Academic Policy and Procedures

SECTION I: Introduction

The Medical Student Policies and Procedures Manual is the official document on policies, procedures, and regulations for students attending Stony Brook University School of Medicine. Any individual who enrolls in the Stony Brook University School of Medicine voluntarily places himself/herself under the rules and regulations of the University, the School and affiliated hospitals, and agrees to abide by them. Therefore, students, faculty and administrative personnel need to be familiar with these regulations and are responsible for remaining familiar with their provisions. The School of Medicine faculty has established these policies and procedures in compliance with the Accreditation Standards of the Liaison Committee on Medical Education.

Administrative Structure of the School of Medicine

The Dean of the School of Medicine is the Chief Academic Officer and has overall responsibility for its educational, research and clinical missions. The various functions related to medical education are distributed among members of the Office of the Dean. See organizational chart for details. 

Responsibility for the education mission is the primary focus of the Vice Dean for Undergraduate Medical Education who works in conjunction with the Vice Dean for Graduate Medical Education and the Vice Dean for Academic and Faculty Affairs. Associate Deans handle student affairs, admissions and career counseling and curriculum, evaluation and faculty development. Each office is charged with coordinating, monitoring, and supporting students' progress through the curriculum. Services coordinated by these offices have been designed to assist students in achieving educational goals, and include financial aid counseling and processing; registration and course scheduling; personal, academic, and career counseling; residency application assistance; and other services.

SECTION II: Progress Through the Curriculum

Committees of the Faculty Senate

The Curriculum Committee

The Curriculum Committee is appointed by the Faculty Senate to develop and to supervise the curriculum for undergraduate medical students. Its functions include specifying the educational mission and objectives of the school, defining the overall content of the curriculum, determining size and sequence of courses, recommending course directors to the dean, and regularly reviewing and evaluating courses. Elected student representatives sit as voting members on this committee. There is an elaborate, web-based mechanism for reviewing teachers and courses with mandatory student participation. The committee meets monthly.

The Committee on Academic Standing (CAS)

The Committee on Academic Standing is appointed by the faculty senate to monitor students' adherence to professional and academic standards. CAS is advisory to the Dean of the School of Medicine. The meetings are scheduled as needed. Elected student representatives serve as non-voting members on this committee and participate in all deliberations. The meetings are closed, but for invitees, and the deliberations are confidential.

The Committee is charged with reviewing students’ academic and professional performance and determining each student's status as outlined below. Students in good standing automatically advance to the next unit of instruction or academic year. If a student loses good standing, the Committee will review that student's record and recommend appropriate action, ranging from letter of warning, to remediation or even dismissal. 

The Vice Dean for Undergraduate Medical Education will notify any student who is invited to appear in front of CAS whose record is being reviewed by the Committee on Academic Standing. A student at risk of being suspended or dismissed will be invited to meet with the Committee before any decision is made. A student may bring a Stony Brook medical student or faculty member as an advocate. Moreover students may prepare a written statement to distribute to the committee before or during the meeting. Legal representation is not permitted at meetings of the Committee on Academic Standing. The recommendations of the Committee on Academic Standing shall be transmitted by the Vice Dean for Undergraduate Medical Education to the student, in writing, within ten (10) days of the committee's review and decision.

A student may appeal the recommendation by the Committee on Academic Standing to the Dean. The student's written appeal must be submitted to the Dean within fourteen (14) calendar days of being notified of the Committee action. The Dean shall determine the appropriate process of review. The decision of the Dean is final.

Requirements for Graduation

The M.D. degree will be conferred by Stony Brook University upon persons who have complied with the following requirements:

1. Filed satisfactory evidence of having complied with the requirements for admission;
2. Attended four separate years of medical instruction, the last two years of which the graduate must have been enrolled in the Stony Brook University School of Medicine;
3. Satisfactorily completed all course work, examinations and mandatory academic exercises;
4. Achieved passing scores on Step 1, Step 2CK and Step 2CS of the US Medical License Examination (USMLE), administered by the National Board of Medical Examiners;
5. Maintained acceptable academic ethics and professional behavior;
6. Paid all tuition, fees and fines in full;
7. For students who have received loans, completed an Exit Interview in Student Affairs.
8. Completed the AAMC Graduation Questionnaire.

All requirements for the MD degree must be met within seven years after the first enrollment at the Stony Brook University School of Medicine, or within five years for a student who transfers into the School of Medicine after the first year. Students must complete the first two years of school within 3 years. This time limitation does not apply to students in conjoint degree (e.g., MD/PhD) or other approved programs, e.g., a concurrent or consecutive MPH, JD, MA degree.  (N.B, Student eligibility for loans carries time limits as well. )

Requirements for Promotion from Year to Year

In general, a student will not be promoted to the next academic year until he or she has completed all of the requirements of the prior year, and met all health requirements.

Year 1: Successful completion of all courses. Successful completion of HIPPA training and signing the Confidentiality Agreement.

Year 2: Successful completion of all courses (including third year orientation), end of Year Two’s OSCE [Objective Structured Clinical Examination] and  USMLE Step 1. 

Year 3:  Successful completion of mandatory clerkships in Family Medicine, Ambulatory Care, Medicine, OB, Pediatrics, Psychiatry, and Surgery, as well as end of Year Three Clinical Performance Examination (CPX) 

Year 4: Completion of 36 weeks of study, 16 weeks of which must be completed in major Stony Brook affiliates, 6 weeks completed (in either 3rd or 4th year) at SBUH, and successful completion of USMLE Step 2 CK and Step 2 CS. Evidence of successful completion of CPX as well as completion of Association of American Medical Colleges Graduation Questionnaire is required for graduation. Those receiving financial aid are also required to complete the financial aid exit interview.

Elective Time

Generally no more than four weeks of elective time is allowed in the third year. A maximum of twelve weeks will be allowed for international electives during medical school.

Every state has a similar set of requirements to obtain a medical license. Students receiving an MD degree from Stony Brook, an accredited US medical school, must complete at least one year of an approved residency, have a record free of serious criminal or drug related problems, have a good moral character and pass Steps 1, 2 and 3 of the US Medical Licensure Examination. Passing USMLE Steps 1, 2CK and 2CS are also school requirements and the following rules apply:

1. 1. It is the responsibility of the student to register for the USMLE with the National Board of Medical Examiners.
2. All students must take Step I before entering the third year of the medical curriculum and must pass it to continue in the year.Annotation 2 Students not passing Step I within three attempts will be subject to dismissal after a review by the Committee on Academic Standing.
3. All 4th year students must take Step 2CK by the end of February of their senior year for May graduation and by the end of August for December graduation and must pass Step2CK and CS to graduate. They must take Step 2CS by December 15th for May graduation and by August 15th for December graduation. Annotation 3
Students not passing Step 2 within three attempts will be subject to dismissal after a review by the Committee on Academic Standing.

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 accord with the principles of the Student Honor Code. All students are required to act in accord with the Conduct Code and Policiesof the University and in accordance with the laws of the State of New York.

Stony Brook University School of Medicine promotes a sense of mutual respect among patients, faculty, staff, house staff, and students. Certain behaviors, such as violence, sexual harassment, and discrimination are inherently destructive to the teacher/student, student/patient, student /student relationships. (See the Harassment Policy in the Student Handbook.) 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 CAS and may result in disciplinary action. Student behavior may also be reviewed by the Student Honor Code Committee and recommendations for action forwarded to the Dean. The Dean may refer the matter to CAS or may act directly on the Honor Code Committee recommendation.

Students are expected to become familiar with and follow any written rules of conduct and professional behavior at any clinical or research site in which the student trains. For information regarding affiliate sites, see “Third Year Orientation Training” in CBase. Students accorded housing at clinical sites are expected to treat this space and their host institution with respect. Students who damage property, break the law or act unprofessionally in that space may be subject to eviction and, if the offense is serious enough, expulsion. Typically this housing is assigned to a group of students and all members of the group will be held responsible for any misbehavior or damage that occurs in the space.

Individuals who donate their bodies to the Department of Anatomical Sciences at Stony Brook University do so with the desire and understanding that their remains will be used for educational or scientific purposes. Such donations deserve our admiration and deepest gratitude. To treat a cadaver in any way that does not serve educational or scientific purposes constitutes unprofessional behavior. One example is taking photographs (on film or electronically) that serve no educational or scientific purpose. Any student known to have taken such a photograph will be referred to the Committee on Academic Standing as having engaged in unprofessional behavior. Any student who has knowledge of a colleague having taken such a photograph is bound to follow the procedures of the Honor Code for dealing with unprofessional behavior in a colleague.

Academic Integrity

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

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

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. Reporting false information in research or patient care settings is forbidden.

Plagiarism

Honesty requires full acknowledgement of any ideas or materials taken from another source for either written or oral use. Any student who fails to give credit for ideas or materials taken from another source is guilty of plagiarism. Annotation 4

Scientific Misconduct

Students involved in research are expected to conduct themselves according to the highest standards of scientific integrity. Anyone conducting research involving human subjects is required to undergo training in the ethical conduct of research and have their research protocol reviewed by the Committee Overseeing Research Involving Human Subjects.

It is improper for medical students to present themselves to patients or others as licensed physicians. In the clinical setting, students must wear, in a highly visible location, an official Stony Brook name badge which shows the name and picture as identification as a medical student. This badge should be worn in conjunction with name badges given to students when at off-campus clinical training or research sites.

SECTION III: General Rules 

Communications

Each student is given an official e-mail address and access to CBase, the web-based student academic record. Official communication from the school (Deans, course directors, faculty, etc.) occurs via the official e-mail address that each student has been assigned. Students are responsible for accessing their e-mail on a regular basis and responding appropriately and in a timely manner. The official email address is firstname.lastname@hsc.stonybrook.edu. Students are responsible for maintaining an accurate, up-to-date address and phone number in their C-Base record.

HIPAA TRAINING & CONFIDENTIALITY AGREEMENT

All faculty, staff, and students at the HSC must be trained in HIPAA Policies and Procedures and must also sign a Confidentiality Agreement. This is a University requirement since December 31, 2003. Instructions on fulfilling this requirement can be found on the website: https://cbase.som.sunysb.edu/hipaa_training_hsc/2004_New/.  All students must complete their training and complete the Confidentiality Agreement by the end of their first semester enrolled in the Program.

Class Attendance and Work Hours

Each faculty member has responsibility and authority for matters pertaining to the general attendance and classroom/clinic conduct of students. Faculty members have the responsibility to notify students which parts of a course are mandatory activities. Except in extraordinary circumstances, these will appear on the official calendar at least six weeks prior to the mandatory event. Students are not expected to be scheduled for clinical activities during their clerkships for more than eighty hours per week.

Students may be excused from mandatory coursework in extraordinary circumstances with the approval of the Vice Dean for Undergraduate Medical Education. Criteria for being excused include: 
1-Medical reason with a doctor's note
2-Death in the family or significant other 
3-Act of God, disaster or nature occurrence
4-Once in a lifetime educational experience 
5-Religious Observance 
Course requirements - including attendance requirements - are determined by course directors within the guidelines for managing courses found in the Course Directors’ Handbook. Hence it is the course director who has the authority to determine the nature of any make- up work. When a student is excused from required course activities, the Dean’s office will notify the course director and it is the student's responsibility to arrange for and complete the remedial work.

Vacations and Religious Holidays

The academic calendar specifies the days on which there are no mandatory academic activities. Students who wish to be excused from mandatory academic activities for religious reasons should seek approval from the Vice Dean for Undergraduate Medical Education two (2) weeks before the beginning of a course.

Students may withdraw from the School of Medicine but must notify in writing and get the approval of the Vice Dean for Undergraduate Medical Education. Students who might wish to return to medical school should seek the approval of the Vice Dean for UME who will specify the conditions that must be met for the student to be permitted to return.

A leave of absence may be granted to enable a student to resolve personal, health, or academic problems or to further his/her education away from the School of Medicine. Except for leaves granted pursuant to degree granting or other approved programs, the maximum cumulative leave of absence for personal or health problems or for supplemental education may not exceed eighteen (18) months. All leaves of absence must be requested in writing and approved by the Vice Dean for Undergraduate Medical Education.

Leaves of absence to resolve personal or health problems are granted after a student has submitted a written request to the Vice Dean for Undergraduate Medical Education containing supporting documentation and recommendation from the student's physician or other health care provider. All submitted materials will be kept in strict confidence.

Leaves of absence for academic remediation: See Section IV: Grades, Failures and Academic Standing

Leaves of absence to participate in an educational program or research require submission of a written petition specifying the goals, scope and duration of study.

A student wishing to return from a leave of absence should request, in writing, authorization to do so from the Vice Dean for Undergraduate Medical Education. The petition should include the anticipated date of return and should document that the reason(s) for the leave have been met.

The Office for Academic Affairs and the Evaluation Subcommittee of the Curriculum Committee provide mechanisms for student input regarding course instruction, course presentations, and other School programs. Students will be required to complete CBase forms evaluating their courses and effectiveness of instruction.

Student Records

The Office for Student Affairs maintains a record for each student that includes an academic file. The file contains registration material, evaluation forms, academic summaries, and other relevant correspondence. The file contains information deemed necessary for the proper documentation of the student's progress through the School. Student grades and evaluations are electronically posted in CBase, and students are encouraged to review them regularly. This electronic posting constitutes official notification of grades.

The maintenance and utilization of the file are guided by national standards. A student has the right to inspect his/her academic file. Before the file is open to the student's inspection, it is checked for material not covered by the Family Rights and Privacy Act of 1974 (Buckley Amendment). A student wishing to review his/her official record must submit a written request through the Vice Dean for Undergraduate Medical Education and then make an appointment through the Registrar. Any School of Medicine faculty member who has a legitimate need to know may review a student's academic file.

Transcripts are sent out by the Registrar in the Office of Student Affairs. Requests to send a transcript must be made by the student on forms provided by the Registrar.

Section IV: Grades, Failures and Academic Standing

Grading and Evaluative Comments

The School of Medicine uses a five tier system of grades:

Honors signifies exceptionally superior performance. 
High Pass signifies above average performance. 
Pass signifies satisfactory performance. 
Low Pass signifies less than satisfactory performance but not failing. 
Fail signifies that the student has not performed satisfactorily.

Four other grades are used:

I  An Incomplete signifies that extenuating circumstances, usually out of the student's control, have prevented the student from completing the course requirements. A grade of incomplete may be replaced by an I plus the grade that replaces it on the transcript (e.g. I/P).

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

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

PO   Placed Out signifies that the student was given credit for a course by (a) having previously taken the same or a similar course and/or (b) by passing an exam deemed appropriate and sufficient by the course director. With the consent of the instructor and the Vice Dean for Undergraduate Medical Education, a student may substitute an alternative educational experience for any course if consistent with the outcome goals of that course.

The above grades are recorded in each student’s record in CBase and reported in the Dean's Medical Student Performance Evaluation sent to residencies. However, on the official transcript, both High Pass and Low Pass are converted to Pass.

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.

Course directors are encouraged to add evaluative comments about student performance in CBase. These comments are reported in the Medical School Performance Evaluation.

At the completion of each course and clinical rotation, it is the responsibility of course directors to make grades and evaluation reports available on CBase as soon as possible. Annotation 5 Students will be notified by e-mail when grades are entered into or changed in CBase. Students are responsible for checking their own grades and completing the course evaluations necessary to gain access to them.

A student who has a question regarding a course grade or evaluation should request reconsideration by the course director or use the appeal process, if any, described in the course syllabus. Annotation 6 If the problem remains unresolved, the student may appeal in writing to the chair of the appropriate department who must respond within a week of receipt of the appeal. If the issue is not resolved at the department level, either party may appeal the matter to the Dean through the Vice Dean for Undergraduate Medical Education.

Failing an Academic Year

Failure: Years One and Two

Failure of three courses in the first year constitutes a failure of the year. Failure of three segments of Systems or three other courses in the second year constitutes a failure of the year. The composite Systems Approach course, because of its significance and size, has an elaborate set of guidelines with which a student should be familiar. A student who fails a course but has not failed a year will be given an opportunity to take a make- up exam or do other remedial work. Taking a make-up examination during the academic year will not alter the point count for determining chronic marginality. A student who fails an entire academic year will not be permitted to rectify the failures by doing make-up work in the individual courses. A student who 
fails a course but has not failed a year will be given an opportunity to take a make- up exam or do other remedial work. Annotation 11

The Committee on Academic Standing may recommend that a student who fails the year may be dismissed or invited to repeat the year. Annotation 7 The Committee on Academic Standing may also recommend that the student repeat a year or be dismissed when the Committee finds the student has exhibited a consistent or repeated pattern of marginal academic performance.

Academic Status during a repeat year

Students who fail a year and are given the opportunity to repeat the year will do so on probation, and be expected to demonstrate improved performance as reflected in at least 50% of their grades being "P" or better. Assuming successful completion of the repeat year, the student will remain on probation during the year following the repeat. While on probation, the student will come before the Committee on Academic Standing after the first "LP" or "F" earned in a course. If the student is successful in maintaining at least an average performance (as reflected in at least 50% of their course grades being "P" or better) during these two years, he/she will be taken off probation. Failure to maintain at least an average performance while on probation may be grounds for dismissal.

Failure: Years Three and Four

The criteria for passing or failing a clinical course are included in each course syllabus, but generally student achievement is measured by clinical performance, and performance on written, oral or practical exercises. Most mandatory clerkships require passage of an NBME subject exam at the 7th percentile level as determined by the latest academic year norms from the NBME for examinee performance.

Progress through the third or fourth years will be interrupted if a student is put on probation or is suspended, i.e. one may begin no new clerkship or elective clinical course. A student may start a new clinical course after having received a Z in a single clerkship. Failure of the mandatory CPX at the end of the third year would require remediation by December 31st.

A student who fails a non-clinical course because of inadequate academic performance or professional impropriety will receive an "F" on his or her transcript. If the "F" is the result of having failed one or more examinations, the student will have a single opportunity to take and pass a make-up examination. In the case of a failure of a make-up exam in a non-clinical course, the nature of the remedial work is determined by the course director in consultation with the Dean’s Office and with CAS. If the student passes the make-up examination, the new grade will be added to the "F" in CBase, e.g. "F/P" or "F/HP." The second year ‘A Systems Approach’ course has its own set of policies regarding make- up exams. Within this course, students are generally afforded two opportunities to take a make-up exam of a systems sub-segment. A passed make- up exam does not alter the marginality points accumulated upon failing the initial exam. A student who fails a make-up examination is considered to have failed the course and may petition CAS to remediate the course. (See remediation below.) The remediation will appear as a separate grade in the student's record.

A student who fails a clinical course because of inadequate clinical performance or professional impropriety, will receive an "F" on their transcript. Students who fail an NBME subject exam, but in other respects perform adequately in a clerkship, will receive a "Z" in their CBase record, pending a retake of the subject examination. If the student passes the retaken exam, the course grade earned will be added to the "Z" in the record, e.g. Z/P or Z/HP. If the student fails the retaken exam, an "F" will replace the "Z." A student who fails a single subject examination on the initial sitting may continue taking courses but must schedule the exam retake within 60 days from notification of the failure. If not scheduled in the 60 days, the student will be stopped until the make-up is scheduled. A student who has two Z’s during the clinical years will be stopped from clinical rotations until both Z’s are remediated.Annotation 8

A student who fails a clinical course shall be required to remediate that failure before beginning a new clinical course. In clinical courses, remediation must include a minimum of two weeks of clinical work in addition to other remediation determined by the course director. The student's transcript will reflect the failed course and a second entry will show the grade earned in the remediation. At the end of the first, second and third years, students take required OSCE's (a "CPX" at the end of the third year). Students may retake an OSCE if they fail it. However, if they fail the retake, they have 6 months to pass a second retake. If they fail the second retake, they come before the Committee on Academic Standing.

Students are discouraged from taking any make- up exam in one area while in an unrelated course/clerkship. Students who plan to take an exam in one course during class time in another course need the written permission of the course director of the latter. Students who choose to take an NBME subject exam at a time when a regularly scheduled NBME exam is not being offered will bear the cost of the exam and the proctor.

If a student fails to take a scheduled NBME exam without an excused absence, he or she will be charged for any costs associated with the missed or unused exam, and may have a professionalism note place in their Cbase record.

In Good Standing

A student in good standing :

• Has passing grades in all courses, clerkships, electives, standardized patient exams and other mandatory exercises; and
• Has passed appropriate USMLE exams in the recommended time period during medical school; and
• Is not on academic probation; and
• Behaves in accordance with high standards of professional and academic ethics.

The CAS may review the record of any student who loses good standing. Absent an exception granted by CAS, only students in good standing will be permitted to begin a new academic year. Loss of good standing ends a student's eligibility for some special programs, e.g. the MD with Recognition program or permission to take clinical electives at other institutions. Loss of good standing also attenuates eligibility for educational loans. For purposes of international electives, due to travel arrangements involved, academic good standing will be assessed based on the student’s record one semester before travel. However, students with concerns of chronic marginality may not be eligible for international electives and research scholarships. In such situations, the Vice Dean for UME in conjunction with the Associate Dean for International Affairs will make the final decision regarding eligibility for international electives.

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

Students are put on Academic Probation by the Committee on Academic Standing as a warning that they are in danger of suspension or dismissal. The Committee on Academic Standing may recommend a student be put on academic probation if the student:

1. Fails any course, clerkship, elective, or mandatory exercise;
2. Has been cited for lack of acceptable academic ethics or professional behavior;
3. Is unable to pass Step I of the Boards in a timely manner;
4. Has two or more Incompletes or “Z” ’s;
5. Has a pattern of marginal academic performance. Annotation 9

Ending Probation: The Committee on Academic Standing 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.

Suspension 
A student will be automatically suspended, i.e. precluded from participation in academic activities, when the student:

1. Has been cited for lack of acceptable academic ethics or professional behavior as determined by the Vice Dean forUndergraduate Medical Education;
2. Poses an imminent risk of danger to self, others or the institution as determined by the Vice Dean for Undergraduate Medical Education.

The student has fourteen days from being notified of the suspension to appeal the decision to the Dean. The suspension for students who pose a threat to the community begins immediately. The suspension for a student who wishes to appeal will take effect fourteen days after notification or when and if the Dean denies the appeal. At that point the student is removed from the class list and from courses in the remaining academic year.

Leave of Absence: Academic Remediation

Students may request a leave of absence for academic remediation for completion or make up of academic work if their performance indicates a pattern of chronic marginality. Such requests should be made in writing to the Vice Dean UME explaining the reason for the request and the time period requested with a recommendation from the learning specialist of the medical school. A student will not be granted a leave of absence solely to avoid completing course requirements in a timely manner.

Mandatory Leave of Absence for Academic Remediation
A student will be automatically placed on a leave of absence for academic remediation and stopped from participation in current or future academic activities if the student:

1. Fails three courses in first or second year;
2. Fails a clerkship
3. Has two or more Incompletes or “Z” ’s in clinical coursework Annotation 10;
4. Is unable to pass Step I of the Boards in a timely manner or fails it twice

The student will be notified of the mandatory leave by the Office of Undergraduate Medical Education. The terms of the leave will be reviewed by the Committee on Academic Standing at their next meeting.

The School of Medicine has some "non-academic requirements" for matriculants that are delineated as "Technical Standards" that medical students are expected to meet. All students who come here sign the Technical Standards document affirming either that they meet the standards or by specifying how they may not.

PROCEDURE FOR DETERMINATION OF DISABILITIES AND ACCOMMODATIONS*
EFFECTIVE JULY 1, 2008

Federal law and university policy assure that “no otherwise qualified handicapped individual … shall solely by reason of his/her handicap be … be denied the benefit of … any program or activity receiving federal financial assistance.”  What does this mean to you?  If you have a physical, psychological, medical or learning disability that may impact your course work, you may have a right to “reasonable accommodations” – extra time on written exams, special support facilities, special transportation or parking facilities, etc

How does a student who feels he or she may have a disability obtain appropriate accommodations? 

Students are responsible for seeking accommodations, though the School of Medicine is ready and willing to help.  Disability Support Services (DSS) (DSS) is the Stony Brook office that works with a student to assure every request for accommodations is handled appropriately. Any student seeking assistance from the DSS office must self-disclose the believed presence of a specific disability. In order to receive services, appropriate documentation, complete with a diagnosis and stated specific limitations, must be provided to DSS.  All information and documentation is confidential.

If necessary and if the student requests, the School of Medicine will help him or her get tested for a disability and also facilitate DSS review to determine what accommodations are necessary and appropriate. A student who already has a documented disability may contact DSS directly (see #1 below). A student who wishes to determine whether or not he or she has a disability qualifying for special accommodations in the Medical School should notify the Associate Dean for Student Affairs, Dr. Aldustus Jordan, of his/her desire. At that point two avenues are available:

1. The School of Medicine will cover the reasonable costs of testing if the student consents to have the results shared, in confidence, with the Dean’s Office. The student always receives a copy of the report.
   1. For psycho educational testing the student will usually be referred to The Psychological Center on West Campus (Pat Urbelis,  632-7830).
   2. A student who needs other than psycho- educational testing will, with the assistance of the Dean’s office, be referred for the necessary testing to an appropriate specialist or facility.
2. 2. A student may choose to pay out- of- pocket for testing from a private specialist or facility. Sharing the results with the Dean’s Office will, if accommodations are granted, better enable the school to tailor the accommodations to the student’s needs.

When a student has documentation of a disability, he or she should contact Disability Support Services to arrange an appointment (632-6748) in order to determine eligibility for accommodations. DSS reviews the available information and determines for what, if any, accommodations the student qualifies. This determination is confidential and the student determines who is notified. If the accommodation is being sought in the School of Medicine, the confidential notification must be sent to the attention of the school’s Learning Specialist (Linda DeMotta, 444-2085). A copy of this notification as well as the testing report (if available) will be securely placed by the registrar in the confidential portion of the student record. DSS, the student and the Dean’s Office will come to an accord regarding what constitutes an accommodation that is “reasonable” in a school of medicine. Our internal decisions about disability and accommodations do not govern the National Board licensing exams.

The policies of the School of Medicine require that, if a student wishes to take advantage of DSS and School approved accommodations, the student has the responsibility to notify directors of courses in which the accommodations are sought. The notification must be made before the beginning of the course. DSS or the Dean’s Office will notify course directors only when specifically asked to do so by a student.

In situations where a decision regarding accommodations has to be made urgently and testing has been requested but the results are pending, the Associate Dean in consultation with the other Deans may make a temporary determination.

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STUDENT CONSENT FOR RELEASE OF CONFIDENTIAL INFORMATION

Immunizations

To protect themselves, their associates and their patients, all entering medical students must meet immunization requirements for the following: rubella, tetanus, polio, rubeola, diphtheria, varicella, tuberculosis, and Hepatitis B. In addition to documentation of immunization, titers are required for third and fourth year students. It is recommended that all students have titers prior to initial registration. Additionally, students may be required to obtain Hepatitis B surface antibody testing 30 days to one year after completing the Hepatitis B series. (Students who choose not to complete the Hepatitis B series must contact the Office of Student Affairs to sign a declination and to be informed of the rights waived in case of infection.) Annual immunization with influenza vaccine is strongly recommended. Paying for these immunizations is the student's responsibility. Health requirements are determined through University Hospital Rules and Regulations and are consistent with the NYS Department of Health. Changes that might occur from year to year are reflected in the Student Health Services Health Form. The university is required to distribute information about meningococcal disease and vaccination to all enrolled students. This information includes availability and cost of meningococcal meningitis vaccine. All students are required to respond to receipt of this information through the SOLAR system. Additionally, students must provide a record of meningococcal meningitis immunization within the past ten years; OR a signed acknowledgement of meningococcal disease risks and refusal of meningococcal meningitis immunization. This acknowledgement can also be submitted through the SOLAR system.

Prior to the beginning of each year of medical school, all students must provide documentation of an updated physical assessment. This assessment includes an updated physical examination, annual PPD reading, verification of immunization status and proof of health insurance coverage. It is the student's responsibility to ensure that documentation is mailed or faxed and is received by the Office of Student Affairs. (Students are encouraged to keep photocopies of all documentation for their own records.) Advancing to the next year of medical school is contingent upon compliance with these requirements. Students should carry documentation re their current immunizations and TB testing status to all clinical settings.

Stony Brook University School of Medicine has established guidelines for the management of Human Immunodeficiency Virus (HIV) seropositivity, and Acquired Immunodeficiency Syndrome (AIDS) in students of the Stony Brook University School of Medicine. An individual whose behavior significantly deviates from guidelines at the practice site, thereby placing patients, staff, or colleagues at risk of exposure to HIV infection, may be suspended from participation at the practice site pending the prompt review by the Dean of the School of Medicine. Students who wish to know their HIV antibody status may be tested, at the student's expense, at the locations listed in the Student Handbook. Testing will be done confidentially and reported only to the individual tested and to any agency required by state and local health codes.

All students are required to have, and provide documentation of, adequate health insurance coverage for inpatient and outpatient care. Stony Brook offers a health insurance plan for all full time domestic students that will fulfill this requirement. The plan pays for most medically necessary bills, such as doctor visits, mental health counseling, prescriptions, emergency room visits, lab testing, diagnostic testing, surgery, hospitalization, etc.

All full time students at Stony Brook are automatically billed for the University Health Insurance plan at the beginning of each semester. The cost of the plan is $2800 per year for medical students, who require a higher level of coverage for clinical practice.

Waivers for this plan and fee are given only if the student has health insurance through: a job; a parent; a spouse; another related individual; Medicaid or “Healthy New York.” To file a waiver, students must go to the SOLAR system and follow the instructions under “Student Requirements” on the menu. In order for the waiver process to be complete, documentation of other insurance coverage must be provided to the Office of Student Affairs.

Registration and Fees

Registration

The Office for Student Affairs registers all medical students with Stony Brook University for each term of enrollment. Enrollment in courses outside those prescribed in the medical curriculum is permitted only when the student is participating in an approved combined degree program, or secures the approval of the Vice Dean for Undergraduate Medical Education. Registration is not complete and enrollment may not occur until the student has paid fees and complied with immunization and health insurance requirements. 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 Office for Student Affairs, Level 4, Room 150, (516) 444-2341.

Students are expected to pay the annual rate charged for the academic year regardless of the beginning and ending dates. School of Medicine fees, as approved by the Stony Brook University Board of Trustees, will be billed by the Stony Brook Office of the Bursar and payment will be due on the following schedule (approximate):

First and Second Year Students:

Fall semester (August)

Spring semester (December)

Third and Fourth Year Students:

Fall semester (July)

Spring semester (December)

The University and the School of Medicine assess other, non-academic fees. Unless waived, fee bills for both fall and spring registrations will include an assessment for one-half the required health insurance annual premium.

Students are required to own and use computers. To support the use of technology in the curriculum, a computer technology fee is assessed by the University. Additional semester fees assessed by the University include the University Comprehensive Fee and the School of Medicine Student Activity Fee. First year students are assessed anatomy and laboratory fees. Second year students are assessed a laboratory fee.

These fees are subject to change based on University administrative action. Enclosures with fee bills for each billing period provide details of the specific arrangements concerning the time, location, and dates for the payment process. For exact academic year rates, contact the Office of the Bursar at (631) 632-9316. Current tuition and fee rates may be viewed at:http://ws.cc.sunysb.edu/bursar.

Other Educational Expenses

Educational expenses not billed to each student include: room and board; books and supplies; transportation expenses; health care expenses; board exam fees and personal expenses. Only required educational expenses may be considered in determining financial aid eligibility. 

Refund Policy

Refunds to all medical students who withdraw will be made in accordance with the term attendance schedule. Refund dates will be governed by the official starting date of classes for each term based on the following schedule set by the Office of the Bursar:

Fall and Spring semester tuition ONLY refund schedule for withdrawal during:

Please refer to Bursar’s Office web site for actual dates pertaining to the above schedule each semester.