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Guidance for Handling a Staff Death
(Including retired staff on recall and staff on medical
or other type of leave.)
I. Reporting a death
- A campus member may hear of a death through a variety
of sources: friend, family, another student, the news,
obituary, police (UC, city, state...) etc.
- Campus member then contacts the staff member's
department head/chair(or designee) or Chancellor's
Immediate Office. These two offices are responsible
for notifying each other.
- In case of an on-campus death or during non-business
hours call UCPD first as an emergency call by
calling 9-1-1 on campus.
- If the cause of death may be work-related, call Environment,
Health & Safety immediately at 510-643-9575 for CAL-OSHA
reporting and investigation.
II. Responding to a death
- Review the below table to familiarize yourself with
the response steps. The table is divided into three time
segments -- the first 24 hours, 24-48 hours, and 48+
hours after the death has been reported -- to help you
prioritize the response.
Please Note: When you click on departmental
links in the flow chart below, you will be taken to a departmental contacts
chart. You will see the information for the department you've chosen at the top of the chart.
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The Staff Member's
Department
...appoints a coordinator.
When an employee works in more than one department,
the appropriate VC may be contacted to appoint the
coordinator.
The coordinator:
...determines the validity of the report and
begins the death protocol.
...completes or delegates the following tasks.
...prints out the final
checklist and use it to keep track of
assignments to others and activities completed.
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Chancellor's Immediate
Office:
...confirms with staff member's department the
validity of the report and that a coordinator has
been designated.
...will act as coordinator if death occurs on university property
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Response to family and survivors in the
campus community
1. Facilitate communication between
family survivors and campus services such as
Benefits.
2. Consult with Labor
Relations/HR for release
of information, and if press is involved
consult with Public
Affairs. Consult with Public
Affairs on obituary.
3. Contact CARE
Services for consultation in addressing the
needs of staff, faculty, students and family
affected.
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Business response:
1. Submit the online death report.
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4. Initiate condolence
communication to the family with the appropriate VC
office. Identify campus representative in
conjunction with the appropriate VC to attend
on/off campus events.
5. Consider need for memorial events,
collect info about on
& off-campus
events, coordinate with other departments,
determine arrangements & ensure
notifications/invitations for attendance. Consider
how donations
are being handled. Tell family and campus associates about
Virtual Memorial Page.
6. Review info on Benefits
and Payroll in
order to discuss with the family of the
deceased.
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3. Complete time sheet. Supply
information to Payroll.
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4. Chancellor's Office sends a condolence card to the family.
5. The Office of the President sends a condolence card.
6. Chancellor's Communications and Resource Center archives the death notification.
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7. Review the following for
applicability:
8. Inventory personal and professional
possessions and arrange for retrieval. Use your
own judgment as to the appropriate timing of this
task.
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4. Contact building manager concerning key deposit.
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Did you complete all of the
above? Use the Final
Checklist to make
sure.
For questions on handling a death, please
contact the individual
listed for your control
unit.
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The
Guidelines for Responding to Death have been prepared at the
request of the Chancellor by a campus
workgroup
made up of staff, student, and faculty
representatives.
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Copyright
2002, The Regents of the University of California.
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