Death of Student or Staff

Death of Student or Staff

SUMMARY

The Death of Student or Staff Procedure establishes the University's approach to managing information and actions in the event of the death of a current student or serving staff member.

PROCEDURE

1     PURPOSE

To ensure consistent decision-making and management of information and actions in the event of the death of a current student or serving staff member.

2     SCOPE

All staff and students of Macquarie University Community.

3     DEFINITIONS

Commonly defined terms are located in the University Glossary.

4     RESPONSIBILITIES AND REQUIRED ACTIONS

This procedure requires actions by the following:

  • Student / Staff member
  • University Security
  • Director, Campus Wellbeing & Support Services
  • Vice Chancellor’s Office
  • Director, Human Resources
  • Deputy Registrar
  • Dean, Higher Degree Research
  • Media Communications
  • Manager, Health and Safety
  • Executive Dean / Dean / Head of Office
  • Director, Macquarie International
  • Director, Campus Life
  • General Counsel
  • Chief Financial Officer
  • Director,Risk and Assurance
  • Chief Operating Officer / Deputy Vice Chancellor Students & Registrar
  • Events and Protocol Team
  • Alumni Relations

Student / Staff Member
If you receive reliable information about the death of a student or staff member, or discover the death of a student or staff member, contact the NSW police service (Dial 000) and University Security (Dial 7112) immediately.

University Security
Notify the Vice-Chancellor’s Office and the Director, Campus Wellbeing and Support Services.

Notify and meet the Police and/or ambulance and guide them to the site.

Coordinate the University security response as required.

Director, Campus Wellbeing and Support Services
Coordinate the University response and support teams as outlined below.

Confirm that the person identified as a Macquarie student or staff member is a student or staff member and that they are deceased.

Confirm and report to University response and support teams, relevant demographic information such as name, date of birth, place of residence, contact details, and relevant academic study or work information such as student type (e.g., domestic/international; undergraduate/postgraduate/Higher Degree Research/other) course of study (e.g., Bachelor of law) or place of work (e.g., Faculty/Department/Office).

Where possible, secure information about how the student or staff member passed and if it was during an endorsed university activity or work.     

In relation to a student, facilitate initial liaison with next of kin and if required ascertain repatriation and insurance information. . 

In relation to a staff member, notify Human Resources, and relevant University staff and partners as required and as set out in this procedure.

Facilitate support for classmates, roommates, or work colleagues, as required.

Notify Australian Government Departments involved with Higher education and immigration as required.

Vice-Chancellor’s Office
Where required, and there is sufficient information available, develop and issue a note of condolence to the student or staff member’s next of kin.

Director Human Resources
In the event of the death of a staff member:

liaise with Campus Wellbeing and Support Services as required.

identify staff details.

contact the respective Executive Dean / Dean /Head of Office to facilitate initial liaison with the next of kin. 

ensure staff communications cease by notifying:

  • Information Technology
  • Payroll
  • Manager, Health & Safety.

ensure work colleagues have support available.

Ensure any memorial service (whether a local or University-wide service) for a serving staff member is arranged in accordance with the Memorial Services for Serving Staff Protocol.

Deputy Registrar
In the event of the death of a student:

liaise with Campus Wellbeing and Support Services as required.

ensure academic communications cease.

notify (as appropriate):

  • Student Administration (including scholarships)
  • Student Connect
  • Governance Services
  • Student Systems Team
  • Graduations
  • Library
  • Learning and Teaching Centre
  • Faculty Student Administration
  • Information Technology
  • Macquarie International.

Co-ordinate any fee remission and commonwealth support adjustments as appropriate.

Dean, Higher Degree Research
In the event of the death of a Higher Degree Research student:

liaise with Campus Wellbeing and Support Services as required. 

ensure academic communications cease.

notify (as appropriate);

  • HDRO administration
  • DVC (Research)
  • Library
  • Information Technology
  • Faculty Student administration

Co-ordinate any research project, grant or fee communications as appropriate.

Media CommunicationsIn consultation with the University’s Privacy Officer, manage  any relevant media queries and any required internal communications.

Ensure marketing communications cease.

Manager, Health & Safety
Advise Workcover.

In cases where there has been a death of a staff member, organise support for colleagues as required.

Executive Dean / Dean / Head of Office
Ensure staff and students are provided with necessary support.

Liaise with Campus Wellbeing & Support Service and Human Resources to organise student/staff support as required.

Facilitate communication between responding staff and respective Department staff to effect the response.

Consider any request from any staff member for a memorial service (whether a local or University-wide service) for a serving staff member, and if request is approved, ensure any memorial service for serving staff is arranged in accordance with the Memorial Services for Serving Staff Protocol.

Director, Macquarie International
Liaise with Campus Wellbeing and Support Services as required.

Contact relevant:

  • Consular representatives
  • Partner universities 

Support the University Events and Protocol team in the case of a memorial service for a serving staff member. 

Director Campus Life
Ensure non-academic communications cease.

Organise a memorial service for a serving staff member through the Events and Protocol Team if requested.

General Counsel
Respond if the Police commence an investigation

Chief Financial Officer
Cancel tuition debt and any charges, as required.

Notify and manage information exchanges with University insurers if required.

Director, Risk and Assurance Notify and manage information exchanges with University insurers if required.

Privacy Officer Manage any requests for the release of information.

Chief Operating Officer / Deputy Vice-Chancellor Students and Registrar
Consider requests for a University-wide memorial service for a serving staff member.

Advise memorial service requester of decision and any related conditions.

Refer the organiser of an approved University-wide memorial service for a serving staff member to the Events and Protocol Team.

Events and Protocol Team
Advise and work with organisers of memorial services for serving staff members whether the service is a local service or a University-wide one, in accordance with the Memorial Service for Serving Staff Member Protocol.

Alumni RelationsEnsure Alumni Relations communications cease.

5     RELEVANT LEGISLATION

Health Records and Information Privacy Act 2002
Privacy and Personal Information Protection Act, 1998 (NSW)

6     KEY RELATED DOCUMENTS

Health and Safety Policy
Memorial Service for Serving Staff Member Protocol

7     NOTES

7.1

Contact Officer

Director, Campus Wellbeing and Support Services

7.2

Implementation Officer
 

7.3

Approval Authority / Authorities

Chief Operating Officer and Deputy Vice-Chancellor Students and Registrar

7.4

Date Approved

14 May 2015

7.5

Date of Commencement

14 May 2015

7.6

Date for Review

May 2018

7.7

Documents Superseded by this Procedure

Death of a Student or Staff Member Policy and Procedure approved 9 June 2010

7.8

Amendment History

Oct 2016 – added Alumni Relations to be notified in the case of Graduates.
18 May 2016 – updated responsibilities for Director Campus Wellbeing and Support and VC’s Office, removed reference to Death of an International Student protocol
Feb 2016 – added information regarding the role of the Privacy Officer and release of information; added role of Director Risk and Assurance; added relevant legislation.

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