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: Academics : Office of Academic Affairs : AA Admin Handbook : Deceased Student Policy

Deceased Student Policy

The College responds in an accurate, timely, equitable, and compassionate manner in cases of notification of the death of any student.

Procedures - Enrolled Student

When the College is notified of the death of an enrolled student, the Assistant Vice President of Student Affairs will:

  1. 1. Verify positive identification with law enforcement, coroner, funeral home, etc.
  2. 2. Contact family, if possible.
  3. 3. Send memo of notification to:
    • Registrar
    • Assistant Registrar
    • Director of Financial Aid
    • Assistant Director of Financial Aid
    • Director of Residence Life, if applicable
    • Controller
    • Bursar
    • Chief Information Officer
    • Associate Vice President for Development and Alumni Affairs
    • Counseling Services Staff
    • International Admissions Counselor, if applicable
    • Chief of Public Safety
    • Director of Communications
    • Assessment & Care Team (ACT)

    Copy:

    • Vice President for Academic Affairs
    • Vice President for Student Affairs
    • Vice President for Enrollment Management
    • Vice President for Fiscal Affairs

    Text:

    I have been advised and have confirmed the death of Middle Georgia State University student, Jane M. Doe, MGAID# 983-00-0000. See Macon Telegraph and/or funeral home notices below.
    Please:

    1. cancel Ms. Doe's current registration,
    2. per BOR policy (1979-80, p.61; 1986-87, pp.24-25; 1995, p.246) please process a refund of all nonresident fees, matriculation fees, and other mandatory fees. When the check is ready, please mail to the Banner address of record.
    3. cancel any student e-mail or electronic access, and
    4. remove Ms. Doe's name from any calling/mailing list.

    Ms. Doe, a [insertMajor], is currently enrolled in [insertSemesterHours] hours. I will notify each of Ms. Doe's professors of her death and will offer information regarding counseling services for the students in each class.

    A memory book has been placed in the lobby of the Student Life Center. All members of the Middle Georgia State community will be invited to submit a statement in her honor. The pages from the book will be sent to her family.

    I have personally spoken with Ms. Doe’s __parent/spouse__. A letter will be mailed to Ms. Doe’s family from the President. A representative of Middle Georgia State University will attend the funeral service to be held at [insertTime], [insertMonth], [insertDay], [insertYear], at [insertLocation].

  4. Send memo of notification to:
    Each Instructor

    Copy:

    • Health Services/Nurse Practioner, if applicable to Macon Campus
    • Program Director
    • Dean of the School
    • School Secretary

    Text:

    Each Name,
    You may already be aware of the [insertDate] death of your student, Jane M. Doe, MGAID# 983-00-0000.
    See Macon Telegraph and funeral home notices below.

    Please advise your students that the staff of Counseling Services is standing by and prepared to assist as requested. The Counseling Center is located on the second floor of the Student Life Center on the Macon Campus, Room 266, 478-471-2895 and in Jacon Hall, Room 115 on the Cochran Campus, 478-934-3092. Counseling services will be made available on all five campuses, as needed.

    A memory book has been placed in the lobby of the Student Life Center. All members of the Middle Georgia State community are invited to sign a page in Jane's honor. The pages from the book will be sent to her family later this week.

    As indicated below, the family will greet friends from [insertTime] at [insertLocation]. The funeral will be held at [insertTime], [insertMonth], [insertDay], [insertYear] at [insertLocation].

    If you have questions or need more information, please let me know.

    English000000Professor 1
    Math000000Professor 2
    History000000Professor 3
    PE000000Professor 4
  5. Send e-mail notification to:
    Appropriate Students

    Text:

    You may already be aware of the [insertDate] death of your fellow student, Jane M. Doe.

    See Macon Telegraph and funeral home notices below.

    Please be advised that the staff of Counseling Services is standing by and prepared to assist you. The Counseling Center is located on the second floor of the Student Life Center on the Macon Campus, Room 266, 478-471-2985 and in Jackson Hall, Room 115 on the Cochran Campus, 478-934-3092. Counseling services will be made available on all five campuses, as needed.

    A memory book has been placed in the lobby of the Student Life Center. All members of the Middle Georgia State community are invited to sign a page in Jane’s honor. The pages from the book will be sent to her family later this week.

    As indicated below, the family will greet friends from [insertBeginTime] to [insertEndTime] at [insertLocation]. The funeral will be held at [insertTime], [insertMonth], [insertDay], [insertYear], at [insertLocation].

    If you have questions or need more information, please let me know.

  6. Send condolence letter from the College President to the family.
  7. Attend visitation/funeral services, if possible.
  8. Coordinate Memory Book arrangements: Table/Student Life Center lobby, clothed and skirted, flower arrangement, 8” x 10” color photo of student (if available), Memory Book – binder with pages and pen.

    Sample Memory Book Layout
  9. Upon review for any inappropriate or insensitive comments, mail/deliver Memory Book pages to family.

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Procedures - Non-Enrolled Student

When the College is notified of the death of a non-enrolled student, the Assistant Vice President of Student Affairs will:

  1. Verify positive identification with law enforcement, coroner, funeral home, etc.
  2. Contact family, if possible:
  3. Send memo of notification to:
    • Registrar
    • Assistant Registrar
    • Director of Financial Aid
    • Assistant Director of Financial Aid
    • Director of Residence Life , if applicable
    • Controller
    • Bursar
    • Chief Information Officer
    • Associate Vice President for Development and Alumni Affairs
    • Counseling Services staff
    • International Admissions Counselor, if applicable
    • Chief of Public Safety
    • Director of Communications
    • Assessment & Care Team (ACT)

    Copy:

    • President
    • Vice President for Academic Affairs
    • Vice President for Student Affairs
    • Vice President for Enrollment Management
    • Vice President for Fiscal Affairs

    Text:

    I have been advised and have confirmed the death of former Middle Georgia State University student, Jane Doe, MGAID# 983-00-0000. See Macon Telegraph and funeral home notices below.

    Please cancel any student e-mail or electronic access and please remove Ms. Doe’s name from any calling/mailing list.

    Ms. Doe, a [insertMajor], was last enrolled [insertSemester/Year]. I will notify the Dean of the School of [insertSchool].

  4. Send condolence letter from the College President to the family.
  5. Attend visitation/funeral services, if possible.

Conclusion

Procedures may be adapted to meet the needs of the individuals involved.








  LAST MODIFIED: 7/24/2017