Deceased Student

Operational Standard/Purpose

In case of a student's death, Illinois Central College provides support to the family, ensures proper notification to various departments, and makes necessary adjustments to secure the student's record. This standard is in place to ensure that all departments fulfill their tasks with compassion and sensitivity when dealing with the death of a student. Throughout the process, the college will maintain the utmost confidentiality and respect for the privacy of the deceased student and their family.

Scope/Applicability

This procedure is applicable to the death of current (enrolled) students. Although each situation may need individualized responses, the procedures are designed to ensure that the required and appropriate steps are taken. Former students and non-credit students will be handled on a case-by-case basis.

Procedures

1. Initial Notification

• a. Any college staff, faculty member, student, or external party who becomes aware of a student's death should report it immediately to the Dean of Students.
• b. Any Google Alert regarding a student’s death should be immediately reported to the Dean of Students.

2. Verification of Information

• a. The Dean of Students will verify the information regarding the student's death through credible sources, such as an official obituary, communication from the family, law enforcement, or other relevant authorities.

3. Family Inquiry

• If an individual from the family reaches out with questions and/or concerns, they should be directed to the Vice President of Student Success, who will serve as the contact to address all issues or questions that the family might have regarding the student’s classes, grades, books, record, etc.

4. Media Inquiry

• If an individual from the media reaches out with questions, they should be directed to the Vice President of Marketing & Communications, who will serve as the contact for all media inquiries.

5. Student or Employee Inquiry

• If an ICC student or employee reaches out with questions, they should be directed to the Dean of Students, who will serve as the contact for all such inquiries.

6. Notifying Key Departments

• Once the student's death is confirmed, the Dean of Students will forward the student’s name and ID number to the following relevant roles, departments, and offices to initiate their processes:
  • Admissions
  • Bookstore
  • Campus Activities
  • Campus Police
  • Counseling
  • Dean of Enrollment Services
  • Financial Aid
  • Human Resources
  • Registrar
  • Student Financial Services
  • Vice President of Student Success
• The Dean of Students will also notify the student’s current instructors and refer them to the Employee Assistance Program (EAP) for support.

7. Expectations of Departments

1. Admissions
   1. Check to see if the student is in TargetX and remove as appropriate to ensure no additional communications.
2. Bookstore
   1. Check for bookstore concerns/rentals and confer with the Vice President of Student Success for resolution.
3. Campus Activities
   1. Check for campus activities and share any campus activities with the Dean of Students for communication with Counseling.
4. Campus Police
   1. Check for concerns and confer with the Vice President of Student Success for resolution.
5. Counseling
   1. Provide support services for students to help them cope with the loss. This may involve in-class outreach with information about available services, grief support groups, or other resources to promote emotional well-being.
6. Dean of Enrollment Services
   1. Have the death verification scanned and linked to the student’s record.
   2. Check for enrollment concerns and share any with the Vice President of Student Success.
7. Financial Aid
   1. Check for financial aid concerns and confer with the Vice President of Student Success for resolution.
8. Human Resources
   1. Check for campus employment and share any campus employment with the Dean of Students for communication with Counseling.
   2. Communicate Employee Assistance Program (EAP)
9. Registrar
   1. Determine whether classes should be dropped or withdrawn. This will depend on a variety of factors and will be done in consultation with the Vice President of Student Success and with the intent to ensure what is best for the student’s academic record.
   2. Update the student's records to reflect their passing.
   3. Mark the record DECEASED by completing the Decedent Data panel in PeopleSoft and verifying the program plan is adjusted to show that the student is deceased. This ensures that no activity will take place on the student’s account and no further communication will be sent from the College (including requests for enrollment, graduation emails, etc.).
   4. Alert the Technology Help Desk so network and email accounts can be modified in accordance with their policies.
10. Student Financial Services
    1. Check for outstanding tuition due or refunds needed and confer with the Vice President of Student Success for resolution.
11. Vice President of Student Success
    1. Share with the President and Executive Cabinet.
    2. Inform Marketing & Communications.  
    3. Confer with all other roles, departments, and offices to address concerns.
    4. Coordinate Outreach to the Family
    5. Coordinate Memorial Efforts
12. Outreach to the Family
    1. The college will take a compassionate and sensitive approach when reaching out to the family of the deceased student.
    2. In cooperation with the Registrar, the Vice President of Student Success will provide contact information for the family to the President who will call and offer condolences.
13. Memorial Efforts
    1. The Vice President of Student Success and their administrative assistant will coordinate:
       1. a condolence/sympathy card
       2. flowers to the service OR a memorial monetary gift on behalf of ICC.
       3. an email to the entire campus community from the President in consultation with Marketing and Communications, after the President has spoken with the family. If there is an obituary or other community information about the deceased student available by link, the link will be included in the President’s email.
       4. inclusion in commencement for current students
       5. any additional memorial efforts requested by the family or ICC student groups in consultation with the appropriate offices on campus along with the Dean of Students.

Additional Provisions/Information

DRAFT Email for the President to Send to the Campus Community 

Dear Campus Community: 

It is with deep sadness that we announce the passing of one of our students. <NAME> was an ICC student who died <TIME FRAME>. <NAME> future goals included <INCLUDE PROGRAM OF STUDY AND GOAL IF KNOWN>. Our heartfelt condolences to <NEXT OF KIN> as well as to <PRONOUN> classmates, faculty, and staff who supported <NAME>. An informal celebration of life will be held for <PRONOUN> this Saturday. Please keep <NAME> and <PRONOUN> family in your thoughts and/or prayers. <URL TO OBITUARY>

At times like these, I am reminded of how precious life is and that we all have so very much to be grateful for. 

With sincere condolences, 
Sheila