Academic Guidelines for the Third Year Medical Student

Introduction Affiliates
Grade Appeals Schedule Change Requests
Attendance Policy Site Specific Information
Communication/E-Mail Directions to Sites


Please Note:

Health/Immunization Records must be brought to every rotation except those at UHMC. Lack of these forms may delay your rotation. The health records will not be faxed to the site from Stony Brook. Nassau University Medical Center and Southhampton Hospital have very specific health requirements, such as drug testing, an extra PPD, and titres. The VAMC also has fingerprinting and other requirements. Please read the orientation PowerPoints carefully and give yourself time to provide the site with the information they require well in advance of starting your rotation there.


Each of the course descriptions included in these webpages has been submitted by the appropriate department and reflects the official practices of that department. Each course description includes a section on evaluation.  Mid-clerkship feedback, clinical skills and clinical conditions are required in each clerkship. Read each course description carefully and look in CBase to review what is required.

Please check the Medical School Policies and Procedures for further information.

Grade Appeals

Students should review grades regularly by viewing their electronic student records on CBase. Click here regarding Grade Appeals.

Schedule Change Requests

Requests for a change in a clinical site or rotation must be made using the CBase drop-add system  at least 30 days prior to the start of the Clerkship. If an emergency arises and a change must be requested less than 30 days prior to the start of a rotation,  the written permission of the course director is required on a drop/add form. WUH students make clerkship changes through the WUH Office of Academic Affairs.

First Day of Rotations and other Site Specific Information

Instructions for the first day of the clerkship can be found on the clerkship's courses information page. Click here for driving directions to affiliate sites.

Orientation at our affiliates:

There is detailed information about orientation and housing for each affiliate site in CBase under "3rd year orientation training" as well as in the “Site Information” in each clerkship course description. In the “3rd year orientation training”, you will find PowerPoint presentations about Winthrop, Southampton, NUMC and the VA. Representatives from each site will be available at various class meetings during the year. Read your TGIF emails carefully to learn about the dates and times of these meetings. Meeting dates/times are also posted on the Academic Calendar.

Attendance at All Clerkships:

If you need to be absent from a clerkship, you must request permission from the course director at Stony Brook AND the site director at whichever site you are assigned to. Please see the Policies and Procedures regarding excused absences and making up missed work. Permission for an Excused Absence must be requested using the  CBase/Documents/Excused Absences tab and granted prior to taking the time off. Excused Absences for medical reasons require a doctor’s note.

Communication between Students and the Office of Undergraduate Medical Education at Stony Brook

The student is responsible for keeping the Office of Undergraduate Medical Education up-to-date with changes in phone numbers, pagers, and addresses, as these may differ as you change clerkship sites. This is necessary to do on a regular basis to assure that we can get in touch with you and notify you about meetings, opportunities, academic concerns, etc. You can update your contact information through CBase.

You should also plan to check your mail slot (level 2) regularly for mail and notices (or have a friend pick up your mail).

In addition, E-mail is the official method for class communications from this Office and students are expected to check their e-mail regularly. Failure to do so will not constitute a valid excuse for missed information.

Disabilities/Special Accommodations:

Americans with Disabilities Act:
If you have a physical, psychological, medical or learning disability that may impact your course work, please contact Disability Support Services, ECC (Educational Communications Center) Building, room128, (631) 632-6748. They will determine with you what accommodations are necessary and appropriate. All information and documentation is confidential.

If you have any condition, such as a physical, mental or learning disability, which will make it difficult for you to carry out the work outlined by a department or which will require extra time or other special arrangements on examination, please document the disability with Dr.Chandran and the Office of Undergraduate Medical Education. Then, notify each Clerkship Director at the beginning of the course and specify the approved accommodation. Do not wait until the morning of an exam to request special accommodations. If your need for accommodation is not documented with the University and Renaissance School of Medicine at Stony Brook University, please see Dr. Aldustus Jordan in the Office of Student Affairs and  Academic Advising  to make appropriate arrangements.