Death in ServicePolicy
Policy statement / The Office of the Police and Crime Commissioner (OPCC)recognises that the death of an employee can be an upsetting and difficult time and must be handled with great care to ensure that the employee’s family is supported. This policy provides information and the process that must be followed when a death in service occurs.
Scope / All employees of the OPCC.
Policy outcomes / The aims of this policy are to:
  • ensure that the legal and administrative procedures are adhered to
  • ensure that the death of an employee is handled with sensitivity and compassion
  • ensure that advice is provided to support the employee’s family and work colleagues

Check which policy to use / Not applicable
What the law says / When a death in service occurs as a result of a work related incident, the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995(RIDDOR)applies.
Communication in the workplace / On being notified of a death in service, the manager must make sure that all necessary steps are taken to deal with the death in a sensitive manner.
The line manager must:
  • contact HR Operations to inform ofthe death in service. An HRcaseworker will be assigned to support the manager to coordinate all necessary actions
  • complete the e-leaver form to notify theIBC
  • inform the Chief Executive
  • inform other employees with sensitivity and compassion and offer them the contact details of the Wellbeing Helpline
  • where there is likely to be media interest in the death, agree a strategy for responding to media enquiries and consult relevant parties where necessary. No information must be given to external enquirers; instead they must be referred to the Communications and Engagement teamwho will manage the communications process.

Death at work / A death that occurs whilst an employee is undertaking duties in the workplace is considered a major incident. Once the initial emergency has been dealt with, the death must be immediately reported to a senior manager or manager on call.
Communication withnext of Kin / The Chief Executive will send a letter of condolence to the next of kin. This must be sent within a week of hearing of the death.
The line manager must send a second letterto the next of kin detailing the practical arrangements shortly after the first letter has been sent. The ‘Information for next of kin’ leaflet must be included with this letter.
Administrative requirements / E-leaver form- the line manager is responsible for completing an e-leaver form as soon as possible.
Annual leave entitlement –the line managermust calculate the annual leave up to the date of the employee’s death. Where a payment is due, this information must be provided to the IBC on the e-leaver form. The IBC arrange for this to be paid in the final salary payment. No deduction from the final salary payment should be made in respect of annual leave taken in excess of entitlement on the date of death.
Loans and overpayments - the line manager is responsible for reviewing any loans or overpayments and deciding the recovery process as appropriate according to the Salary Policy.
Pension arrangements –the IBC notify the Local Government Pension Scheme of the death in service where the employee was a member.
Related documents / To help with the application of this policy it may be useful to read the following:
  • Salary Policy
  • Annual Leave and Time Off Policy

Support / Employees:
Queries should be directed to your line manager.
A confidential counselling service is provided by the Wellbeing helpline who can be contacted on 023 8062 6606 or by emailing
Managers:
Further information is available in the Managers’ How to Guide – Death in Service.
Advice on remaining queries can be directed to HR Operations.
The Health and Safety Adviser can provide support with RIDDOR reporting.

Policy

Governance

Hantsfile reference: / 6956188
Date of publication: / V1 – November 2014
Planned review date: / 3 years or sooner if required
Owner: / HR Operations

Employees of non Office of the Police and Crime Commissionerbodies are excluded from this policy and should refer to their own employer’s policies and procedures.

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