Dealing with the death or serious injury of a student of the University

• Member of the public or the University community reports incident to Emergency Services (usually including the Police) and also may inform Security Services.
• Depending on the situation the Police or appropriate member of emergency services should notify the next of kin.
• Police or member of University community inform Security Services.
• Security Services inform Registrar / Deputy Registrar / Academic Registrar.

Registrar / Deputy Registrar / Academic Registrar

• Take responsibility for strategic decisions, overall co-ordination and University’s general response.
• Ensure that the following persons are notified immediately:

1. Vice-Chancellor
2. Pro Vice-Chancellor (Education)
3. The Registrar / Deputy Registrar / Academic Registrar (if not the notifier)
4. Director of Communications and Marketing
5. Bursar
6. Director of Health and Safety
7. Head of Student Services
8. Dean/Head of Department (Head of Education, copied to the Head of School in the Faculty of Arts) / Warden of Hall
9. Faculty Head of Academic Administration
10. Head of International Office and Director of Student Recruitment, Access and Admissions
11. Director of Student Administration / Examinations Officer / Student Systems Manager
12. Student Counselling Service
13. Student Funding Office
14. Income Office
15. Director of Library Services
16. Student Health Service
17. Chaplaincy
18. Accommodation Office
19. President, Vice-President and General Manager of the Students’ Union and Postgraduate Union Co-ordinator (in the case of a postgraduate student)
20. Head of Security Services (if not already notified)
21. Director and Deputy Director of Sport, Exercise and Health
22. University Insurance Officer
23. Director of Personnel Services (in relation to any staff support needs)
24. Director of Campaigns  and Alumni Relations Office

• If not reported by the police/hospital, ensure that the death can be verified.
• Ensure that the next of kin have been notified and, if not, inform the emergency services who will ensure that notification occurs.
• Quickly assess who is the most appropriate point of contact at the University for the next of kin. This will depend on the circumstances of the death, as contact may have been established at the hospital or when the death occurred, or there may be an obvious contact who knew the student. It is likely that the contact person will be a representative of the student’s department or hall of residence, or a representative of the Students’ Union, Chaplaincy, or the Academic Registrar.
• Ensure that the next of kin has contact details for this person.
• Advise appropriate members of the notification list above when the University has made contact with the next of kin (including who made contact, how and when).
• Ensure appropriate arrangements are made if the next of kin wishes to visit the University.
• Arrange for condolence letter from Vice-Chancellor to be sent to the family on behalf of the University. Advise appropriate members of the notification list above when this has been done.
• Ensure that accommodation is made available for grieving relatives/friends if necessary. The Chaplaincy will be able to provide quiet space during the daytime and it might be necessary to arrange overnight residential accommodation.
• Ensure appropriate arrangements are being made for collection of the deceased’s belongings.
• Ensure that colleagues/friends of the deceased are informed in an appropriate manner.  The friends of deceased students may be identified through the academic department, residence and Students’ Union clubs & societies .
• Ensure that friends/colleagues are aware of the help and support which is available, e.g., Student Counselling Service, Student Health Service, Hall Wardens/Tutors, departmental personal tutor, Chaplaincy.
• Ensure that the Heads of Departments of any significantly affected students are informed of the death and asked to take into account in relation to their forthcoming academic work and particularly assessments.
• Inform friends/colleagues of funeral arrangements and attempt to ensure appropriate University attendance at the funeral.
• If appropriate, Identify appropriate part of the University to coordinate transport to the funeral (e.g. department or Students’ Union) and advise appropriate members of the notification list above when arrangements have been made.
• Ensure Embassy or High Commission is informed, if appropriate.
• Ensure wishes regarding treatment of body are ascertained and repatriation, financial and funeral arrangements are satisfactory, if appropriate*.
• Ensure memorial service, collection/other financial support and messages of condolence are arranged as appropriate*.
• Identify an appropriate contact point in the University for any communications relating to the death after the immediate arrangements have been made.
• Arrange for tuition and accommodation fee refund for the next of kin if appropriate.

Head of School / Department

• Send a letter of condolence to the next of kin.
• Ensure that appropriate students and staff in the department, particularly the personal tutor or supervisor, are notified of the death (including the cause of death if known) and referred to appropriate support mechanisms e.g. Student Counselling Service, Chaplaincy, Hall Wardens/Tutors, Student Health Service. The message should be short and factual.
• Consider impact on affected students’ academic performance.
• Amend any departmental records as appropriate.

Faculty Office

• Amend Student Record as outlined at: http://www.bris.ac.uk/ssio/userguide/studentrecordmaintenance/deceasedstudents
• Double check that Head of Department has been informed.
• Consider whether a posthumous or aegrotat degree should be awarded
• Consider whether a condolence letter from the Dean should be sent in addition to that from the Vice-Chancellor and Head of Department.
• Consider whether student sponsor should be notified
• Report the death to the Faculty Board.

Chaplaincy

• Provide support to next of kin if required.
• Provide support to affected students if required.
• Set up a book of condolence if required.

Students’ Union representative (normally Vice-President (Welfare) or General Manager)

• Check whether the deceased was a member of any Students’ Union clubs or societies and inform the Club Secretary(ies) accordingly. Ensure that members are aware of support available through the Student Counselling Service, Chaplaincy, Hall Wardens/Tutors and Student Health Service.
• Coordinate transport to the funeral (if task allocated to the Students’ Union).
• Check club or society web-sites to ensure no inappropriate comments are posted on web noticeboards.
• Liaise with Epigram to ensure suitable reporting of the death appears in the Student Newspaper.
• Take necessary follow-up action if death occurred during Students’ Union organised trip or activity (liaising with Director of Health & Safety).
• E-mail all Students’ Union staff to ensure that any media enquiries are referred directly to the Director of Communications and Marketing for an official University response.
• Liaise with next of kin if particular circumstances dictate significant Students’ Union involvement (all contacts with next of kin should be reported to the Academic Registrar).

Director of Communications and Marketing

• Prepare and circulate a statement to all appropriate University staff (and the Vice-President (Welfare) of the Students’ Union), if the media are likely to be interested, and liaise with the media directly if required.

Director of Health and Safety

• Assume tactical control of the event if involving serious injury or death on University property, referring to Registrar/Deputy Registrar/Academic Registrar for strategic decisions as necessary.
• Represent the University in any official investigations, if these prove necessary.

*Please refer to the Guidelines for Religious Practices and Customs Surrounding Death.