Bishop’s University

    Death of a Student – Procedures to follow

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    IN ALL CASES:

    The Person first aware of the tragedy shall immediately inform the duty Security officer.

    SUCCEEDING PROCEDURES:

    1. The duty Security Officer shall then contact the Dean of Student Affairs or designate.  If neither is available, contact one of the following student services professionals:  the Campus Minister, Counsellor, Director of Health Services, Director of Residences, Director of Security, Athletic Director
    2. The Dean of Student Affairs or the Student Affairs staff member with whom direct contact has been made by Security, shall confirm the student identification and complete address.
    3. The Dean of Student Affairs or the Student Affairs staff member with whom direct contact has been made by Security, shall contact other university officials such as:  the Principal, Communications Manager, Registrar or others deemed   necessary.  All media inquiries or media contacts shall be handled by the Communications Manager with consultation with the Dean of Student Affairs or designate.
    4. The Dean of Student Affairs or the Student Affairs staff member with whom direct contact has been made by Security, shall, in consultation with the Principal:
      1. Determine the person most appropriate to notify the deceased’s next of kin.
      2. Determine if they have already been contacted and by whom.
    5. Member of the Campus Ministry, Counsellors and Health Services shall be available for the campus friend of the deceased.  In the case of the death of a student living in residence, the Director of Residences shall inform the relevant Resident Assistant’s and students.
    6. The Dean of Student Affairs or designate shall notify the appropriate Academic Dean who in turn shall notify the deceased student’s professors.
    7. The Student Affairs Office shall use appropriate means to notify the campus community of the funeral/memorial service arrangements.  Any memorial service on campus shall be organized by Campus Ministry.
    8. The Dean of Student Affairs shall communicate with the Advancement Office to determine if alumni can and should be present at the funeral.
    9. The Student Death Report shall be completed, in full, by Student Affairs and shall be forwarded to the Registrar’s permanent file.

    IMPLEMENTATION AND ORIENTATION

    1. The Divisional Deans will be responsible for notifying new faculty and the Human Resources Director will be responsible for notifying new staff and administration of the procedures.
    2. All Bishop’s employees in their orientation will be made aware of procedures to be followed in the death of a student.
    3. Senior Administrations shall be responsible for presenting procedures to  Senior Managers.

    MEMORIAL PROTOCOL

    1. The Registrar will ensure that the flag is flown at half mast on the day of the funeral.
    2. The Registrar will ensure that either notice of a donation to the memorial Scholarship Fund or flowers are sent to the family before the funeral.
    3. The Registrar shall ensure that the name is entered on the list to be read at Convocation.
    4. The Principal will send a personal note to the family on behalf to the University Community.

    Revised by Student Services, June 6, 2012.