Student Death Procedure (Draft)

Purpose:

This procedure establishes the steps Winona State University (WSU) follows after the death of a recently or currently enrolled student in order to ensure a thorough and consistent process.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 4-5 Student Death Protocol Regulation

This procedure now designates the Dean of Students as the primary administrator responsible for addressing student death issues. The list of “tasks” has been updated based on the experiences of the previous Dean of Students.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

Procedure:

A. Responsibilities of the Dean of Students

The Dean of Students will take the following actions:

1. Gather as many details as possible from the initial source of information

2. Confirm that the deceased is a current or recent WSU student

3. Notify WSU President, Campus Security, Vice President for Enrollment Management and Student Life, Communications Office, and Provost (these individuals will notify others on a need-to-know basis)

4. Obtain transcript, course list, academic information, conduct record and other information from campus records

5. Obtain emergency contact information from WSU Student Records, Housing and Residence Life, or WSU Security

6. Determine if the student lived on or off campus and work with Housing and Residence Life if appropriate

7. Obtain laptop and/or iPad and return to IT or forward to police for investigation

8. Select a liaison to the family

9. Determine if this will be a high media profile situation (e.g., the death of a veteran, athlete, or international student; or a death occurring on campus)

10. Notify Counseling and Health Services departments and possibly academic departments to be prepared to support students

11. Complete the Action Checklist for WSU Business Office

12. Consider, if appropriate and if requested by students, an on-campus memorial or candlelight vigil

13. Consider providing student transportation to the wake/visitation/funeral

14. Ensure that a WSU representative attends wake/visitation/funeral if appropriate and feasible

B. Responsibilities of the Communications Officer

The Communications Officer will take the following actions:

1. At the request of Dean of Students, monitor social media information

2. Respond to media inquiries directed to the Communications Office from the Dean of Students

3. Work with the Dean of Students to create an all-university message from the Vice President for Enrollment Management and Student Life or the Dean of Students to be sent after confirmation that the family has been notified of the death

C. Responsibilities of the Liaison to the family

The Liaison to the family will take the following actions:

1. Contact the family within an appropriate time to offer condolences

2. Continue contact with the family, as appropriate

See also:

• WSU 4-7 Missing Student Policy
• WSU 4-7 Missing Student Procedure
• Housing & Residence Life Student Death Response Plan (??)
• Campus Security Student Death Protocol (??)

 

Authorizing Policy:

• 4-5 Student Death Policy (Draft)

History:

Date of Revisions: 09/17/2008.

Adoption date: 10/08/2003
Implementation date: 01/01/2099