Memorandum 16 – Notification of Accidents and Deaths

Revised September 2012

Purpose

This policy outlines the procedure to be followed for University-wide communications regarding the death, injury, or serious health impairment of a member of the faculty, staff, or student body.

Policy

It is the University’s policy to swiftly, accurately, and compassionately notify individuals in the event of an accident or death.

Responsibility

Overall responsibility for notification of accidents and deaths rests with the Director of Integrated Marketing and Communications. S/he must insure that all individuals identified on the contact list are notified. The Coordinator will be assisted as follows:

  • By the President and VP EM/SA for all accidents and deaths involving students. These individuals will be responsible for initial contact with students’ families.
  • By the Director of Human Resources, victim’s immediate supervisor, and appropriate Cabinet member for all accidents and deaths involving faculty or staff. These individuals will be responsible for initial contact with families.

Implementation/Guidelines

  • In most cases, the initial contact point is either Campus Security, the Dean’s Office, the Commandant’s Office or the Human Resources Office. These offices are responsible for notifying the Director of Integrated Marketing and Communications who, in turn, will be responsible for notifying others on the contact list.
  • No matter who is involved—student, faculty or staff—the Director of Integrated Marketing and Communications will notify all senior staff not listed on the contact list, immediately issue an electronic notice to the University community, publish a notice in the weekly Bulletin, publish an article in the alumni magazine The Record, and notify the student newspaper The Guidon and the student radio station WNUB.
  • In cases involving a civilian student, the Dean of Students should contact the appropriate dean, department chair or program coordinator, academic adviser, University Chaplain, and President of the Student Senate.
  • In cases involving a member of the Corps, the Commandant should notify the appropriate dean, department chair or program coordinator, academic adviser, University Chaplain, Assistant Commandant for that battalion, and the Regimental Commander.
  • In cases involving employees, the Director of Human Resources will notify appropriate department/division heads and the University Chaplain.

Contact Offices

  • Office of Communications: x2080

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