Unit Procedure
Title
School of Medicine Offices of Medical Student Education: Procedure for New Child Adjustment
Introduction
Purpose
This Procedure outlines the required steps for students taking time away from the Medical Doctorate (MD) degree program curriculum ("Student/s") to care for a New Child.
Scope
This Procedure applies to all Students in the MD degree program and deans, faculty, and staff who are responsible for its implementation.
Procedure
Multiple resources are available to Students who have questions about navigating the process of requesting and planning a New Child Adjustment ("NCA") Period. Students are encouraged to reach out to any of the following School of Medicine ("SOM") departments/staff or faculty members to address their questions by emailing SALeadership@listserv.med.unc.edu:
- Associate and Assistant Deans for Student Affairs
- Senior Director for Student Affairs
- Office of Academic Excellence
- College or Campus Advisor
Students are also encouraged to address their questions via walk-in appointments at the 'Student Portal' on the third floor of Roper Hall.
Initiation and Intent of an NCA
Students requesting NCA Leave must contact the Office of Student Affairs by emailing SALeadership@listserv.med.unc.edu as early as possible to plan their time away and make preparations for any restructuring of their schedule if needed. While advance notice of at least twelve (12) weeks is ideal and provides the best options to Students, SOM acknowledges that there may be circumstances in which a New Child is not always expected (e.g., emergency custody situations). In these situations, Students should contact the SOM Office of Student Affairs by emailing SALeadership@listserv.med.unc.edu as soon as possible to discuss their options.
A Student seeking NCA Leave—particularly for a period exceeding six (6) months—must schedule a leave of absence (LOA) meeting with the Office of Student Affairs, which will coordinate involvement from key partners such as the Health and Safety Office, Registrar, Financial Aid, and the Student's college or campus advisor, as well as other relevant representatives as needed. The meeting can be arranged by emailing SOMregistrar@med.unc.edu. The meeting will be designed to develop an individualized, coordinated plan for the Student that considers academic, financial, and logistical implications of the Student's NCA Leave. The finalized plan will be documented in an official LOA letter, which serves as formal notification of the Student's NCA Leave from the SOM and outlines the Student's anticipated return date along with important details related to the Student's University systems access, email access, financial obligations, and other pertinent considerations.
Students with questions about this Procedure should contact Student Affairs Leadership, including the Associate Dean, Assistant Deans, and Senior Director. Any concerns regarding the implementation of this Procedure or perceptions of mistreatment based on parental status, lactation, or use of the New Child Adjustment Policy should be directly reported to the University Compliance Office. Additionally, Students can report concerns through the Office of Student Affairs' mistreatment link.
Definitions
New Child: A dependent child, newborn biological child, or a newly placed adopted, foster or otherwise legally placed child under the age of eighteen (18) whose Parent/Guardian is a Student.
Parent/Guardian: Either (a) the parent of a child through birth or legal adoption, or (b) an individual who cares for a child through foster or other legal placement under the direction of a government authority.
New Child Adjustment (NCA) Period/Leave: Time away from the curriculum due to an NCA.
Related Requirements
External Regulations
Unit Policies, Standards, and Procedures
Contact Information
Primary Contact
Title: Senior Director for Student Affairs
Name: Valerie Glassman
Email: valerie_glassman@med.unc.edu
Publication Details
Issuing Officer: Alice Chuang, Associate Dean for Student Affairs, alice_chuang@med.unc.edu
Effective Date: October 1, 2025
Review Cycle: The Education Committee will review this Procedure on an as-needed basis with input from SOM Students Affairs and the University Compliance Office.
Next Review Date: September 30, 2027