Procedure 7: Death of a student or staff member

1. Introduction

The notification of a death (Student, Staff or Visitor) will affect a number of people including tutors, students and administrative staff and hence it is important to ensure that everyone who is involved is reminded of the support services available to them.

It is also important that sensitive information is handled with due consideration for the deceased and their family.

This procedure should be considered within the context of the University’s emergency response plans for major incidents or accidents. The broad principles within the plans should be adhered to.

The aim of the guidelines is to enable a rapid, flexible and sensitive response which draws on skills and expertise available across the University.

2. Responding to an incident

Information of an incident can reach the University via many points of entry e.g. Security Services, Hall of Residence, Students’ Union, academic school or the media.

Whatever the point of entry, it is important that the University Secretary is informed. If the death takes place on campus the Health and Safety Manager should be informed in the first instance. Call 3333. Where the death is a student, the Director of Student Services should also be informed and the Director of HR for staff.

If the death takes place on Campus the University Secretary will enact the IMBCF. The relevant team will act according to the flowchart at Appendix A and the checklist at Appendix B and:

• draw up a communication plan
• support the school/department affected to ensure that there is access to the range of resources and support available in the University and beyond
• ensure that the incident is effectively managed and followed up
• respond to requests for help with costs of accommodating relatives and other incidental costs.

It is the responsibility of the Police or Hospital for informing the Next of Kin of a death and not staff of the university.

Where the death has taken place off campus the University Secretary and the DVC or Senior Pro-Vice Chancellor (Student Experience) will consider the appropriate action once the facts are known.

3. The role of the academic school/department

The Head of the school/department will be notified of any incident involving a student/member of staff. He/she or a nominee will act as point of contact with the Major Incident Management Group (IMG) and manage the response to the incident within the school. The School will collaborate with the IMG on the development of a communication plan which will ensure that any communication with relatives, students, staff and the media 43 is undertaken in a sensitive fashion with due consideration to confidentiality. They will also ensure that staff and students are made aware of support available to them.

4. Communication

4.1 External

Where the death takes place on campus the IMG will follow the University’s Incident Communications Response Plan to develop an incident communications response. This will detail internal and external communications as well as nominating an appropriate spokesperson and drafting a holding press statement. Despite the pressures to respond to requests for information immediately, time should be devoted to ensuring communications are accurate, sensitively phrased, respect confidentiality and cultural values. All communications must be approved by the IMG before publication. Liaison with external agencies such as the police, the coroner, other emergency services, religious groups or embassies will be considered by the IMG where relevant. The Vice Chancellor will also write formally to offer support and condolences to the family.

4.2 Internal

The following members of staff need to be informed internally

Student

• Head of Data Operations – to ensure student records are updated
• Director of Student Services – to ensure support is provided where appropriate
• Head of School
• IT Services
• Health and Safety Manager
• Head of Security

Staff

• Head of School
• Director of Human Resources
• Finance for payroll records
• IT Services
• Health and Safety Manager
• Head of Security

5. Supporting family and friends

Where required, the IMG response group will support departments and other University services in their response to the particular needs of family and friends. Where the IMG is not required, the Director of Student Services will manage communication with the family. The Director of HR will manage communication for staff members in liaison with the Head of School Service/VCE line member.

Typically in the event of a death, the family will want to come up to the University, to the school, to the hall of residence (or other accommodation) to pick up the effects of the deceased. The University, should offer accommodation, facilities and support when this occurs.

6. Funerals

Wherever possible a University representative should attend a student's/staff member’s funeral.

7. After the funeral

It may be appropriate for some form of community remembrance to take place. This should be discussed by the Head of School in conjunction with the Vice Chancellor’s Executive.

8. Special circumstances

The IMG response group will take necessary action and will draw on specialist advice as necessary e.g. support following an outbreak of a communicable disease (for which special procedures are in place) or major incident on campus. The full University Emergency Management Team may be convened in more complex situations.