Communication in an Emergency

Active Shooter

Self Harm Protocol
 

Protocol and Response to Student Death 

The death of a student can be emotionally difficult and stressful for students, faculty, and staff. Recognizing the shock and profound sadness the student’s family will be experiencing, this protocol is designed to ensure a professional and caring response by the university.  

Notification of University Administration

The death of a student often occurs away from campus and a family member usually provides notification to the university. However, in circumstances when a student dies on campus or in the surrounding community, University Police or Delaware County officials may be first responders. In such cases, UPD will immediately notify the vice president for student affairs and confirm notification of the student’s family. Indiana law requires that the coroner notify the next of kin.  

The following information is helpful to identify the proper student and to ensure the correct information is disseminated.

• Student’s full name

• Student identification number

• Name and address of parents or spouse

• Date and cause of death

• College or major

• Enrollment status

• Residence (on or off campus)

Information should be provided to:

Office of Student Affairs
238 Administration Building
Muncie, Indiana 47306
(765) 285-5344
(765) 285-2464 FAX 

Coordinating Office for University Response

The individual receiving information regarding the death of a student should immediately notify the vice president for student affairs. The vice president will immediately notify the president and associate vice president for marketing and communications. The vice president will coordinate with University Marketing and Communications on the release of any information.  

The Office of Vice President for Student Affairs will notify:

• Academic dean and department chair

• Registrar’s Office        

• Bursar

• Director of Housing and Residence Life

• Director of Dining Services

• Director of Student Life

• Director of Counseling Center

• Faculty members of the student

• Alumni Office

• Other department heads as deemed appropriate

1. Academic Dean and Department Chair
   The dean and department chair may notify other faculty in the college. If appropriate, the dean will initiate a request for posthumous degree to the provost.  

2. Registrar’s Office
   A notation is made on the student’s transcript by the university registrar indicating the student is deceased. The student’s record is sealed by the registrar and no longer accessible through the student database. 

3. Bursar’s Office
   The bursar will immediately stop billing on student’s account. The bursar will process any refund due to the student’s estate.

   Refunds
   The bursar will handle closing a student’s account and following all procedures outlined in the university’s refund policy in case of student death. The bursar will mail all refunds due to the estate of a deceased student.

4. Office of Scholarships and Financial Aid
   The office verifies any aid received by the student and notifies appropriate agencies of student’s death.

5. Offices of Housing and Residence Life and Dining Services
   Appropriate refunds will be made on the student’s account and reported to the bursar’s office. If a student resided on campus, the residence life staff will facilitate with a student’s family the return of personal property.

6. Office of Student Life
   Verify co-curricular involvement of student and provide outreach to impacted students.  

7. Counseling Center
   Emergency services are available to students, faculty and staff impacted by the student’s death. 

8. Career Services
   Staff will verify if student is employed on campus. The Office of Vice President for Student Affairs will notify the campus employer. 

9. Alumni Office
   The alumni office removes the student’s name from their contact file. 

Condolence to Family

The university president will send a letter of condolence on behalf of the university community. A letter of condolence will be sent by the vice president for student affairs and will outline official procedures taken by the university to close the student’s accounts and outlining other services and support offered by the university. When possible a university representative will attend funeral services and will be coordinated by the vice president’s office. 

Requests for Posthumous Degree

The college dean may request to the provost that a degree be awarded according to the guidelines outlined in the Posthumous Degree policy maintained by the provost.