Directives

PURPOSE

To prescribe a set of administrative procedures to assist students and employees in dealing with the death of a current student

SCOPE

All registered students

DEFINITIONS

POLICY

1. The College will provide assistance to students and employees in dealing with the death of a student, in a sensitive and expeditious manner.
2. Any death which occurs on College premises demands additional responses including contacting police and legal authorities. The circumstances surrounding the student’s death will determine the College responses, notwithstanding the procedures contained in this policy.
3. The College recognizes that students and employees may need assistance in dealing with their grief and will put the Tragic Event Response Team (T.E.R.T.) at their disposal, if necessary.

   
   Reporting and Verification of Facts
   

4. Any member of the College Community who learns of the death of a student is requested to report immediately all known information concerning the student and the circumstances of the death to the Office of the Director, Student  Support Services (Ottawa Campuses), or to the Office of the Dean on the Perth or Pembroke Campus.
5. This office will immediately verify all necessary details and complete the form Notice Concerning the Death of a Current Student  (Appendix 1).

   
   Communication to Administrative and Academic Sectors
   

6. The Office of the Director, Student Support Services, or the Dean on the Perth or Pembroke Campus  will distribute the form Notice Concerning the  Death of a Current Student (Appendix 1) with all  details known at the time, including funerals arrangements, to the parties listed on the form.
7. The T.E.R.T Leader will determine, in cooperation with the student Program Chair, the best method of communicating the information to affected professors and students along with the offer of T.E.R.T. assistance.
8. Students and academic staff will decide on the appropriate memorial gestures to be offered to  the family.

   
   College Response
   

9. The President’s Office will prepare and send a letter of condolence to the family of the deceased.  In the case of the death of a current full-time student, the President’s Office will ensure that the College flags are lowered on all campuses from the date of the notification until the day of the funeral.
10. If appropriate and feasible,  a College representative will visit the family.  This representative may be a member of the academic department who knew the student, or the Chair may ask the Director, Student Support Services, or a member of the T.E.R.T.to do so.

    
    Closing of Academic Records and Refund Assessments
    

11. The Registrar, in consultation with the Program Chair, will decide if academic credits or recognition can be awarded posthumously.
12. The Registrar will assess if any tuition refund is possible and will close the student academic file.

    
    Closing of Administrative Records and Return of Property
    

13. A College employee will be designated to interact with a family member for the return of property and the closing of administrative files.  Only employees who have the skills, sensitivity, and authority to make the necessary decisions in such cases will be assigned to interact with the family member or their representative.
14. Once the student’s files are closed, the student’s name will be removed from potential mailing lists to prevent any unnecessary future distress to family members.

    
    Deaths Reported Some Time After their Occurrence
    

15. In some cases, the College is not aware of the student’s death until a family member asks to close the student’s records and/or returns books or borrowed equipment.  This family member is to be  referred to the Office of the Director, Student Support Services, or the Dean of the Perth or Pembroke Campus. After meeting with the family member, the Director or Dean will notify the appropriate College departments of the student death so College records can be updated.  These include the parties listed on the Notice Concerning the Death of a Current Student, Ancillary Services, Finance, Alumni Office, Registrar’s Office.

    
    Death Occurring on Campus
    

16. If a student dies on campus, initial responsibility is to be taken by services such as Health Services or Safety and Security Services, depending upon the circumstances, nature and location of the death.

PROCEDURE

SUPPORTING DOCUMENTATION
Appendix 1         Notice Concerning the Death of a Current Student          

RELATED POLICIES
AA 14    Grading System

RELATED MATERIALS
None

SA 04: APPENDIX 1

NOTICE CONCERNING THE DEATH OF A CURRENT STUDENT 

  NAME OF STUDENT:                                                                     STUDENT NUMBER:   

  PROGRAM:                                                                                       DATE OF DEATH:  

  ADDRESS:                                                                                          DATE OF BIRTH:    

  NEXT OF KIN:                                                                                   GENDER:                              AGE:         

  HOW AND WHEN THE COLLEGE WAS INFORMED OF DEATH: 

  NATURE OF DEATH:  

  VISITATION ARRANGEMENTS:  

  FUNERAL ARRANGEMENTS:       

  MEMORIAL DONATIONS:          

  STAFF MEMBER WHO WILL BE FAMILY’S CONTACT PERSON:

                                       PLEASE NOTE THAT ANY SENSITIVE OR CONFIDENTIAL DETAILS

                                             ARE NOT TO BE DIVULGED EXCEPT TO COLLEGE OFFICIALS 

DISTRIBUTION

Members of President’s Executive Committee,
Deans and Directors Committee (PEDDC)
Ombudsman
General Manager, Students’ Association
Program Chair of the Student
Campus Team Leader of Tragic Event Response Team (T.E.R.T.)
Business Administrator, Advancement
Leader, Safety and Security Services Team
Manager,  Academic Services and Innovation Projects, Learning Resource Centre
General Manager, Residence Services
Administrative  Assistant to the Director, International Education Centre (if applicable)                                  

From the Office of the Director, Student Support Services, Ext. 7082