  3 points.  
  3. Step 1, Step 2 CK and Step 2 CS, Phase 1 OSCE and End-of-Phase II CPX failure count as 3 points each.  
  4. Additionally, a student who fails two (2) or more from among the Phase I OSCE, Phase II CPX and Step 2 CS will be automatically be referred to CAPP and may be at risk for dismissal from the school.
  5. In Phases II and III, each NBME exam failure or an F or LP in a core clerkship is 2 points, failure of a two-week mini-clerkship is 1 point.
  6. Additionally, a student with a Step 1 exam failure and three (3) failures of NBME subject exams, regardless of the total number of marginality points or remediation, will be automatically referred to CAPP and may be at risk for dismissal from the school. 

Table 9.1. Marginality points* for each course or component in LEARN.

Phase I Course/Component
Marginality Points
TMDS2
The Body
2
Molecular Foundations of Medicine   
2
Basic Mechanisms of Disease   
2
Pathogens and Host Defense   
2
Biomedical Building Blocks 
8
Integrated Pathophysiology: CPR   
4
Integrated Pathophysiology: MBB 
3
Integrated Pathophysiology: Endo/Repro   
2
Integrated Pathophysiology: GI/N
2
ICM
2
MCS   
2
TiME
2
End of Phase I OSCE  
3
Phases II and III Course/Component   
Marginality Points
TCC 
2
NBME Exam Failure
2
Final Core Clerkship Grade of LP/F   
3
Final Mini-Clerkship Grade of F   
2
Step 1 Failure
3
Step 2 CK Failure
3
Step 2 CS Failure  
3
End of Phase II CPX
3
Translational Pillars
2
TTR
2
ACE2
Two-Week Electives   
2

* A final course/component grade of “F” or final course/component score ≤70.0 accrues marginality points.
 

Chronic Marginality Definition:

  • Classes of 2020 and onward – 8 marginality points in Phase I; OR 14 marginality points at any time in the curriculum.
  • Classes of 2018 and 2019 – 10 marginality points in Phase I; OR 14 marginality points at any time in the curriculum.

9.6  Two Incompletes and/or Zs
A student who receives two (2) Incompletes (I) and/or Z's cumulatively must stop rotations and retake the failed exams and complete other unmet requirements before starting other coursework. The student may start an elective rotation while waiting for score reports from retaken exams.

9.7 Decelerated Curriculum for Phases II and III
If a student is brought to CAPP for significant academic difficulties, the student may request or CAPP may mandate (depending on the individual circumstances) that the student be placed in a decelerated curriculum that allows time for remediation of academic coursework. Such students may be at risk for failure of the required USMLE examinations. The recommended minimum time for concentrated study after failing an NBME subject examination in a clerkship is two weeks. At the end of each clerkship block, a student in a decelerated curriculum will stop clerkships to remediate one or more failed exams from prior clerkships. After the student successfully remediates such NBME failures, they may begin their next clerkship at that clerkships next scheduled start date.

Although the LEARN curriculum allows for 12 weeks of flexible time in Phase III, most students in decelerated curricula are likely to end up delaying their graduation date or year. Students in decelerated curricula must closely work with the Associate Dean for Student Affairs to plan their schedule carefully to minimize delays. Regardless, all students, except MSTP students, are required to complete all LEARN coursework within seven (7) years of matriculation. Due to the nature of the pre-clinical curriculum, a deceleration of Phase I courses is not possible.