Last updated: June 2013

Procedures to be followed in the event of a student death

This policy is intended to guide individuals through their involvement in a sensitive and difficult incident and seeks to complement the University’s Incident Management Procedures.

It is fortunately relatively rare that the University is faced with the death of one of its students. Nevertheless, it is essential that the University sets in place a procedure which establishes the appropriate level of response, which recognises the distress experienced by the next of kin and members of the University community, and establishes clear responsibilities and lines of communication. The guidance in this document applies to student deaths on University premises and also deaths which occur ‘off-campus’ and outside term-time. A modified version of this procedure is in place for the University campuses in China and Malaysia. Any member of staff who finds out about a death has an obligation to notify the University in line with this policy.

Discovery or notification of a death

  1. Anyone discovering a death at the University must notify the 24-hour Security Control Room immediately on 0115-9513013 or internal extension 13013. It is not the responsibility of the person discovering a death to notify a wider group.
  1. The Security Control Room will inform the Chief Security Officer who will contact the Police and Registrar (or, in his absence, one of his deputies[*]).
  1. On hearing of a death, the Registrar will appoint a Senior Coordinating Officer who will normally be either the Director of Student Operations and Support or, if the deceased is an International student, the Director of the International Office.
  1. In all events, the Senior Coordinating Officer will ensure that key staff are informed of the death and updated on developments on a regular (usually daily) basis. Key staff, who must be included in all correspondence are:

Registrar

Vice-Chancellor’s Executive Officer

Director of Student Operations and Support

Director of International Office (for non-UK students)

Chief Security Officer

Head of School

Director of Communications

Hall Warden (if relevant)

  1. Management Board and a wider group of the University community (see Appendix) will be notified of the death at the earliest opportunity by the Senior Co-ordinating Officer.
  1. The Police should take responsibility for the notification of relatives and no member of University staff should normally be in a position where they feel that they have to speak to relatives to report a death. This will mean that there are limitations on what staff can reveal in such circumstances. However, it is often easier for the University to make contact with the family of an international student than it is for Police authorities to use their international connections. In these circumstances, the University will offer to communicate with relatives via local partners to report a death.

Responsibilities of the Senior Coordinating Officer

The Senior Coordinating Officer will be responsible for coordinating the following activities and communications, but they may naturally be delegated to a more appropriate level (such as the School) for direct action:

  • Liaison with the Police and Coroner (via the Chief Security Officer)
  • Liaison with the Hall Warden or third-party accommodation provider
  • Liaison with the press (via the Director of Communications) and the routing of all enquiries to the Director of Communications
  • Provision of support and advice for the family regarding local arrangements, including the removal of belongings from any accommodation
  • Ensuring that students and staff affected by the death are supported by the relevant Personal Tutors and Hall Tutors and made aware of the assistance available through the University Counselling and Chaplaincy services
  • Informing the Counselling Service and Chaplaincy with a view to them prioritising appointments from students and staff affected by the death
  • Liaison with the deceased’s Head of School over a timely and sensitive announcement to students and staff within the School and, in the case of Joint Honours students, any necessary contact with other Schools
  • The writing of a letter of condolence to the family (normally via the Vice-Chancellor and/ or Head of School)
  • Arranging for appropriate representation at the funeral and liaison with the family over the desirability, format and their participation in a local memorial service (normally organised by the School)
  • Contacting the Head of Academic Services and the Director of Finance to formally update the registration of the deceased and ensure that no correspondence regarding routine administrative procedures and fees is sent to the address of the deceased, thus causing additional distress and embarrassment
  • Where the deceased lived in shared accommodation, liaison with other students at the same address to ensure that appropriate support is available
  • Facilitating, via Financial Services, access to emergency funds in the event of financial hardship associated with the death. Exceptional requests for support will be subject to the approval of the Registrar.
  • Facilitating where appropriate, via Financial Services and NH, the cancellation of any outstanding debts and the reimbursement of any advance payments of Tuition, accommodation or other fees dated from the death of the student.

International Students

The death of an international student will normally lead to the appointment of the Director of the International Office as the Senior Coordinating Officer.

In these circumstances, the Senior Coordinating Officer will also refer to established International Office procedures and may undertake additional responsibilities in relation to the following:

  • Liaison with relevant consulate/ embassy
  • Visa arrangements for parents
  • Liaison with the family of the deceased over travel arrangements
  • Funeral arrangements (if this is to be held in the UK)
  • Ensuring that any cultural requirements are taken into account with reference to any funeral/ memorial
  • Assistance in any repatriation of the deceased
  • Certification of the death

Inquest

The Director of Communications or nominee will attend any inquest on behalf of the University.

APPENDIX

List of those people to be notified in the event of a student death

Registrar’s OfficeMrs Pam t 15761

Vice-Chancellor’s OfficeSarah t 13007

Mrs Julie Ext 13006

PVC for Teaching & LearningProfessor A t 15857

Chief Financial OfficerMr Andrew Ext 32486

Director of Marketing &

CommunicationsMrs Emma t 67715

Deputy Director of

CommunicationsMr Tim Ext 68092

Security OfficeMr Gary Ext 13597

Student Operations & SupportMr S t 15758

Off Campus AffairsMelanie Ext 14649

Rachel Van Ext 84517

ChaplaincyRev John Ext 13927

Student ServicesMr R Ext 15767

Ms Nicola Ext 15990

University Counselling ServiceMrs Pat t 13693

Academic ServicesMr R Ext 15506

Student Registry Ms A Ext 14970

International OfficeMr Enzo t 15243

Miss Deborah Ext 14161

FinanceMrs Jacky Ext 15640

SU Chief ExecMrs Sarah t 68770

SU t 70 1139

SU Welfare Ext 70 1138

UoN Health CentreXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXX

XXXXXXXXXXXXX

UoN Health CentreXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXXXXXXXXX

Accommodation ServiceMs Lynne Ext 66487

Chief Estates & Facilities Mr Chris Ext 13610

Officer

Human ResourcesMrs Jaspal Ext 15207

Disability SupportMrs M t 67383

Centre for Career DevelopmentMs Nalayini Ext 13671

Development DirectorMrs Kate Ext 13687

Head of Campaign Debbie Ext 32801

Management

Management Board

Hall Wardens

The relevant Head of School

Registrar’s Senior Team

1

[*]Director of Student Operations and Support; Director of Academic Services; Director of Planning and Management Information