Committee for Student Affairs

The Committee for Student Affairs shall consider and recommend to the Dean and the Executive Committee on matters affecting the well-being of the student body.

COMMITTEE MEMBERS

Committee on Student Affairs (COSA) Operational Policy

I. Introduction

The Committee on Student Affairs (COSA) is a standing committee of the RSOM Faculty Senate at the Renaissance School of Medicine. COSA promotes a respectful, professional, and inclusive learning environment. It reviews individual concerns about mistreatment or unprofessional behavior by faculty or staff that may affect medical students.
COSA considers and recommends actions to the RSOM Dean and the RSOM Faculty Senate Executive Committee on matters affecting student well-being.

II. Committee Composition

COSA is composed of the following members:

• COSA has nine voting faculty members appointed by the Faculty Senate. Faculty may be from Stony Brook University or its clinical affiliates (NUMC, Northport VA, and Southampton). At least two must be from Stony Brook University. One must be from the Northport VA. Faculty may come from any department, but the group should include at least three people with expertise or responsibility for: a) graduate medical education; b) pre-clinical undergraduate medical education; and c) clinical undergraduate medical education.
• Medical Student Representatives:
  • One voting student member from each class year (MS1–MS4), selected via an application and interview process in coordination with the Office of Student Affairs
• Ex Officio (Non-Voting) Members:
  • The Associate Dean for Student Affairs
  • Representatives from the Office of Undergraduate Medical Education (UME)

III. Term Limits

By RSOM Faculty Senate By-Laws, COSA chairs and co-chairs serve four-year terms. Standing committee members serve three-year terms. These limits help with continuity, institutional memory, and broader faculty involvement.

IV. Voting Procedure and Quorum Policy

This policy ensures COSA decisions reflect the will of its members and maintain process integrity. COSA votes on official matters only with a quorum present. Quorum is 50% plus one of the total voting membership.
Once a quorum is reached, decisions are made by a simple majority of those present. Voting can be conducted in person, electronically, or by other approved means, as long as all members have equal access and receive adequate notice. The vote results are recorded and shared with members.    

V. Scope and Responsibilities

COSA is responsible for: 

• Reviewing individual reports of medical student mistreatment or unprofessional behavior involving faculty or staff
• Assessing the nature and context of the reported concerns
• Sending letters to the individuals involved and their supervisors with recommendations for professional development

• COSA gives de-identified feedback to the Faculty Senate, RSOM leadership, and stakeholders, including medical students. This feedback supports improvements in the learning environment and helps close the feedback loop.

  VI. Categories of Concern Reviewed by COSA

  COSA reviews individual concerns primarily related to:

• Verbal mistreatment or intimidation
• Physical harm or threat of physical harm
• Discrimination or harassment based on race, ethnicity, gender, sexual orientation, religion, disability, or other protected status.
• Unprofessional behavior by educators or clinical staff, including quid pro quo and asking students to perform personal services
• Gender-based mistreatment
• Violations of norms for a respectful learning environment

COSA does not review concerns about academic dishonesty, grading disputes, or curriculum content or design.

VII. Reporting Mechanisms

Medical students can report concerns through official university and RSOM channels, including:

• Direct reports to the Associate Dean for Student Affairs
• Navex Reporting Mechanism (third-party reporting system that can be either confidential or anonymous)
• Mistreatment Notes (via CBase)
• Professionalism Notes (Stony Brook Medicine website)
• Course and Clerkship Evaluations (anonymous)
• End-of-Phase Focus Groups
• Gender-Based Mistreatment Committee (GBMC)
• Learning Environment Concerns Committee (LECC)

VIII. How Reported Events Are Addressed

1. Initial Reporting
   Students file concerns using an approved reporting mechanism. The choice of mechanism—anonymous, confidential, or attributed—determines if the reporter's identity is shared during review.
2. Central Review by the Associate Dean for Student Affairs
   The Associate Dean for Student Affairs reviews all submitted reports and:
   • Aggregates and assesses incoming reports
   • Refers urgent issues to appropriate offices (e.g., Title IX, Human Resources, Department Chairs)
   • Identifies individual-reported concerns appropriate for COSA review
   • Prepares de-identified or redacted summaries of these reports for COSA’s review
3. COSA Review Process
   When COSA receives a report:
   • The committee reviews the details of the concern.
   • Evaluates the behavior described in the report
   • Decides whether communication to the involved parties is warranted
4. Communication to Faculty or Staff
   If COSA determines that a concern merits follow-up:
   • A formal letter is sent to the faculty or staff member named in the report.
   • A copy also goes to the immediate supervisor, such as the Course Director, Clerkship Director, or Department Chair.
5. Each letter includes:
   • A general, non-identifiable description of the concern
   • An emphasis on maintaining a respectful and professional learning environment
   • Recommendations for professional reflection or improvement, such as seeking feedback or mentoring

IX. Meetings and Documentation

• COSA meets regularly during the academic year to review student reports, discuss cases, and make decisions.
• The committee will convene a minimum of eight times per academic year.
• COSA will address concerns within 30 days of receipt.
• Meetings are private except for invited individuals. All deliberations are confidential.
• Internal records are maintained for all cases reviewed and letters sent.
• An annual de-identified summary report is submitted to the RSOM Faculty Senate, which includes:
  • Common themes
  • Institutional areas of concern
  • Recommendations for improving the learning climate

X.  Recusal

• COSA members must recuse themselves from any case where their impartiality may reasonably be questioned. This includes, but is not limited to:
  • Direct involvement in the allegation, close personal relationships with involved parties, and perceived bias due to prior opinions or actions.

XI. Policy Review

This operational policy is reviewed annually by COSA faculty and the RSOM Faculty Senate Executive Committee. Revisions must be approved by a vote of the RSOM Faculty Senate.

XII. Conclusion

COSA plays a vital role in maintaining RSOM’s commitment to a safe, inclusive, and professional learning environment. By reviewing individual concerns and providing constructive, confidential feedback to involved parties, COSA helps promote accountability, foster professional development, and support the continuous improvement of the educational experience.

Approval Date: November, 2025