Stony Brook University Employed Students at Stony Brook University Hospital
Updated 9/1/2025
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 online request form can be found here:
The online request form requires a Department Head/AVP Approval. You can use this Word document as a template. We would also take emails that are PDF and uploaded.
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. (listed below)
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 no background check is 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 samantha.durland@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.
Current Requirements:
(a) Criminal Background Checks
Before assignment, the Affiliate Program must obtain a criminal background check through an accredited consumer reporting agency and provide the Hospital with a copy of the actual report if requested.
If the individual has a criminal conviction, the Hospital will determine at its sole discretion and consistent with applicable law whether the placement is acceptable.
The background check must include:
Social Security Trace – Verification that the Social Security Number is valid, not associated with a deceased person, and to identify alias or maiden names for further record searches.
County/State Criminal Record Search – A search of felony and misdemeanor records in all jurisdictions where the individual has resided, under all known names. Searches should extend as far back as available records permit.
The Affiliate Program must notify Hospital Talent Acquisition of any convictions occurring before or during assignment and provide a copy of the detailed report. This process may be updated periodically to comply with current Hospital policy.
(b) Exclusion and Sanctions Checks
Before assigning any individual to the Hospital, and throughout the term of such assignment, the Department shall verify that the individual is not excluded from participation in Medicare, Medicaid, or any other federally funded healthcare programs. This verification must include, at a minimum, review of the following:
U.S. Department of Health and Human Services Office of the Inspector General (OIG) List of Excluded Individuals/Entities
General Services Administration (GSA) System for Award Management (SAM)
New York State disciplinary and license checks
New York State and Federal Sex Offender registries
New York State Justice Center and Child Abuse Registry (as applicable)
Office of Foreign Assets Control (OFAC) list
New York State Medicaid Disqualified Provider List
The Affiliate Program must provide the Hospital with copies of the actual reports confirming that the individual is not excluded if requested. Individuals who appear on any exclusion list, or for whom valid documentation is not provided, shall not be placed at the Hospital.
(c) Annual Re-Verification
For individuals assigned continuously to SBUH for one year or more, the Affliate Program shall repeat the checks outlined in (a) and (b) annually and provide updated reports upon request.
Health Physicals and Medical Requirements
All assigned individuals must meet Hospital and New York State Department of Health (DOH) requirements, including compliance with NYCRR Title 10, Section 405.3.
Physical Examination & History: Must be completed within three (3) months prior to the start date. Individuals must be free from health impairments that pose risks to patients, coworkers, or job performance.
Immunizations: Proof of immunity against measles, mumps, and rubella (MMR) via one of the following:
Serologic evidence of antibodies
Documentation from a prior employer or school
Two documented doses of MMR vaccine (first after 12 months of age; second at least 30 days later, after 15 months of age)
Tuberculosis Screening: Either a two-step Mantoux skin test (PPD) or an IGRA blood test (e.g., Quantiferon Gold) within 3 months prior to start. Documentation must include date of placement, lot number, manufacturer, expiration date, and injection site, signed by an MD, DO, NP, or PA. RN/LPN reads are not accepted. Reports must be submitted to Employee Health at least 3 days prior to start.
Varicella (Chickenpox): Proof of two immunizations or serologic evidence of immunity.
Hepatitis B: Documentation of the full 3-dose vaccination series or signed declination, regardless of serology.
All medical documentation must be signed and include the printed name or stamp and license number of an MD, DO, NP, or PA.
Clearance & Onboarding
If requested, all documentation must be submitted to the Hospital’s Employee Health and Wellness Office no later than seven (7) days prior to the start date. Failure to provide proper documentation will result in the individual being ineligible for placement.
Upon review, Employee Health will issue either clearance or a notice of outstanding requirements. Badge/access processing will only occur after clearance is confirmed.
Questions may be directed to:
samantha.durland@stonybrookmedicine.edu
Example of Attestation Affiliate Program will complete and submit:
