Purpose:
Provide information and guidelines for responding to reports of a deceased student.
Scope:
All staff, faculty and administrators.
Definition:
Deceased Student – Notification of a deceased current or former GRCC student.
Policy:
Upon notification of a deceased student, Green River Community College will initiate appropriate actions to lessen the emotional impact of the situation. Primary areas include, but not limited to: Enrollment Services, Public Information Office, Counseling Office, and Assistant Dean for Student Services-Student Programs.
Procedure:
In order to prevent confusion, undue stress and to maintain academic integrity, it is important to verify a report of a deceased student in a caring and tactful manner.
Within 24-hours of notification and verification of a deceased student, the following actions will be taken:
Enrollment Services–
- Notify Public Information Office.
- Notify Counseling Office and forward a copy of current class schedule.
- Modify transcript record to indicate deceased student.
- Modify registration database to prevent future automatic informational mailings.
- If applicable, process 100% refund of current quarter course(s), payable to the estate of the deceased student. Note: Coordinate with Financial Aid and Cashiers Office.
Public Information Office–
- Send an all-campus notification as to the death of the student.
- Respond to all media inquires related to student’s death.
Counseling Services–
- Contact the deceased student’s instructors and offer to visit each class on the deceased student’s registration schedule. Note: Faculty may choose to tell classmates themselves.
- Counselor arranges a time and location for campus community to be able to meet and talk about the loss.
- Send an all-campus notification to the above time and location, as well as any future associated gatherings.
Assistant Dean for Student Services – Student Programs
- Serves as contact person, along with Counselor, for further memorial options as appropriate.
Specific Authority:
Green River Community College Board of Trustees
History of Policy or Procedure
Draft: April 5, 2005
Adopted: June 29, 2007
Revised:
Reviewed by:
Contact: Denise Bennatts, Director of Enrollment Services/Registrar, ext. 2510
Cabinet Sponsor: Jorge Ramirez, Executive Dean Student Services, ext. 3397
