Deceased Employee

Operational Standard/Purpose

Illinois Central College follows standard procedures in the event of the death of an employee to ensure appropriate notification of various departments, that the family is supported, and that the employee’s record is adjusted and secured accordingly.

Scope/Applicability

This procedure is applicable to the death of an existing employee. While every individual situation may require individualized answers or approaches, these procedures are designed to ensure that the appropriate steps are taken.

Procedures

1. Receiving Notification/Confirmation
   1. Any individual may be notified of the death of an employee. This may include notification from family to a manager or other employees, etc. Upon notification, Manager or employee will immediately notify the Human Resources Department.
   2. Manager may notify the department or close co-workers of the death of an employee.
   3. Human Resources will notify the President’s office and the Vice President of Marketing and Outreach. 
2. Deactivation of Employee Record
   1. Human Resources will deactivate the employment record in PeopleSoft after the final paycheck is issued.
   2. If applicable, the Benefits Office will contact the State Universities Retirement System (SURS) to report the death.
   3.  If applicable, the Benefits Office will contact Life Insurance to report the death.
3. Communication plan:
   1. Outreach to the Family: If an individual from the family reaches out to the college with questions and/or concerns, they should be directed to the Human Resources Department, who will serve as the contact to address all issues or questions that the family might have regarding the employee’s employment.
   2. After the President is informed of the employee death, the administrative assistant collects contact information (phone number, address, etc.) so that the President can contact the family and offer condolences. A sympathy card (printed by Document Services and stored with the Executive Assistant to the President) will be sent to the family. 
   3. Counseling will be offered to employees and students (in the case of the death of an instructor) at this time (including how to contact counseling at the college).
   4. After the President has spoken with the family, the President sends an email to the ICC Community about the employee’s death. If there is an obituary or other community information about the deceased available by link, the link will be included in the President’s email.
   5. When a donor to the ICC Foundation passes away, the ICC Educational Foundation will send flowers/plants.
   6.  All media requests will be directed to the Lead Coordinator Communication and Media Relations for any needed response.