Deceased Student Notification Process¶
Goals¶
- To provide a sensitive and caring response to family members.
- To permanently close the student's academic records.
- To follow a uniform procedure that properly informs all departments/staff listed below.
Steps¶
1. Initial Notification¶
When a staff or faculty member is notified of a student's death, they will notify the Registrar/Associate Dean of Admissions.
2. Obtain Documentation¶
Information about the student is obtained from family, faculty, counselor, or other person. Obtain proof of death (documentation can be a newspaper obituary or article). The sheet and documentation will be scanned and placed in the student's file.
3. Registrar/Associate Dean Notifications¶
The Registrar/Associate Dean within Admissions will contact the following staff via email, phone call, or personal visit:
| Contact | Purpose |
|---|---|
| College President and Executive Secretary | Mails a letter of condolence |
| Vice President of Instruction and Student Services | For information only |
| Faculty | Notification if student is active in classes |
| Financial Aid | Check if the student was receiving aid |
| Special Programs (EOPS, DSPS) | For coordination |
| Graduation Office | Check if a petition is on file |
| Cashier's Office | Check if the student has outstanding fees |
| Associate Dean of Student Development | For information only |
| Communications Specialist, Public Affairs | If media becomes involved |
| Psychological Services | If counseling and support may be needed |
| Scholarship Office | Check if student is receiving a monetary award |
| Human Resources or Job Placement | In case student was employed within the district |
4. Colleague Updates (Datatel)¶
Admissions will perform the following in Colleague/Datatel:
- NAE: Type
DECEASEDin the address line. - NAE: Add the mail code
DEto eliminate the possibility of mailing to this person. - NAE: Remove the email address.
- BIO: Change the Directory field to
N(no) to exclude from FERPA releases. - BIO: Enter
Deceasedin the status field. - PERC: Place a deceased hold on the student's record.
- DEC: Enter deceased student data.
- Check for hard copies of transcripts. Request SAC to attach a note stating DECEASED on the hard copy.
Important Notes¶
Danger
Do not release any information on a deceased student without a subpoena.
Family Transcript Requests
Sometimes family members request the student's transcript. They must show a copy of the death certificate and ID to identify their relationship to the student.