Registration Information for Fourth Year Medical Students
Please consider this page an additional reference page in case you have questions. Refer to this page before emailing Marilyn.
Registration Deadlines and Procedures
The academic year for fourth year students will begin on July 7, 2008. All of the information you will need to register is online at:https://cbase.som.sunysb.edu/cbase2/ (click registration and then 4th year). The class of 2009 must satisfactorily complete a total of 36 weeks of academic work in the fourth year. Sixteen (16) weeks of your work must be completed within the Stony Brook system (at UHSB,WUH, VA, NUMC).
You must meet with your advisor at least once before you register online. Please see CBase2 for your advisors availability. Click on Registration and then on 4th year. Select a time period during which you will meet with your advisor. Then, contact your advisor to set up the actual appointment time.
Pre-Registration
If you have delayed a core clerkship into the 4th year, you should notify the OME when prompted by email to do so. Failure to respond may result in a delay of graduation since the delayed clerkship will not be assigned.
Course Registration
Courses do not appear on your record unless they are entered into Cbase. Your name will not appear on class lists for which you have not properly registered, making it impossible for grades to be entered by Course Directors. Courses do not appear on your transcript if they are not entered into Cbase. Off campus electives are entered into Cbase when an Elective Approval form is completed and submitted to the Office of Medical Education. This must be done a minimum of one month prior to the start of the elective.
Online Registration deadline for 2009: March 9th
Neurology Registration
A few students decide to take Neurology at a non-Stony Brook system site.
If you select "Off Campus ", you must follow this process:
- Contact the site you wish to attend and ascertain that the time period you desire is available.
- Contact the Department of Neurology, Doris Boehle, T12-020, 444-7878, and request to take the rotation at your site of choice. She will instruct you on how to proceed.
- After you have Dr. Harth's permission and have registered through the site's Department of Academic Affairs or Educational Support, submit an Elective Approval form, and a request form for an Affiliate Agreement if needed to the Office of Medical Education. These must be submitted a minimum of four months prior to the start of the rotation if no Affiliate Agreement is already in place. If an agreement is already in place, you may submit the paperwork a minimum of two months in advance. For all off campus rotations for which you request that an Affiliate Agreement be put in place, you must schedule a backup rotation at Stony Brook or at a site where an agreement is already in place. The backup rotation must be cancelled a minimum of 30 days in advance of the start of the rotation if the Affiliate Agreement with the desired site is approved by then. If the agreement is not approved by then, the desired site must be cancelled by 30 days before and the backup site attended. Affiliate Agreements can take several months to bring to closure. Please begin the process early. Four months is a recommended minimum amount of time. If you wish to go away for the month of July, you must request an Affiliate Agreement by March 1st!
In general, once you have Dr. Harth's permission to proceed, follow the away elective registration process to set up the rotation.
Regarding registering for Didactic courses:
Didactics are only offered in July, February, March and April. Students planning to go into Emergency Medicine Residencies tend to have priority when registering for the July course. Students choosing a Surgery Subinternship tend to have priority when registering for the Surgical Anatomy course which has a maximum capacity of 16 students.
Students are responsible for arranging their own electives
- How to set up Fourth Year Electives
The Office of Medical Education is often called upon to complete paperwork requested by elective sites. This Office must also maintain records of the sites to which students plan to go for electives. Students are urged to arrange electives through the appropriate channels at off campus' sites so that grades can be processed, liability insurance can be in place and so that academic records are available for future reference. If transcripts are requested, please contact Burke Kincaid. The AAMC Group on Student Affairs is piloting an electronic electives application service. If you apply to a site that notifies you to use the online "VSAS" to apply, please notify our OME so that we can respond appropriately online.
If proof of immunizations, or personal health insurance coverage away from Stony Brook are requested, students are responsible for providing this information. The Office of Student Affairs and Student Health Services, as well as your private physician, maintains copies of student health forms and often provides students with photocopies to use when applying for electives. Please contact Mary Jean Allen or your personal health insurance carrier when inquiring about personal health insurance coverage at off campus sites. Off campus sites may have a variety of requirements to be submitted as supporting material with your applications. Read their instructions carefully.
