Student Employment to include: Clinical Affiliations, Student Workers & Approved Internships

Student

Stony Brook University Employed Students at Stony Brook University Hospital

Updated 8/15/2023

Stony Brook University student employees are sometimes available to support departments with special projects or tasks. Student employment relationships may not be used to circumvent the usual job request/requisition process.
 

  1. The supervisor must complete all required information for student employment. This includes a list of proposed job duties, the start date of the assignment, the end date of the assignment, the approximate number of hours per week, and business justification for the assignment.  The form must be approved and signed by the Department Head, AVP, and C-suite member before it is submitted to Talent Acquisition. The link can be found here: 
     
  2. Student employment arrangements will not exceed one year in length.  Department heads may submit a new request if an extension is needed.
     
  3. Upon approval, Talent Acquisition will seek to find students who are enrolled in paid work internships with Stony Brook University.  If no such students are available, the department can submit a request via Handshake. All requests by hospital departments will be reviewed by the Career Center & TA before posting.  
     
  4. TA and the Department Head will coordinate the needed clearances, which include a health assessment and a criminal background check.  
     
  5. Students must complete the Health Assessment form and submit it to TA along with the required evidence of immunization.  
     
  6. In some cases, criminal background checks are conducted by the University. In these cases, an additional criminal background check is not needed. 
    a.    Where there is no background check in place, TA will ensure the students comply with the criminal background check process. 
    b.    The criminal background checks are conducted at the hiring department’s expense. (* Departments that wish to have Background Check accounts set up for direct billing can contact lynne.alba@stonybrookmedicine.edu)
    c.    Typically, outside of clinical rotations, students will not need to complete more than one criminal background check for employment purposes while in student status. 


Clinical Affiliations/Rotations

Departments that host students from universities and/or clinical or technical programs may only do so through an approved university or program.  A list of these programs can be found here:
 

  1. All Clinical Affiliations and/or Rotations must be approved by the Department Head, AVP, and C-Suite member of the area and typically last at least 3 months in duration. 
     
  2. Typically, the student’s school conducts all clearances and submits an attestation to TA confirming that all clearances have been conducted.  In the few cases where schools have not conducted the clearance, TA will ensure the student follows the clearance process outlined above.
     
  3. TA will assign a non-employee affiliate ID number and will enter the student’s start and end date in PeopleSoft.  
     

  4. Security access, parking access, computer access, uniforms, and/or any other logistical needs are coordinated by the student’s home department. 

     

If you have any questions please email Francesca.Argueta-Zamora@stonybrookmedicine.edu

Current Student Requirements:

Background Checks

  1. Before an assignment to Hospital, and during the term of such assignment, the department shall determine, by reference to the then-current Department of Health and Human Services Office of the Inspector General’s List, the General Services Administration System for Award Management list of Excluded Individuals/Entities, New York State disciplinary and license checks, New York State and Federal Sex Offender checks, where appropriate – New York State Justice Center and Child Abuse Registry, the Office of Foreign Assets Control and the New York State Medicaid Disqualified Provider List, whether the individual is excluded from participation in Medicare, Medicaid, or other federally funded health care programs, and shall not assign to Hospital any individuals that are so excluded.  Before the assignment, the department shall provide Hospital with a copy of the actual report indicating that the individual is not so excluded.  Failure to provide the Hospital with a copy of the report indicating that the individual is not so excluded shall result in the intern being unable to be placed at the hospital.  Providing Hospital with an individual that is so excluded shall result in the intern being unable to be placed at the hospital
     
  2. Before an individual’s assignment to Hospital, the Agency/Affiliate School/or SBUH  shall determine, through the use of an appropriate consumer reporting agency, whether the individual has at any time been convicted of a crime under any federal or state law, and shall provide Hospital with a copy of the report resulting from such process.  Failure to provide Hospital with the required valid proof shall result in the individual being unable to be placed at the hospital.  Valid proof is defined as a copy of the actual criminal background check report.  If the individual has been so convicted, Hospital shall determine, in its sole discretion and by applicable law, whether the proposed assignment of the individual to the Hospital is acceptable.  The criminal background check shall meet the following specifications:
    1. A Social Security Trace shall be performed to verify that the Social Security Number provided by the individual was issued by the Social Security Administration and is not assigned to a deceased person, and to identify any alias or maiden names associated with the individual.  This trace will provide address records of the individual associated with the number, which shall then be used for the associated criminal records search.
    2. A search shall be performed of all criminal records (felony and misdemeanor) for all counties in which the individual is known to have resided, under his or her current name as well as under any alias or maiden names assigned to the Social Security Number.  Such criminal records search should extend as far back in time as the records of each particular county permit, which may vary by state and/or county. Department shall be required to notify the applicable Human Resources department of any criminal convictions which occurred before or during the time of assignment and provided a copy of the detailed criminal background check report.  This provision may change from time to time to remain compliant with current Hospital policies.
  3. Concerning any individuals assigned to SBUH continuously for a year or more, the department shall re-perform the checks described in paragraphs (a) and (b) of this Section at least once annually, and shall provide SBUH with a copy of the reports upon request.

Health Physicals:

The department agrees that all individuals assigned to Hospital shall meet Hospital and DOH requirements. It is required that service personnel to hospitals insure that these persons comply with New York State Health Code, Section 405.3.

  1. This states that a physical examination and recorded medical history must be completed for all personnel to assure that no person shall assume his/her duties unless he/she is free from any health impairment that may pose a risk to patients or co-workers or which might interfere with the performance of required duties.  This requires a physical examination to be completed within three (3) months before starting.

  2. Assessment of adequate immunity against measles, mumps, and rubella is defined by New York State Codes, Rules, and Regulations Title 10, Section 405.3.  As a condition of employment or affiliation, all personnel is required to have a certificate of immunization against Measles, Mumps & Rubella which means:

    --a document prepared by a physician, physician's assistant, specialist's assistant, nurse practitioner, licensed midwife, or a laboratory possessing a laboratory permit issued under Part 58 of New York State Codes, Rules and Regulations Title 10, demonstrating serologic evidence of Measles Mumps and Rubella antibodies; or a copy of a document described above which comes from a previous employer or the school which the employee attended as a student; or a document indicating two doses of live virus MMR vaccine was administered with the first dose administered on or after the age of 12 months and the second dose administered more than 30 days after the first dose but after 15 months of age showing the product administered and the date of administration, and prepared by the health practitioner who administered the immunization

  3. Tuberculin skin (PPD) placement and reading of a two-step Mantoux skin test are required before the start date or an IGRA test (ex: Quantiferon Gold) within 3 months before starting, if utilizing 2 step PPD testing, PPD must be documented with the date of placement, lot#, manufacturer, expiration date and injection site by providing the facility.  Please note that PPDs may only be read by MD, DO, NP, or PA.  It must also contain a legibly printed name, signature, and license number to be accepted.  RN/LPN reads are NOT accepted.  One PPD must be placed within 11 months before the start date and Booster (two Step) PPD must be within 3 months before the start date to be accepted.  Completed documentation must be submitted to the Employee Health office for approval at least three days before the start date.  Department will supply Employee Health with all required information, including immunization status, titers, PPD status, and negative chest x-ray after the date of a positive PPD with a negative TB symptom review documented on the recent exam. .  All documentation is to be submitted to Hospital’s Employee Health and Wellness Office no later than seven (7) days before the anticipated start date.  Failure to submit documentation for placement clearance will result in the intern not being onboarded.
     
  4. Documentation of immunity to varicella either serological evidence (titers) or proof of 2 varicella immunizations. 
     
  5. Documentation of Hepatitis B vaccination.  The candidate must provide documentation of 3 Hepatitis Immunizations or they must sign a declination regardless of serological evidence of immunity.  (Life-long immunity is demonstrated by both a positive titer AND a completed Hepatitis B vaccination series.)
     

ALL documentation that is submitted must be signed, and contain a printed name or stamp and a license number of an MD, DO NP, or PA. It must be legible.

  • One the documents are sent and reviewed, they will receive a notification of either a clearance or what is needed for that clearance.
  • If the student needs a badge, once the clearance is complete information will need to be provided to gain access to the hospital.