Drop/Add and Swaps

All changes must be completed at least 30 days prior to the start of the rotation you are changing. This includes adding or dropping any elective or mandatory course in 3rd or 4th year.

CBase2 has a drop-add system for clerkships and 4th year mandatory courses. Radiology and Emergency Medicine clerkships can also be changed by using CBase2. Electives must be drop-added 30 days in advance of their start dates. The process for electives is by paper. Under "Important Links", on the left side of this webpage, click on "Online Forms" and use the drop-add form.

Click Here for information on setting up electives

General Information:

• You become registered for a course when it is posted on CBase as approved. If you start any rotation before you hand in a drop/add request or register online, you will not be registered for the rotation. If you are not registered, you are not covered by liability insurance and will not receive credit for taking the rotation.
• DO NOT call affiliated sites to arrange or discuss changes for clerkships or 4th year mandatory rotations.The SBUMC Course Director is the ONLY person who can make a change for these rotations. These changes are made 30 days in advance electronically.

Electives:

• Fourth year students can take electives at Stony Brook University Medical Center or its affiliates (WUH, NUMC or VA), as well as at other sites that are approved by the Dean's Office. Third year students take electives at Stony Brook University Medical Center until they have completed 44 weeks of third year work including the core clerkships (Medicine, Family Medicine, Ambulatory Care, Psychiatry, Surgery, Pediatrics, OB).
• Students must notify the SBUMC department of changes at least 30 days in advance and follow the rules established by off campus sites for making other changes. We urge you not to make last minute changes since this is a  major inconvenience to other sites. If you set up an elective at SBUMC, please use the Drop/Add form  to notify the Office of Medical Education to add this elective into your student records. You are not registered for and cannot start electives until they appear in your profile in CBase.
• If you set up an off campus elective, notify the Office of Medical Education by submitting an Elective Approval form. This form must be signed by your advisor, Dr. London, Dr. Tompkins and the off campus site in that order.
• The student is responsible for updating all address and phone information in CBase on a regular basis, that is, whenever a change occurs. The official means of communication from the OME is email but phone calls, paging and regular mail are also frequently used as well.
• Students must notify the Office of Medical Education in writing if a rotation is cancelled for which an Affiliate Agreement was requested or an elective approval form was submitted. An acknowledgement of the cancellation should also be received from the off campus site.
• Electives must be entered into a student's electronic record before the elective begins. This is done by the OME when the fully executed Elective Approval form is submitted. Please submit this completed form well in advance of beginning your rotation. 30 days is the minimum lead time for confirming electives.
• If an affiliate agreement is needed, a minimum of a 4 month lead time is needed.
• It is the student's responsibility to see that drop-add forms and elective approval forms arrive in the OME office in a timely manner.

MCS 4: