[Wsssc] FW: [Deanstu] [!!Mass Mail]Re: Question about death notices

Flores, Chio cflores at wvc.edu
Tue Jun 12 08:29:15 PDT 2018


Below is WVC's procedure:


1400.320     DECEASED STUDENT PROCEDURE



Anyone hearing about the death of a current or former student should notify the assistant to the vice president of student services (VPSS).  Notification can be a newspaper article, notification from an agency, law enforcement, etc.  The assistant to the VPSS will determine if notification is valid.



A.   CURRENTLY ENROLLED STUDENT



If student is currently enrolled, the assistant to the VPSS will notify the following via email letter:



1.   Vice President of Student Services will be the point of contact for the family.  The VPSS will send a letter (and/or call if appropriate) of condolences and give resources to family, with contact information for the registrar, financial aid director and counselors.  The VPSS will determine if campus-wide notification is needed and determine if a media statement is needed after speaking with the family. The VPSS will work with the executive director of community relations.  The VPSS will work with the college's crisis recovery team lead to mobilize if needed.  The VPSS will work with the residential life coordinator on alternative housing for displaced student(s), if any.  The VPSS will work with the registrar on posthumous degree granting, if applicable.



2.   Financial Aid will determine if student had loans and if loans need to be discharged.  If so, the associate dean of student services will order a death certificate to send to lenders to discharge loans.



3.   Registrar will change address and phone number on admissions screen to the college's address and phone number to prevent unsolicited mail and/or phone calls.  The registrar will place DC unusual action code, with current year quarter (YRQ), or the next quarter if in between quarters, and enter information on the student quarterly comment screen (date of death, means of notification, student's last known address).  The same YRQ used on the student quarterly communication screen should be used on the unusual action screen.  Information block will be activated, effectively "sealing" the student's records.  Access to student's information shall be limited to the following: immediate family (parents, spouse/partner and children), law enforcement, executor of the student's estate, attorney for student's family.  If student is enrolled, the registrar will withdraw the student from classes and/or work with instructors on posting grades.



4.   Administrative Services will determine any refunds of financial aid or agency funding.



5.   International Student Adviser and VPSS will assist family of international student with coordination of shipping of student remains and personal belongings to home country.



6.   Current Instructors



7.   Counselors



8.   Faculty Adviser



9.   Director of Student Programs



10.  Director of Education and Career Planning



11.  Payroll



12.  Residential Life Coordinator (if student was living on campus)



13.  Coaches (if student was an athlete)



14.  Director of CAMP/TRiO/other grant programs (if applicable)



15.  Crisis Recovery Team Lead (if applicable)



B.   STUDENT NOT CURRENTLY ENROLLED



If student is not currently enrolled, the assistant to the VPSS will notify the following:



1.   VPSS



2.   Counselors



3.   Financial Aid



4.   Registrar



5.   Cashier


Chio
**************************************************
Maria "Chio" Flores, Ph.D.
Vice President of Student Services & Enrollment Management
Wenatchee Valley College
1300 Fifth Street
Wenatchee, WA 98801
cflores at wvc.edu<mailto:cflores at wvc.edu>
509.682.6805 (work)
509.682.6402 (fax)
www.wvc.edu<http://www.wvc.edu/>


From: wsssc <wsssc-bounces at lists.ctc.edu> On Behalf Of Luca Lewis
Sent: Tuesday, June 12, 2018 5:47 AM
To: 'Gilmore English, Jessica' <jgilmoreenglish at RTC.edu>; wsssc at lists.ctc.edu
Subject: Re: [Wsssc] FW: [Deanstu] [!!Mass Mail]Re: Question about death notices

Good Morning,

WCC's student death/missing student procedure that was just approved by our Cabinet (see attached). Please let me know if you have any further questions.

Sincerely,

Luca


Luca E. Lewis, Ph.D.
Vice President for Student Services
Whatcom Community College
237 West Kellogg Road | Bellingham, WA 98226
P: 360.383.3076
F: 360.383.4000

This e-mail and any files transmitted may contain confidential information as protected by the Family Education Rights and Privacy Act (FERPA), 20 USC § 1232g and/or Electronic Communications Privacy Act, 18 U.S.C. § 2510-2521. If you are not the intended recipient, you are hereby notified that any disclosure, copying, or distribution is prohibited. Furthermore, if you are not the intended recipient, please notify me immediately by telephone or return e-mail and completely delete this message from your system.



From: wsssc [mailto:wsssc-bounces at lists.ctc.edu] On Behalf Of Gilmore English, Jessica
Sent: Monday, June 11, 2018 5:19 PM
To: wsssc at lists.ctc.edu<mailto:wsssc at lists.ctc.edu>
Subject: [Wsssc] FW: [Deanstu] [!!Mass Mail]Re: Question about death notices

Hello,

Below is a topic that came up awhile back that I need to revisit. If your college has an established protocol/policy, can you please send it to me?

Thank you much,
Jess

Jessica Gilmore English
Vice President of Student Services
Pronouns: she|her|hers
[cid:image001.png at 01D13320.87630A80]

[cid:image013.png at 01D13320.87630A80]



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From: DeanStu [mailto:deanstu-bounces at lists.ctc.edu] On Behalf Of Broussard, Ted
Sent: Tuesday, December 8, 2015 8:32 AM
To: Student Services Commission (WSSSC) <deanstu at lists.ctc.edu<mailto:deanstu at lists.ctc.edu>>
Subject: Re: [Deanstu] [!!Mass Mail]Re: Question about death notices

CPTC developed an internal procedure when we are notified of a student's death.  We typically do not do a general campus community announcement.
Ted


Deceased Student Notification Procedures


The Director of Enrollment Services is the first point of contact when an employee of Clover Park Technical College becomes aware of the death of a CPTC student, former or current.  Please notify the Director of Enrollment Services at Building 17 or extension 5570.  Enrollment Services requires some sort of third-party documentation prior to taking any action, e.g. a copy of a newspaper obituary, death certificate, funeral bulletin, etc.



The Director of Enrollment Services or designee is responsible for notifying the appropriate departments.  A general outline is provided below.

Enrollment Services

  *   Obtains the documentation verifying the student's death.


  *   Notifies the Vice President of Student Services via email

Vice President of Student Services

  *   Notifies the President's Office and the President's Direct Reports.
  *   Notifies counselors and identifies a counselor who will take the lead on notifying and offering grief counseling to instructors, staff, or students as needed.
  *   Notifies the Director of Financial Aid who will inform the appropriate department staff.  Documentation will be copied and sent to Federal and State agencies as required.
  *   If applicable, VPSS notifies the Coordinator of International Programs who will contact the student's family and assist with arrangements to have the student's remains sent home.

The Office of Communications & Marketing

  *   Will respond to media inquiries related to the death.

The President's Office

  *   Will send a sympathy card to the student's family.


From: DeanStu [mailto:deanstu-bounces at lists.ctc.edu] On Behalf Of Dave Paul
Sent: Tuesday, December 08, 2015 7:15 AM
To: Student Services Commission (WSSSC)
Subject: [!!Mass Mail]Re: [Deanstu] Question about death notices

Hi Glen,
Our policy is the same as Seattle Central's policy, and we also place a code on the student's account so that future communications aren't sent.

We have not notified the general college community unless we are certain that the family wishes us to do so.

Dave

David M. Paul, Ph.D.
Vice President for Student Services
Skagit Valley College
2405 East College Way   Mount Vernon WA, 98273
(360) 416-7738

From: DeanStu [mailto:deanstu-bounces at lists.ctc.edu] On Behalf Of Coleman, Diane
Sent: Monday, December 07, 2015 2:26 PM
To: 'Student Services Commission (WSSSC)' <deanstu at lists.ctc.edu<mailto:deanstu at lists.ctc.edu>>
Subject: Re: [Deanstu] Question about death notices

Hi Glen,

This is a very timely message as we just had a Running Start student die on Saturday and the very same issues are being debated.  At Seattle Central, the current faculty are notified and are asked to refer grieving students to our faculty counselors.  In the past, the general college community has not been notified upon the death of a student, but that may change.  We do put an unusual action code on the records of deceased students and remove their addresses to the alternate address screen so that they don't inadvertently get communication from us.

Diane

Diane Coleman
Interim Vice President for Student Services and Dean, Enrollment Services/Registrar
206 934-3842
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From: DeanStu [mailto:deanstu-bounces at lists.ctc.edu] On Behalf Of Cosby, Glen
Sent: Monday, December 07, 2015 1:46 PM
To: deanstu at lists.ctc.edu<mailto:deanstu at lists.ctc.edu>
Subject: [Deanstu] Question about death notices

I had a couple of faculty members recently express concern about our practice of very narrow notifications when a student death occurs.  This most recent case was particularly poignant in that it was a suicide of a Running Start student.  The faculty's point was well-taken though in that they thought only notifying the instructors that student has in the current quarter does not give notification to other instructors who may have had the student previously, nor does it notify faculty who may have students that were classmates or friends of the deceased student that may be grieving the loss.  I was wondering then how you handle student deaths at your college-do you have an announcement that goes out campus-wide?  Do you restrict your response to just making sure they no longer receive college mailings?  Something in between?

Dr. Glen Cosby
Interim Vice President of Student Services
Spokane Community College
1810 N. Greene St., MS 2061
Spokane, WA 99217-5399
Telephone: 509-533-7015
Fax: 509-533-8444
Email: glen.cosby at scc.spokane.edu<mailto:glen.cosby at scc.spokane.edu>



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