Policy and Procedure

POLICY AND PROCEDURE FOR RESPONDING TO A STUDENT DEATH University of California, Santa Cruz June – 1994 Revised March 2001 TABLE OF CONTENTS Page I. II. III. Introduction Policy Procedures A. On Campus B. Off Campus 3 4 5-6 Attachments A-1 A-2 B-1 B-2 B-3 C D E F Coordinator‟s Worksheet Coordinator‟s “Need to Know” Listing Office of Registrar Administrative Notification Procedures Sample Notification of Deceased Student Letter Office of the Registrar Records Disclosure Policy Vice Chancellor, Student Affairs Responsibilities College Provost or Graduate Dean Responsibilities Explanation of Roles Inventory of Personal Belongings Worksheet 10 11 12 13 14-15 16 7 8 9 9/2/09 2 I. Introduction The death of a student is a serious loss to our community and we should respond in a sensitive, caring and cohesive manner. Shock and upset feelings naturally accompany such tragic news. This document provides a policy statement, procedures and guidelines to help ensure that proper notification and dissemination of information occurs. Also included is resource information and checklists that can help both in an immediate response and routine administrative follow-up. Death can be the result of natural or accidental causes; it can be the result of a suicide or even a homicide. This document does not address the crisis management that is needed to prevent a death; it assumes that the death has occurred. Each case will be different and every circumstance cannot be predicted; therefore professional judgment is needed in every instance. For example, if a student dies from natural causes in the care of an attending physician and the cause of death is not suspicious, the attending physician is ordinarily responsible for notifying the family. If it is a suspicious death, it becomes the Coroner‟s responsibility to notify the family. Therefore, it is expected that the Coordinator may choose to call together an Administrative Management Team to assist in the aftermath of a student death. These guidelines apply primarily to student deaths, but they may also prove useful with the death of non-students, such as family members living on campus or the death of a student‟s parent. (Note: There is a separate policy dealing with the death of a staff member.) Checklists have been included to keep the procedures brief and clear. 9/2/09 3 II. Policy The Vice Chancellor-Student Affairs (or designee) is the official responsible for this policy and for regularly updating the procedures and resource listings, which assist the campus in responding to a student death. The UCSC Police are in charge of the scene of a campus death and do not release the scene until an investigation as to the cause of death is complete. Once police release the scene, the Coordinator takes over as the person responsible for a return to normalcy. The Coordinator may contact only a few or many people on campus depending on the circumstances of the death. An enrolled student‟s place of residence or collegiate affiliation determines who acts as Coordinator for these procedures, regardless of whether death occurs on or off campus. Coordinators may delegate this authority. Designated coordinators are: _ _ _ College Administrative Officer (CAO) Dean of the Graduate Division Managers of Family Student Housing, Graduate Apartments, Camper Park, UCSC Inn, UCSC Town Center, the Village; or the Assistant Director, Conference & Summer Housing for undergraduates living on or affiliated with the CAO‟s college; for graduate students living in non-university sponsored housing; for students living at these residential facilities during the school year; or in any universitysponsored housing in the summer quarter The next-of-kin should NOT be charged for any administrative or facility work that occurs as the result of a death. Whenever possible, activities should be rescheduled, redirected or reduced if they might intrude upon the privacy of the family. Roommates may also need relocation. Coordinators need to be cognizant that family members may not speak English or may have a disability-related need that may need accommodation. 9/2/09 4 III. A. Procedures On-Campus 1. Call UCSC Police The UCSC police are in charge of the scene until they say they are no longer in charge of the scene and formally release it. People should be moved out of the area and it should be kept clear. Do not enter, do not touch the victim or any property, and do not conduct any searches. If someone does inadvertently enter the scene, or leaves the scene before police arrive, this should be reported to the police when they arrive. The police will judge the nature and degree of investigation that is required, and the police have the authority to exclude family, friends, and university administrators from the scene until they determine it is appropriate. The police will contact the Chancellor (or designee), Student Affairs and BAS Vice Chancellors, and the Associate Vice Chancellor (Public Information). Assist the police in determining student‟s identity, local (residence) address, and college affiliation. 2. Call Coordinator Once the police release the scene, the Coordinator is responsible for: a. Contacting the Vice Chancellor, Student Affairs (or designee); b. Verifying the student‟s identity, address and college affiliation; c. Monitoring the event and coordinating actions that help the community return to normalcy; d. Completing needed information, (see Attachment A-1, the Coordinator‟s Worksheet); e. Verifying with police or others on status of notification of next-of-kin; f. Determining who has a “need-to-know” and keeping those people informed, (see Attachment A-2); Note: Each college should have an internal plan and decide in advance who needs notification. As soon as facts are known, the Coordinator is encouraged to write a letter to the community explaining the circumstances of the incident, especially when rumor control may be an issue. Public Information and Counseling & Psychological Services staff can assist with the drafting of such a notice. g. Calling Counseling and Psychological Services for providing “crisis” and “grief” support services for anyone in the community/hall/apartment who needs it; h. Securing personal property for later disposition to the estate (see Attachment F). i. Establishing an Administrative Management Team if appropriate. B. Off-Campus There is no way to predict who will learn first of off-campus deaths. Note: UCSC police do not need emergency notification in these cases. 9/2/09 5 1. 2. Whoever first gets the initial information should immediately report it to either the Coordinator or directly to the Vice Chancellor, Student Affairs (or designee). Coordinator is responsible for: a.) b.) c.) Following steps, III, A2., a-i above; Coordinating with the Community Rentals Office for off-campus student residents, to make sure roommates get support and assistance for handling any needed changes in their rental agreement; Establishing an Administrative Management Team if appropriate. 9/2/09 6 Attachment A-1 COORDINATOR’S WORKSHEET – DEATH OF A STUDENT STUDENT INFORMATION Name College Affiliation Attended UCSC from Date of Death to DOB Major [ ] Currently Not Enrolled [ ]LOA [ ] Other Cause of Death (if known) Age NOTIFICATION Emergency Contact/Next-of-Kin/Nearest Available Relative Name(s) Relationship____________________________________________________________________ Address _______ * Phone(s) Source of Information e-mail HOUSING Location/Address [ [ [ [ [ ] ] ] ] ] Notified housemates, residential staff Secured personal belongings, see Attachment F Changed locks, secured keys Ordered needed custodial/maintenance work Contacted Environmental Health & Safety if hazardous material (including blood) clean-up is needed Notes/Comments:________________________________________________________________________________ _________________________________________________________________________________ ________________________________________________________________________________________ Instructions: Send this completed information to the Vice Chancellor-Student Affairs (FAX 9-2760) and the Office of the Registrar (FAX 9-5051). This can be done the next working day, unless the Coordinator feels the situation is more urgent. Attach copy of any written or printed information (media announcements, obituary, etc.) if available. *For notification purposes, the “emergency contact” on file with the College Office takes precedence over the next-of-kin record in the Office of the Registrar. Two copies of this page should be completed in case the student has two sets of parents. *“Nearest available relative” sequence is spouse, parent, child 18 year or older, sibling and then other relatives. Note: The Coordinator is NOT the person who “notifies” next of kin, but will generally serve (in consultation with the Provost or Graduate Dean) as the campus contact for coordinating aftermath arrangements. 9/2/09 7 Attachment A-2 COORDINATOR’S “NEED TO KNOW’ LISTING FOR IMMEDIATE RESPONSE TO THE DEATH OF A STUDENT Note: The Division of Student Affairs regularly provides updated “emergency contact” home and cell phone listings to all likely coordinators. IMMEDIATE/FIRST CONTACTS [ ] UCSC Police/Dispatch, 9-2231 The UCSC police will notify the Chancellor, the Vice Chancellors from BAS and Student Affairs, and the Associate Vice Chancellor, Public Information. [ ] [ ] [ ] College Administrative Officer (if not case Coordinator) of student‟s college Provost of student‟s college Dean, Graduate Division (if graduate student) SECONDARY/NEXT CONTACTS (IF APPROPRIATE) [ [ [ [ [ [ [ [ ] ] ] ] ] ] ] ] AVC/Student Affairs AVC/Housing, Dining & Childcare Services Director, Counseling and Psychological Services (M-F, day) Residential Crisis Program (nights & weekends) Other College Staff (including Proctor) and/or Administrative Management Team Academic Department Manager (if student has declared major) Registrar Director, Student Health Services INSTRUCTIONS SPECIFIC TO COLLEGE/ADMINISTRATIVE MANAGEMENT TEAM [ [ [ [ [ [ ] ] ] ] ] ] Initiate Change of Address Card/Notification Letter to residential staff, students Rumor control Information to staff and students about resources Follow-up assignments (memorial service, scholarship, custodial/maintenance needs) Establish communication plan (campus/media/family/friends/etc.) 9/2/09 8 Attachment B-1 OFFICE OF THE REGISTRAR ADMINISTRATIVE NOTIFICATION PROCEDURES The Office of the Registrar provides the campus with the official written notice of a student death, as soon as possible. The “Notice of a Deceased Student” letter is addressed to: Accounting Services Accounts Receivable Admissions Alumni Office Career Center Cashier Chancellor‟s Office Community Rentals Office Computing & Telecommunications Services (CATS) Counseling and Psychological Services Disability Resource Center Educational Opportunity Program Financial Aid Housing Contracts Office McHenry Library Circulation Desk Office of International Education Office of Physical Education, Recreation & Sports (OPERS) Police Public Information Office Science Library Circulation Desk Services for Transfer & Re-Entry Students (STARS) Student Communication Services Office Student Health Services Student Judicial Affairs Student Development & Community Service Transportation & Parking Services (TAPS) University Dining Services The following people should be copied on the notice: Chair, Academic Department (if student had declared a major) College Administrative Officer (undergraduate student‟s college) College Provost (undergraduate student‟s college) Dean of Graduate Studies (if graduate student) Instructors (instructors of record for currently enrolled courses) Office of the Registrar, Student Records Office of the Registrar, Student Transcripts Vice Chancellor, Student Affairs Vice Chancellor, University Relations Vice Provost and Dean of Undergraduate Education (if undergraduate student) Note: In the case of a disaster in a classroom or in the community where the identity of many would be in question, the Office of the Registrar can provide a list of all students enrolled in that class to the police. They can also check for other currently enrolled students with similar names (as those who are deceased) and can ask those students to contact their family and friends in order to let them know they are safe. 9/2/09 9 Attachment B-2 The following is a SAMPLE of a NOTICE OF DECEASED STUDENT letter to be sent by the Office of the Registrar: **** To: Subject: (see address list described in B-1) Deceased Student: - This office has been notified of the death of - on . Mr./Ms. attended UCSC from to as an undergraduate student with a major in . S/he was years old at the time of her/his death. Please take all of the necessary steps to change/amend your office‟s official records. If a mailing address must be maintained, change it to c/o Office of the Registrar. A memorial service is being planned for on ______________ by ______________. (If this information is not available, provide name and contact information for someone who is responsible for planning any memorial activities.) Sincerely, Registrar University of California, Santa Cruz Santa Cruz, California. 95064 cc: (see list in Attachment B-1) 9/2/09 10 Attachment B-3 OFFICE OF THE REGISTRAR RECORDS DISCLOSURE PROCEDURE Requests received by the Office of the Registrar for information about a deceased person who attended the Santa Cruz campus of the University of California, including but not limited to an official transcript, shall be considered on an individual basis. Primary consideration will be given to requests that are supported in writing by the deceased‟s immediate or surviving family. In all cases, proof of death in the form of a death certificate or newspaper obituary is required. 9/2/09 11 Attachment C VICE CHANCELLOR – STUDENT AFFAIRS RESPONSIBILITIES a. Serves as the primary, senior campus administrative official liaison with family members. b. Serves as the primary liaison with other senior campus officials following the police release of the scene and coroner‟s notification of death. c. Serves as the primary senior administrative contact for the Coordinator. d. Ensures that a Chancellor‟s letter of condolence to family and letter to general campus community (administrative e-mail list) are completed. 9/2/09 12 Attachment D COLLEGE PROVOST or GRADUATE DEAN RESPONSIBILITIES a. Serves as the official academic liaison from the institution for family members. b. With the Coordinator and other appropriate college and campus staff and faculty, meets with members of the affected community in the aftermath of a student death; c. With the Coordinator (and in consultation with the Vice Chancellor and Public Information) is responsible for writing a letter to all members of the immediate affected student community; d. Is responsible for initiating the planning and overseeing the execution of a memorial service, and contacting the Chancellor regarding participation/role in the service; e. Is responsible for contacting the deceased student‟s instructors, and will also contact instructors of highly impacted students (i.e. room or apartment mates, close friends, relatives, etc.), if deemed necessary, in order to make any appropriate academic arrangements; f. Works with the Vice-Provost and Dean of Undergraduate Education or the Dean, Graduate Studies to follow-up on requests for posthumous degree/awards. 9/2/09 13 Attachment E EXPLANATION OF ROLES Accounts Receivable Holds student billing following receipt of official Notice of Deceased Student from the Office of the Registrar; reviews debts and coordinates cancellation of debt/return of credits with appropriate departments (i.e. Financial Aid, Library, Housing, Health Services, etc.) Administrative Management Team A team of „experts‟ called together on an as needed basis in the aftermath of a death by the Coordinator. Membership fluctuates depending on the specifics of the event. Assistant CAO/Residential Life Coordinator Collects keys, changes locks if needed; cancels the housing/food service contract. If the student lived off-campus, contacts roommates and offers to help with lease/rental agreement termination options, via the Community Rentals Program. If the student has a family on-campus, makes decisions about their length of stay, rent, etc.; if the student has school-age children, notifies their school. Career Center If the student was a University employee, asks the home department to process a PAF to separate the student employee. Forwards any unpaid earnings to the estate. Computing & Telecommunications Services Cancels student computer account; removes student name from online directories. Coordinator The Coordinator is designated by the student‟s college affiliation or place of residence. Responsible for coordinating a return to normalcy, maintaining centralized information on the status of the incident, and delegating actions to appropriate people. Coroner Responsible for determining the cause of any suspicious death; coordinates notification of next-of-kin for coroner cases. UCSC Police are liaison with Coroner. Counseling and Psychological Services Responsible for coordinating follow-up meetings and individual and group support needed in the college community or off-campus household; provides assistance to family, friends, roommates and staff. Directs the work of the Residential Crisis Program (on-call psychologist team that handles night and weekend crises). Department Provides information about the student, as needed. Departments many have a closer relationship with students and are able to be of great assistance in resolving some of the issues that arise. Disability Resource Center Notifies the appropriate agency if the student was a beneficiary of their program, such as the State Department of Rehabilitation. Environmental Health and Safety and blood-borne pathogens. Education Opportunity Program Provides consultation and services for biohazard clean-up Same as “Department” above. Financial Aid Cancels remaining financial aid loan/grants; notifies banks in the case of guaranteed loans; works with Accounts Receivable to close student accounts. 9/2/09 14 International Education Same as “Department” above. Library Circulation Desks Book loan department runs a check and mails list of outstanding books to the Coordinator. (McHenry and Science Libraries) Transportation & Parking Services Cancels parking permit and issues refund to the estate; may assist the Coordinator in the disposition of a student vehicle. Payroll/Service Center(s) For a student employee, pays any salary that is due to the estate. Physical Plant Provides any needed custodial, maintenance, or lock shop work. Police In charge of the scene. Investigate the death if caused by criminal action. Primary responsibility for notifying the Chancellor and PIO. Confirm that student has been declared dead, cause of death and assist in identifying the student; liaison with other law enforcement agencies; work with the Sheriff/Coroner; notify the Coordinator of any status change; assist the Coordinator in securing personal property and maintaining order. Public Information Office (PIO) Maintains liaison with the media; coordinates needed news releases; may authorize non-campus news media members on campus; verifies dates of attendance. Registrar Immediately becomes the “new address” for a student living off-campus. The college remains the address for a student living on campus. This helps avoid needlessly burdening the family with and stray university bills, routine administrative announcements, solicitations, etc.; coordinates the release of information to other campus units via a formal letter, see Attachment B. Initiates all adjustments to student fees, refunds, etc. and notifies student‟s instructors. Student Communication Services Cancels a student‟s local telephone bill; deactivates phone and PAC; reviews long distance bill, if any, and either cancels it or forwards it to the Coordinator. Student Health Services Pulls medical records and archives them. Checks to see if the student was covered by the UHIP or GSHIP, and also checks eligibility for an accidental death benefit. University Counsel Advises the Coordinator on legal issues which may arise; is available to the Administrative Management Team for specific questions. 9/2/09 15 Attachment E INVENTORY OF PERSONAL BELONGINGS STUDENT INFORMATION Name Date of Inventory Student Campus Address Name of Person Taking Inventory Stored Where NEXT-OF-KIN/DISPOSITION REQUEST Names Relationship Address DOB Phone(s) Date Contacted/Family‟s Request Make a copy of this page if there are two sets of parents. Record both requests, if different. INVENTORY List all belongings which are being stored, include clothing, electronic or personal items, jewelry, furniture, books, tapes, CDs, instruments, picture/posters, etc. Use back of sheet if needed. 9/2/09 16