Handling the Death of a Student, Visitor, Or Faculty Or Staff Member

DRAFT GUIDELINES FOR HANDLING THE DEATH OF A STUDENT, VISITOR, OR FACULTY OR STAFF MEMBER GENERIC UNIVERSITY

NOTE: Review this DRAFT carefully and adapt it to your needs. Job titles, phone numbers, and other information should be specific to your institution. Note especially items marked with three asterisks, ***, which may require additional information.

Like every educational institution, we occasionally face the death of a student, professor, staff member, or administrator. We strive to deal with these situations sympathetically and sensitively. These guidelines help establish an orderly approach so we can best meet the needs of those affected by loss.

Death may result from natural causes, whether a lingering illness or an acute stroke. The cause of death could be accidental, such as a vehicle collision or a serious fall. An accident may claim the lives of multiple victims. A suicide or homicide might occur. The location could be anywhere. An off-campus death might occur in a student apartment, during an academic field trip, or at a professional conference. An on-campus venue might be a driveway, swimming pool, classroom, or office. Whatever the cause and the setting, we need to be ready to respond appropriately.

The loss of someone evokes varied reactions among those closest to the decedent and among the campus community. For each case, the University’s leadership team members must coordinate in tailoring our actions to the unique circumstances. The focus here is the death of a student, faculty, staff member, or visitor. On rare occasions the University may be directly involved in the death of an alumnus, for example during an on-campus event or University-sponsored trip. These guidelines would apply to such situations. Most alumni deaths, however, will be handled by the Office of University Relations.

The guidelines cover the following nine topics and include three appendices:

I. Emergency Response & Coordination p. 2 VI. Further Communications p. 9 II. Timely Warning p. 3 VII. Investigation p. 11 III. Victim I.D. & Family Notification p. 4 VIII. Logistics, IT & Other Matters p. 12 IV. The Scene, Vehicles & Other Evidence p. 6 IX. Restoration & Recovery p. 18 V. Family Support p. 7

Appendix A: Suggestions for Conversations with Next-Of-Kin p. 21 Appendix B: OSHA Reporting Requirements for Employee Fatality or Multiple Hospitalizations p. 25 Appendix C: Selected Readings p. 27

Revised as of [DATE]***. The guidelines are available electronically at ______. ***

What Who Comments

I. EMERGENCY RESPONSE & COORDINATION

1. Call 911. Anyone who sees Public Safety Telephone: *** emergency 2. Contact public safety on the appropriate campus. 3. Contact the Dean and, if known, the Any GENERIC U The initial information may arrive in a haphazard way. The early designated Incident Coordinator. The representative learning of a steps should get the basic details into the hands of the Incident Dean and Incident Coordinator will then death or serious injury Coordinator and Dean. confer with one another. The designated Incident Coordinator varies by the status of the decedent. The Dean may name a different Incident Coordinator based on circumstances.

Student Decedent *** Assistant Dean, Student Life

Faculty or Board Member *** Dean, Associate Dean of Academics, or Associate Dean of Faculty Development

Staff Member *** Human Resources

Visitor *** Chief of Public Safety

Alumnus/a *** Associate VP of University Relations

Summer Abroad Faculty or Student *** Resident Director

2 4. Rapidly notify: Incident Coordinator Provide basic information about nature of problem.  Associate Deans  Assistant Dean, Student Life Be cautious about confirming victim’s identity or other details  Chief of Public Safety that may be uncertain.  Communications staff  Registrar (if student) It is far better to supplement facts later than to disseminate  HR (if faculty, staff, or student erroneous initial information. worker)  International Programs (if international student or if event occurs abroad)  Partner institution, for person involved in joint degree program  Others as appropriate (e.g., professor expecting student to appear in next class period)

II. TIMELY WARNING

5. If an ongoing criminal threat exists, Public Safety and Associate See 34 C.F.R. sec. 668.46(e), quoted below. give prompt notification to the VP of Legal Affairs (e) Timely warning. campus community, per the Clery (1) An institution must, in a manner that is Act. timely and will aid in the prevention of similar crimes, report to the campus community on crimes that are-- 6. Consider warnings for contagious (i) Described in paragraph (c)(1) and (3) of this diseases such as meningitis, section; [Basically on-campus and reported to school] measles, tuberculosis. (ii) Reported to campus security authorities as identified under the institution's statement of current campus policies pursuant to paragraph (b)(2) of this section or local police agencies; and (iii) Considered by the institution to represent a threat to students and employees.

3 (2) An institution is not required to provide a timely warning with respect to crimes reported to a pastoral or professional counselor. +++ For contagious diseases, work closely with local health department. Widespread infections such as food poisoning or norovirus also merit announcement. Describe illness in common terms, e.g., stomach flu, as well as medical terms, to reduce anxieties. Disease warnings are less time-sensitive than warning of an on-going criminal threat.

III. VICTIM I.D. & FAMILY NOTIFICATION

7. Verify victim’s identity Incident Coordinator If possible, contact Dean before making calls regarding victim’s identity.

8. Ensure official notification to next-of-kin. Incident Coordinator Consult with local police in advance about their typical Police, medical examiner (coroner), or procedures. other appropriate government official may visit family. For hospital death, If family lives in another jurisdiction, local officials in OUR attending physician may notify family. STATE can contact officials in that region to handle the notification. 9. Get contact information about official For off-campus deaths, confirm death with coroner in notifying the family. Ask that official to jurisdiction where death occurred. Obtain nature of the death give family written information on and name, title & phone number of government official GENERIC U Incident Coordinator. providing the information.

10. Ask official to contact GENERIC U Add location of your area’s morgue.*** Incident Coordinator after he or she has notified the family, so GENERIC U can The school maintains emergency contact information for begin its family contacts. students, staff, and regular and visiting faculty.

4 11. For death in U.S. of international student/ For conference attendees, Conference & Events to establish staff/ visitor, the usual procedure is to method to solicit and have available emergency contact request the decedent’s Embassy or information for attendees. Info could be solicited on registration Consulate to arrange family notification. forms and/or placed inside name badges at registration. ***

Ask other students/staff/visitors from the Conference & Events to consult with conference hotel about its same country to wait before sharing the crisis policies, including death of guest. *** news with their own families or others. International notification may be slow. Check with Red Cross re translators for subsequent GENERIC U contact with family.***

For American deaths abroad, call the nearest U.S. Embassy or consulate office. (Consulate offices available 24/7.) For the State Department Bureau of Consular Affairs, Overseas Citizen Services, call 1-888-407-4747 from the US during business hours. After hours call 202-647-5225. See http://travel.state.gov/travel/tips/emergencies/death/death_3878 .html 12. If possible, learn in advance about the Dean and Incident Incident Coordinator and Dean to consult on how GENERIC U family situation. E.g., student’s parents Coordinator family contact will be handled, e.g., verbally, in writing, by may be estranged, amicably divorced, whom. remarried; staff member may have had multiple ex-spouses or partners SEE APPENDIX A for advice about talking to family. Share:  Outline of situation: what happened, who was involved, 13. Contact next-of-kin. where it happened.  Sympathy. 14. If you reach an answering machine, do  What will happen next from your standpoint. not leave a message unless it is  Logistical support. absolutely necessary. Keep calling back.  (Medical situation, if the victim is living, along with contact If you must leave a message, do not information on medical personnel and facilities.) mention any details. Just ask the person  Travel arrangements, if the situation is not local. to call you ASAP.  Offers of help: Ask open-ended questions: “What can I do to help you?” “What might assist you in this very difficult 15. For a student death, check records for time?” other students with the same or very  Contact information: names and phone numbers for primary similar names. Notify those students of and backup contact person for GENERIC U, and, as the death and also notify their families

5 that their kids are safe. appropriate, public safety, chaplain, or others.  A specific plan for subsequent communication. (“Call me back in an hour or two” or “I’ll call you at 8 pm” or “I’ll meet you at the gate at the airport.”)  Public announcements

This may be more appropriate at a later time, but reassure the family that you will coordinate public statements and media contacts with them in advance.

Points to Cover in Later Conversations with Family  Funeral arrangements  Address for condolence cards  Wishes for flowers/donations  Family’s feelings on receiving phone calls  Coordinating public statements  Decedent’s personal belongings and vehicle

IV. THE SCENE, VEHICLES & OTHER EVIDENCE

16. As needed, cooperate with emergency Public Safety Expect police or fire department to secure the room, hall, floor, responders in securing the scene. building, or outside area.

17. If police do not confiscate, impound any Public Safety school-owned vehicles, equipment, safety devices, or other items directly involved in the death.

18. For on-campus death, if rooms are Incident Coordinator If affected rooms on campus can be locked, consider keeping typically used for class, alert Associate them locked for at least a few days. Dean of Academics to assign alternate room. Director of Facilities Outside service company that cleans up after on-campus death: 19. Arrange for needed cleaning of campus Management ______***

6 space. For additional steps and advice, see section VIII, “Logistics, IT, and Other Matters.”

V. FAMILY SUPPORT

20. Assign liaison person to family. For Incident Coordinator Respecting the wishes of victim’s family is #1 priority, with very multiple injuries or fatalities, assign a limited exceptions. liaison to each family. If victim is a visitor, don’t forget to assign a liaison. 21. Ask family what assistance they would like. Consider multiple liaisons if family is split by, e.g., divorce, estrangement. 22. If decedent is a student who died at the University, bring the family to campus. Family will be distressed if GENERIC U does not know where Pick them up at airport, and identify and the decedent’s body is physically located at all times. Also track meet their immediate needs. Consider locations of wallet, jewelry, car, and other personal items. this kind of ongoing support for other sensitive situations, including visitor Family of international student/staff/visitor may need assistance deaths. with expedited visa or even obtaining passport.

23. If injured victim is hospitalized: Transporting Remains Send school official to hospital Transporting remains across state and national borders Put family in touch with treating physician involves various legal requirements. Reputable funeral homes As needed, assist emergency room staff are generally familiar with these. A funeral home in the place of with influx of friends, students, other final disposition for the body may be most helpful and cost- visitors effective. Some states require a body to be embalmed or Send flowers or other appropriate cremated to cross state lines; most common carriers have a recognition from school similar requirement. Funeral homes will quote prices for When appropriate, send several school “forwarding remains” and “receiving remains.” Embalming or representatives to visit patient cremation may pose difficulties for adherents of some religions that believe the body should remain undisturbed. See pamphlet “Death Away From Home” from Funeral Consumers Alliance, 24. Do not assume that the family knows the an FAQ Pamphlet under Documents & Publications, at campus/community layout or how www.funerals.org.

7 GENERIC U operates. A certified death certificate is generally required to transport 25. Arrange special parking for family. Walk remains. For international transport, required documentation them to their car after each meeting. and permits may include: certified copy of death certificate and translation by a certified translator on funeral home stationery; 26. As needed, assist family with embalming certificate and translation; burial transit permits and arrangements for transporting remains. translations; and statement concerning remains and container. Know at all times where the body is. Cross-Cultural Sensitivity 27. Do not send the family unescorted to Gather information on grief & mourning in less familiar cultures various GENERIC U offices for closing Incident Coordinator & and religions. Resources include: accounts, obtaining records, and so forth. Communications  Other students, faculty, staff, alumni Escort them or, even better, manage  Community groups necessary processes and bring other  Community religious leaders administrators to the family.  Administrators at other law schools or universities  Funeral home directors 28. Coordinate announcements & memorials  Experienced florists with the family.  Embassy of international student or staff  Your librarians, who can research customs 29. Consider defraying family’s immediate Dean expenses for travel, lodging, perhaps Remember to propose,not to impose. even shipping the body home and funeral. For death of international Sample cultural and religious customs: student/staff/visitor, funeral home in  Some Chinese believe that improper funeral and burial place of final disposition can help arrangements bring bad fortune to the deceased’s coordinate transportation of body. family.  Open caskets may be customary or avoided, 30. Convey condolences from dean, other depending on religion. high administrators.  References to afterlife may be taboo among certain groups. 31. Encourage people to write condolence  Attire at Japanese funerals is often very formal. notes to family.  Yellow flowers may be inappropriate for some Iranians. Red flowers may be inappropriate for Buddhists. 32. Send appropriate condolence gift  Invoking name of the dead may be disrespectful in (flowers, fruit basket, etc.) to family and some Native American communities. later to funeral home. Be sensitive to

8 family wishes and cultural or religious To learn more, check: preferences. (See Comments to the right.) International Committee of the Red Cross, " The Mourning Process and Commemoration" 33. Consider contacting and then offering www.icrc.org/eng/resources/documents/misc/5eyd9z.htm family the support of counselors or University Chaplain. See item 44. ADEC: The Thanatology Association, "Cultural Differences in Mourning" 34. Keep the dialogue going over time, as www.adec.org/AM/Template.cfm? the family’s needs may evolve. Section=Coping_With_Loss_New_&Template=/CM/ContentDis play.cfm&ContentID=2607

National Hospice and Palliative Care Organization, "Cultural Competency in Grief and Loss," www.nhpco.org/sites/default/files/public/education/Cultural_Co mptency_Grief-Loss_Sept_09_NL.pdf

For continuing contact with family, see Services and Memorials, beginning with item 67, and family contact in item 81.

VI. FURTHER COMMUNICATIONS

35. No GENERIC U spokesperson should speculate about a victim’s identity, medical condition, cause of death, or responsibility of any individual or group.

Faculty 36. During semester, for student death or Dean or Associate Dean of Faculty members need to be informed promptly so they do not absence due to serious illness or family Academics face unexpected situations in class. situation, notify student’s professors ASAP, before the next class.

9 Insurers Associate VP of Legal List names & phone numbers of broker & insurance carriers to 37. Notify workers comp carrier for employee Affairs be notified.*** on-duty deaths (including student workers if in line of duty).

38. Notify general liability carrier for student or visitor deaths. Also contact broker (who could contact insurers). Department Notification HR or VP 39. For staff death, notify department head and ensure prompt notice to co-workers. Campus Notification Dean Communications staff to be kept informed of situation and what 40. Send out official campus notification information may or may not be released. promptly, as news and rumors spread quickly. Speed and accuracy are both Elements for campus notification may include: critical.  Incident date, time, location Dean  Name of victims, provided families have been notified 41. Use multiple avenues. Consider crisis  Where injured people taken for medical attention section on website, telephone hot line,  Descriptions of other parties or vehicles involved text messages to pre-registered cell  Actions that administration has taken and plans to take. phones, and other tools. If appropriate, mention that school is following its established guidelines. Dean  For on-going threats, the Clery elements, discussed in 42. Notify governing board. section I.

Omit private details unless victim’s family has approved. But provide as complete information as possible, so people will not think the University is hiding something.

Caution students, faculty, and staff that media may approach them for statements. Offer support in deflecting any inquiries and advise them that statements they make could cause pain to the family or cause unwarranted speculation. Ask that they allow communications to be handled through official channels.

10 Media Communications and, to Implement media crisis training for at least 2 key people. 43. Update media at pre-announced times. manage on-site media, Place media in designated areas on Public Safety Consider identifying a crisis communication consultant in campus. advance to help shape messages, handle overload volume of calls/emails, manage the media. For assistance with overload volume, consider redeploying staff from career services, conference planning, or other areas not directly affected.***

In placing media, remember that tv needs “visuals.”

Work in advance with student media on policies for covering death, with focus on simple, uniform coverage. *** Consult recommendations for media on reporting suicides, "At-A- Glance: Safe Reporting on Suicide, from the American Association of Suicidology: www.suicidology.org/c/document_library/get_file? folderId=231&name=DLFE-70.pdf

Know alumni office procedures on reporting deaths.***

Be very cautious about using decedent’s name & photo for publicity or fundraising, without consent from next-of-kin.

VII. INVESTIGATION

39. For accidents and other VP of Legal Affairs Police often, but not always, conduct an investigation (e.g., unexpected deaths, do not death from accident versus natural causes). Institution may also disturb the scene until decide to investigate. Elements for accident investigation may investigations are completed or include: deemed unnecessary.  Facts about accident & scene  Scope of injuries or death 40. If GENERIC U conducts  Damage to vehicles/property investigation, consider invoking  Recent upkeep, maintenance, and inspections of attorney-client privilege. vehicles/property  Personnel or student history, incl. relevant training & 41. Impound and preserve

11 University-owned equipment, experience vehicles, and other items  Toxicology (alcohol/drugs) connected with the death.  Relevant campus judicial proceedings  Witness statements 42. The University, through it  Analysis of warnings, safety policies, signs, procedures, representatives, will take steps equipment to provide an appropriate level of cooperation and refrain Do not discard or re-use University-owned equipment, vehicles, from improperly impeding any or property until no longer needed for investigation & potential legitimate investigative litigation. inquiry. Some families feel a keen need to understand how a death occurred, especially an accidental one. They may want to talk to the people who were last with their kin, see the setting, or recreate the events. Such steps can be helpful to the family, although the school may want to have an administrator present. Talk to outside counsel or insurer, however, before allowing the family to bring in its own investigator.

VIII. LOGISTICS, IT & OTHER MATTERS

Roommates Campus Safety in Discuss with police when roommates may remove necessary 42. For death in residence hall room, coordination with Assistant personal belongings from the room. police or fire investigators may Dean of Student Life deny access to roommates to Incident Coordinator to work with Residential Life on alternative room pending investigation. housing as needed for displaced students

43. Roommates will likely need psychological support, perhaps See item 44 on Chaplains and Counselors for psychological academic adjustments, new support. rooms. See section IX on Restoration and Recovery for other student support issues.

12 Chaplains & Counselors Incident Coordinator If institution does not have chaplain, consider identifying a 44. Consider arranging assistance community clergy person in advance to summon in a crisis. For from chaplain or local minister. extended situations, local ministers might each take one day per week to be on campus. *** 45. Consider arranging assistance from mental health professionals. Identify community mental health providers in advance for possible assistance during crisis. Counselors could be on- campus, particularly in major crisis, or available for office visit consultations through referrals. Share information with key administrators and entire campus about availability of clergy and counselors. Consult with EAP and SAP. *** Health HR, VP of Legal Affairs, 46. Arrange testing for anyone who Environmental Health & had contact with bodily fluids for Safety potential pathogen exposure. Legal Issues VP of Legal Affairs, in Issues for legal advice may include: 47. As needed, seek legal advice. consultation with Incident  Whether autopsy may be done without family’s consent Coordinator and Dean  Sequence of next-of-kin under state law 48. Provide timely warning of on-  Content of public statements about death going criminal threat. See  Timely warning to campus notification of on-going section II above. threat Public Safety  Investigations 49. Include an on-campus crime (or  Coordination with police or fire department alleged crime) in the annual  Decedent’s legal representative or executor, e.g. Clery Act report. unmarried staff member, or student of divorced parents  Coordination with government agencies, e.g., notice of international student/staff/visitor death  Coordination with insurers

If situation involves potential breach of University’s safety obligations (e.g., fire, balcony collapse, poorly maintained vehicle), expect inquiries by state & federal regulatory agencies.

13 IT Chief Technology Officer, in IT to coordinate with Incident Coordinator on IT issues. Options 50. Close out IT accounts. Consider consultation with include: giving decedent’s executor Communications and  Closing email account with no reply access to email if desired. Incident Coordinator  Closing account with an automatic reply message referring inquiries to appropriate administrator 51. Plan on-line memorial  Redirecting messages guestbook, with photos, spots for  Deactivating decedent’s passwords comments, if appropriate. In consultation with Communications:  Set up a test memorial guestbook, document the process, and train several staff.  Consider a crisis notice section on website, text messages to cell phones, telephone hotlines. Safety Chief of Public Safety, in 52. Consider temporary security consultation with Dean upgrades on campus for criminal or traumatic death, as well as situations with wide media interest.

Personal Belongings & Vehicle Incident Coordinator Desks, offices, and dorm rooms may attract curious visitors 53. After investigations are (including media, students, and colleagues) after the death. complete, identify relevant areas Prohibit access until the family or school has removed and remove school records and belongings. property. Check for personal items in faculty office, staff desk, student 54. Family may want to pack locker, library carrel, dorm room, or storage areas. personal items. Provide boxes, bubble wrap, markers, and tape. If packing decedent’s personal belongings after notice to the If the family prefers not to pack, family, consider having two people present. Inventory the items, give them notice and do the pack, and sign & date the inventory. Note on the inventory packing for them. Create and sheet who completed it and where the items will be stored. Give share written inventory. a copy of inventory to the family. For divorced parents of deceased student, give a copy to each parent. 55. Check if decedent’s vehicle is parked on campus. Do not ticket If family does not want personal effects, the Dean will determine or tow. their disposition, e.g., mementos to close friends.

14 56. For international student/staff/visitor death, if family does not come to U.S., consult with them about arranging secure transport of passport, death certificate, photos, jewelry, and similar items. Offer to store other belongings for an extended period, if the family wishes.

15 Administrative Matters 57. Notify OSHA within 8 hours of Human Resources See Appendix B on OHSA notification employee death. For public institutions, notify relevant state For information on OSHA exemption for state and local agency. Human Resources government employees, see www.osha.gov/dcsp/osp/public_sector.html 58. Prepare final paycheck for staff member or student worker Some schools forward student’s on-campus mail to the Registrar’s Office or Office of Student Life to assist the family. 59. Identify benefits under school- provided insurance policies & For benefits, be prepared to explain what will be required for retirement accounts, including school to assist in processing benefits (i.e., certified copy of benefits continuation for death certificate). survivors. Incident Coordinator

60. Gather campus keys and university credit cards. Cancel Incident Coordinator If current employee is critically ill with death imminent: credit cards promptly.  Assess whether long-term disability or retirement 61. Intercept unwelcome mail that before death would be economically beneficial to family might otherwise go to the and consult with employee & family decedent or family. Items include:  Gather photo and details about person’s service to Library fines school and draft in advance appropriate material for Parking tickets use upon death Donation solicitations Other routine bills & notices Dean in coordination with  Consider in advance suitable memorials Business Office 63. Decide upon refund of student tuition, award of posthumous degree, recognition as honorary alumnus, and other official Academic Affairs Some schools pro rate student tuition to the date of death. honors. Before awarding posthumous degree, consult with family on 64. Locate replacement instructor if their wishes. victim was professor.

16 Student Records 65. Update registrar’s records as Registrar FERPA rights “die with the student,” but state privacy laws and appropriate. respect for the deceased may counsel against releasing information publicly. 66. Notify providers of student loans. Financial Aid For death of prospective student, notify admissions office.

One state institution has a policy that requests for records of deceased student, regardless of circumstances of death, “shall be considered on an individual basis. Primary consideration will be given to requests that are supported in writing by the deceased’s immediate or surviving family. In all cases, proof-of- death in the form of a death certification or newspaper obituary is required.”

17 Services & Memorials

Off-Campus Funeral or Other Ritual Incident Coordinator Off Campus 67. Arrange bus rental or other Establish time-off for employees and excused absence for transportation to attend service. students to attend funeral or other ritual. Give notice to family & GENERIC U community. Consider food/lodging for the trip. On Campus Consider outdoor campus site for community & friends to leave On-Campus Observances flowers, wreaths, or other tokens. Tidy up daily. Remove 68. Set up a committee to plan flowers as they wilt, then clear site after about 8 days. Give memorials. Also consult with personal items, e.g., notes, to the family. family. Options include: service or event; tree planting; donations Consider candlelight vigil 2-3 days after the event. Local to school in memory of churches may have bulk candles & holders. individual; library book plates; plaque; posthumous degree; Keep copies of notes sent with flower arrangements for future other tributes that reflect thank you notes. decedent’s interests.

69. Invite family for on-campus Consider displaying photos of victim(s). events. Shield them from unwanted invasions of their Create a blank memorial book for victim(s), so people can privacy, e.g., media. record their recollections. Can be in lieu of or in addition to on- line memorial book. 70. Arrange security if event might attract unwanted visitors. American flag may also be lowered to half staff “in accordance with recognized customs or practices not inconsistent with law.” 36 USC sec. 175(m). Restore to full staff after internment or designated period of time.

The Red Cross or Salvation Army may assist with tents, water, other support during large events or vigils.

Lasting memorials in high-traffic areas may bring continuing

18 sadness after large-scale tragedies. University Relations 71. Post information about funeral so Communications Before using decedent’s name & photo in fundraising efforts, community can attend. get written approval from next-of-kin.

72. After some crises, such as dorm Business Operations in fire, school may be deluged with consultation with Dean and University Relations to coordinate donations and, for money donated clothing or other items. Incident Coordinator gifts, get a local bank involved. (Identify bank in advance?***) Assign someone to manage the donations. Consider asking for money gifts rather than goods.

73. Collect donations for victim’s family if appropriate.

IX. RESTORATION & RECOVERY

19 74. Coordinate a return to normalcy. Academic and Student Life After a traumatic incident, expect criticism that the school is staff reacting too slowly or too fast. Also expect controversy over 75. For on-campus death, after content and extent of communications with key stakeholders. responders and investigators Facilities leave, return scene to normal. For on-campus death: Remove all evidence – damage,  Expect people to fear that they will view disturbing blood stains, police tape, bullet sights. Seek to reassure them. holes – before reopening area.  Eventually indoor space will need to be opened & 76. Affected students may need reclaimed for use. As fits the circumstances, consider academic accommodations, e.g., Academic Affairs redecorating by moving furniture, buying new items, extra time to complete projects transforming space to a new use, or otherwise re- or courses; option to take as final purposing the space. grade the grade earned at earlier point in semester; course load reduction; incompletes. Some counselors advise against recognizing surviving “heroes” who distinguished themselves during a crisis. Lauding heroes 77. Send thank you notes for Incident Coordinator, Dean, may exacerbate others’ feelings that they should have done expressions of condolence, students, and others as more. People who stayed out of the way also contributed. donations, and other tributes appropriate sent to school. Consider enlisting students or others to assist. People feel better if they participate. Also write notes to any children or other close family of the decedent.

78. The first day of class after crisis needs special attention. Academic Affairs, in Consider an all-student-body consultation with Dean assembly. Whether at assembly or in individual classes, allow Do not neglect outreach and follow up with family if the students to express their decedent is a visitor, whether on campus to attend one function reactions. or to spend a semester as a visiting professor.

79. Account for all students. Some Address any document preservation/retention issues. may retreat or drift away. Ask

20 students to assist in identifying Faculty & Students peers who have not been seen For student decedent, follow up with family during what would or avoided classes. have been the student’s cycle of attendance through graduation. 80. Set up library shelf with books on Library grieving, crisis, death, and For advice on staff support after a colleague's death, see related issues. "Providing support for Red Cross volunteers and other humanitarian workers following a security incident or a disaster" 81. For student or visitor accidental Dean’s designee available at death, maintain occasional www.icrc.org/eng/resources/documents/misc/57jnph.htm contact with family for at least six months or longer. Consider calling or sending a note on the decedent’s birthday and the anniversary of the death. Make sure to invite family to any memorials, including any later campus observance (e.g., graduation, tree planting, one- year ceremony). Be sure to assign the follow-up function to someone. Don’t let it slip through the cracks. Put the dates into a “tickler” file.

82. Do a “lessons learned” Dean debriefing. Improve these guidelines and their implementation.

21 83. YOUR ISSUES

22 APPENDIX A

SUGGESTIONS FOR CONVERSATIONS WITH NEXT-OF-KIN

Consider having local police & coroner make in-person notification of a death. They should  Give the family, in writing, contact information for a campus liaison person.  Report back to the school after they have made the visit. The school should then follow up with the family.

The following suggestions will be helpful for school officials who need to make telephone notification of a death or to follow up with bereaved family and friends. The text is adapted from the U.S. Department of State Foreign Affairs Manual.

Performing notifications can be physically and emotionally exhausting. Expressing the right words, understanding families' emotions, and responding with empathy are paramount. The attitude, demeanor, professionalism, and sensitivity projected during a notification are critical. The delivery of a notification can remain etched in a family member's memory forever.

Be sure to ascertain that the proper person(s) is notified.

Bereaved families will always remember you . . . what you said and how you said it.

Make the initial telephone call primarily to notify the next-of-kin (hereafter “NOK”) of the death, its cause and/or circumstances, and to alert the NOK that more detailed information will follow in a faxed or e-mailed message. It is usually unproductive to attempt to relay detailed information by telephone. The NOK may be in a highly emotional state or in shock and may not remember everything that is explained. If you do relay specific information, ask them to get a pencil and paper to write it down.

Show Compassion: Take care that the initial telephone call to the NOK is made with tact and sympathy.

(1) A good procedure to follow is to begin the conversation by carefully identifying yourself by name and as an official with ______, and stating that you have bad or distressing news concerning the relative or friend.

(2) This gives the person called a few moments to prepare emotionally for what is to follow. The news should then be broken with an expression of sympathy.

(3) It is important to keep in mind that NOK are likely to be extremely distressed, even overwhelmed with shock and grief. By showing compassion you will demonstrate to families that you are working on behalf of them and their loved ones.

23 (4) If the person to be notified answered the telephone directly, or it is not otherwise clear that another adult is with the NOK, ask him/her if there is someone with him/her and offer to call back once the NOK has someone there. You may also offer to call for assistance for the next of kin. Volunteer to contact other family members, friends, clergy, or if necessary, local police or medical assistance.

During this time it is best to: • Convey sympathy; • Refer to the deceased by name or as your son/daughter.

Make sure not to: • Share your personal experiences; • Say “I know how you feel.” • Be cold or distant; • Be too clinical; or • Use terms such as “deceased,” “your late …”, “the remains”

(5) Remain Composed: As family members (“callers”) may be uncertain of their loved one’s condition or experience disbelief at what you are telling them, their frustration or anger may be directed towards you. They may also express personal beliefs that you may not necessarily agree with.

During this time it is best to … • Remain composed; • Act professional; and • Respect religious or personal beliefs of the callers.

Make sure not to … • Argue; • Be defensive; • Respond to personal attacks or the caller’s anger; or • Question the personal beliefs of callers.

(6) Take Your Time: Always bear in mind the extreme pressure the NOK is under.

During this time it is best to … • Show your appreciation for the extreme pressure the caller is under; and • Assist the family to make necessary decisions.

24 Make sure not to … • Show impatience to move on to the next call; or • Expect immediate decisions from the family.

(7) Communicate clearly: Callers may feel very confused and not quite understand the impact of the situation.

During this time it is best to … • Repeat information; • Speak slowly; • Use short sentences; • Try to respond to specific questions; • Stress the positive actions you can take; • Depending upon the caller’s reaction, consider suggesting that the conversation continue after the caller has a family member or friend with them.

Make sure not to … • Use abbreviations or acronyms or; • Convey bureaucratic obstacles.

(8) Relaying Information: Callers may question you on information they have heard through media reports.

During this time it is best to … • Explain that the media may speculate; • Explain you want to report only known facts; • Let the family know you (or another administrator) will be in touch with them as soon as information is confirmed; or • Set a time when you will call again and do it.

Make sure not to … • Give your opinions; or • Relay rumor or unsubstantiated information. Sometimes information is reported by a reliable source, such as police, but not confirmed as with a presumed death, or the details of an accident etc.

(9) Additional Suggestions:

25 friend to talk to you. The NOK will often be unable to think clearly upon receiving the news of the death, or will want to immediately call a friend or relative. Offer to call the NOK back within 15-30 minutes of the initial call to answer any additional questions he or she may have. In all cases, leave a name and phone number so the NOK can return the call later if they so wish.

(b) Provide the NOK with as much information as is known, stressing when necessary that the information is preliminary and/or inconclusive. You should never speculate or draw personal conclusions about what happened, such as saying, “I think your son died of a drug overdose.” It is appropriate to refer instead to the reports of competent local authorities: “The police have informed us that they suspect your son may have died of a drug overdose.”

(c) Cause of Death Unknown: It is not sufficient to state that “the cause of death is unknown” or “the police are investigating.” The family has a need to know something about what happened, even if the information available to you is sketchy and incomplete. The information available should be provided with appropriate qualifications as to its accuracy. It will help the NOK in coming to terms with the death.

(d) Decisions: Usually it is best to encourage the NOK to wait to make any decisions. Especially for overseas deaths, a follow up fax or email letter can provide detailed information on decisions they will have to make. Family may provide instructions by phone,followed by a fax or e-mail confirmation.

See U.S. Department of State, Foreign Affairs Manual, volume 7, Consular Affairs (7 Fam 220), “Deaths and Estates of U.S. Nationals Abroad,” section 220, “Notification and Reporting of Deaths of U.S. National Abroad.” The chapter also includes good information on deaths from non- natural causes and other topics. www.state.gov/m/a/dir/regs/fam/07fam/0200/index.htm

26 APPENDIX B OSHA REPORTING REQUIREMENTS FOR EMPLOYEE FATALITY OR MULTIPLE HOSPITALIZATIONS AT PRIVATE PLACES OF EMPLOYMENT

Reporting fatalities and multiple hospitalization incidents to OSHA. 29 CFR part 1904.39

Basic requirement. Within eight (8) hours after the death of any employee from a work-related incident or the in-patient hospitalization of three or more employees as a result of a work-related incident, you must orally report the fatality/multiple hospitalization by telephone or in person to the Area Office of the Occupational Safety and Health Administration (OSHA), U.S. Department of Labor, that is nearest to the site of the incident. You may also use the OSHA toll-free central telephone number, 1-800-321-OSHA (1-800-321-6742).

Implementation. If the Area Office is closed, may I report the incident by leaving a message on OSHA's answering machine, faxing the area office, or sending an e-mail? No, if you can't talk to a person at the Area Office, you must report the fatality or multiple hospitalization incident using the 800 number.

What information do I need to give to OSHA about the incident? You must give OSHA the following information for each fatality or multiple hospitalization incident:  The establishment name;  The location of the incident;  The time of the incident;  The number of fatalities or hospitalized employees;  The names of any injured employees;  Your contact person and his or her phone number; and  A brief description of the incident.

Do I have to report every fatality or multiple hospitalization incident resulting from a motor vehicle accident? No, you do not have to report all of these incidents. If the motor vehicle accident occurs on a public street or highway, and does not occur in a construction work zone, you do not have to report the incident to OSHA. However, these injuries must be recorded on your OSHA injury and illness records, if you are required to keep such records.

Do I have to report a fatality or multiple hospitalization incident that occurs on a commercial or public transportation system? No, you do not have to call OSHA to report a fatality or multiple hospitalization incident if it involves a commercial

27 airplane, train, subway or bus accident. However, these injuries must be recorded on your OSHA injury and illness records, if you are required to keep such records.

Do I have to report a fatality caused by a heart attack at work? Yes, your local OSHA Area Office director will decide whether to investigate the incident, depending on the circumstances of the heart attack.

Do I have to report a fatality or hospitalization that occurs long after the incident? No, you must only report each fatality or multiple hospitalization incident that occurs within thirty (30) days of an incident.

What if I don't learn about an incident right away? If you do not learn of a reportable incident at the time it occurs and the incident would otherwise be reportable under paragraphs (a) and (b) of this section, you must make the report within eight (8) hours of the time the incident is reported to you or to any of your agent(s) or employee(s).

Adapted from OSHA webpage at www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=12783

OSHA Region 4 Office *** [Replace with your region, available from the OSHA website at www.osha.gov/html/RAmap.html] 61 Forsyth Street, SW Atlanta, Georgia 30303 (404) 562-2300 (404) 562-2295 FAX

OSHA Local Area Office [Available at www.osha.gov/html/RAmap.html] Address Phone

1-800-321-OSHA emergency number

28 APPENDIX C

SELECTED READINGS

These guidelines incorporate ideas from many sources including the following:

University Student Death: Guidance for a Caring Campus, edited by Rosa Cintron et. al. 240 pp. (University Press of America, 2007).

“Death Away From Home,” pamphlet from Funeral Consumers Alliance, undated. Available at www.funerals.org.

Foreign Affairs Manual, volume 7, U.S. Department of State, Consular Affairs (7 Fam 220), “Deaths and Estates of U.S. Nationals Abroad,” section 220. www.state.gov/m/a/dir/regs/fam/c22701.htm

“Funerals and Mourning Customs,” which appears as Appendix VIII in “Working with Grieving Children After Violent Death: A Guidebook for Crime Victim Assistance Professionals” by Marlene A. Young, United States Department of Justice, Office of Justice Programs, Office for Victims of Crime, 1996.

Student death policies from: Duke University: Glendale Community University in the Maricopa (AZ) County College system; University of California campuses at Berkeley, Los Angeles, and Santa Cruz; University of North Carolina at Charlotte: University of Wisconsin at Eau Claire; and Western Oregon University.

“The Appalachian School of Law: Tried But Still True,” by Wendy B. David, 32 Stetson Law Review #1, pp. 159-170 (Fall 2002).

Revised Spring 2013

Ann H. Franke, principal drafter, may be reached at 202-725-5044, [email protected].