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SS 9.01pr - Death/Missing Student : Procedures and GuidelinesSUMMARY/SCOPE Edmonds College will make every effort to respond appropriately and sensitively in the event of a death/missing student report of a currently enrolled student. DESCRIPTION The Death/Missing Student Procedures and Guidelines will ensure a caring, professional, coordinated, and consistent response by the college administration. PROCEDURE DETAILS Coordinating Office for Campus Response: Information about a missing student or a student death should be immediately reported to the Office of Safety, Security and Emergency Preparedness (SSEP), by calling 425.754.0154. SSEP is responsible for confirming the student's death/missing status through official and appropriate channels and communicating information about a student's death/missing status to appropriate college personnel, and notifying the Office of the Vice President for Student Services. SSEP will keep the Office of the Vice President for Student Services abreast of the investigation who will then be responsible to notify the following: President, Vice President for Instruction, Vice President for Innovation and Strategic Partnerships, and the Executive Director of the Office of International Programs (in the case of an international student). The following information is helpful to properly identify the student and to ensure the correct information is disseminated:
In the case of a confirmed missing student:
The Office of the Vice President for Student Services may consult with the Behavioral Intervention Team (BIT) for assistance, resources, etc., as needed. Coordinating Office for Community and Media Response: The Office of the Vice President for Innovation and Strategic Partnerships is responsible for communicating information about a student's death/missing status to the campus community and to media if deemed appropriate. The college President will send a letter of condolence on behalf of the college community. Additionally, this letter will outline official procedures taken by the college to close the student's accounts and direct family members to other services and support offered by the college as appropriate. Administrative Process/Protocol: Once notified of a student death, campus personnel in their respective areas will take the actions described below. All offices should remove the student's name from any mailing lists (paper or electronic) that it maintains and withhold any future correspondence addressed to the student. Office of the Vice President for Student Services
Enrollment Services
Financial Aid The Director of Financial Aid will notify appropriate federal and state agencies of the student's death and cancel any aid awarded to the student for future terms. The financial aid office will notify the Cashier's Office of any refunds due to the student's estate. The Dean for Student Success: Entry and Enrollment Services will coordinate with Administrative Services on any outstanding tuition or debts to be written off. Counseling and Resource Center The Office of the Vice President for Student Services will coordinate efforts with the Director of Counseling to provide support and resources for members of the campus community, as appropriate (e.g., outreach to friends and/for family enrolled at the college and students taking courses in which the student was enrolled). Academic Division/Faculty When informed of a missing student or student death, the dean and/or faculty member shall contact the Office of the Vice President for Student Services at (425) 640-1375 (after 5 pm or on weekends contact EC Security at (425) 754-0192). Information Technology and eLearning The Office of the Vice President for Student Services will notify the Chief Information Officer to disable the student's accounts, including email, Canvas, and computer labs. Housing/Homestay All Housing personnel are expected to appropriately respond to, and immediately document, a residential missing/death report or notification (including telephone reports). Reports of missing persons (including runaways) must be handled without delay, and be given priority.
Missing Student When a resident student is first reported as potentially missing, student staff (Resident Assistants or International Mentors) should consult with the on-call Coordinator for Residential Education (CRE) and/or professional staff to take prudent action to determine if this is a valid missing persons case. Actions may include:
When performing these steps, staff must keep FERPA and other privacy considerations in mind. For example, if a parent calls to indicate that they have not heard from their son or daughter, the staff should not indicate that the resident does or does not live with us (if they are not sure and don't have exact information). However, they can take information and indicate that, if the student is in one of our After performing the above, the professional staff on-call needs to be informed of the actions that the staff has taken and the outcomes of those actions. Once a missing student status is determined, the CRE will then call Housing Director who will notify Lynnwood Police, the Office of the Vice President for Student Services, and Campus Security. Reports of an International missing persons should also be immediately reported to the Office of International Programs.
Student Death Student Death that does not occur in the Residence Halls
When the property of the deceased student is removed from his/her room or apartment, the CRE, Campus Security and roommate(s) should be present during this process to assist the family and to help identify the deceased student's property.
Campus Security, Safety and Emergency Preparedness As the official liaison with police and federal and state law enforcement agencies, Campus Security is a first point of contact from law enforcement for missing students or student death reporting.
Human Resources Public records requests must go through Human Resources. Human Resources will determine if the student is also a current employee of the college and initiate appropriate actions.
Athletics When informed of a missing student or student death that occurs during off-campus sports games or during travel status, the Director of Athletics will contact Lynnwood Police (or applicable local police), Campus Security, and the Office of the Vice President for Student Services.
International Programs Immediately upon being informed that an international student is missing, the staff member receiving that information will contact the Director of International Student Services, Executive Director of the Office of International Programs, the Office of Vice President for Student Service, and Campus Security. Contact will be made immediately with the Director of Housing, to determine if the student was living in a residence hall or homestay, and if so, coordinate the next steps. A quick determination will be made to assess what actions had been taken, and determine if all known sources in normal contact with the student had been reached for information. A call would also be made to coordinate actions with the Director of Safety and Security at Edmonds College, including notifying the Lynnwood (or appropriate) Police Department). If the student is a minor, the ISS staff would contact the Emergency Contact listed in the student's file as well as locating the Medical Release Form in the student's file, which would be provided to medical staff. In the event of the death of an international student, the Executive Director of International Programs shall be notified, as well as the Director(s) of International Programs, the Office of the Vice President for Student Services, and Campus Security. International Programs staff will coordinate with campus security and US Government or foreign government consular offices to get official confirmation of the death and verify that official notice has been given to the deceased family or emergency contact by such governmental agencies. International Programs will contact the student health insurance company to engage any repatriation of remains services. International Programs will also be responsible for assisting with the coordination of family member visits to the US to handle remains and any requested memorial services. Lastly, the Executive Director and Directors of the Office of International Programs will be assessing the emotional impact of the student death on the office staff and working with the Vice President for Human Resources and Operations, determine and coordinate professional grief counseling.
A study abroad student is any student who enrolls in the college's study abroad options. These include short term abroad programs, student exchanges, volunteer/service learning abroad, and quarter long programs. In the event of a missing student or student death abroad, the Associate Director for Global Engagement in International Programs will be notified, as well as the Director of International Programs, the Executive Director of International Programs, and Campus Security. In the event that the call is first received by Campus Security, they will immediately contact the Associate Director for Global Engagement, Director of International Programs, and the Executive Director of International Programs, as well as the Vice President for Student Services, on their cell/home phone listed on the emergency campus contact list. If a missing student or student death is reported, the following steps shall be taken by International Programs staff:
In all cases involving a missing or deceased student, a decision will be made by the Director of Safety, Security and Emergency Preparedness (SSEP) in consultation with the Vice President for Student Services and/or Executive Director of International Programs, and the college President and Public Information Officer (PIO) regarding the activation of an Emergency Operations Center or limited Incident Response Team to coordinate the larger campus response and recovery. 2016-Feb 26 Revised 2015-Sep 30 Reviewed by President's Cabinet |
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