Responding to the Death of an Employee Procedure

1. Introduction and Purpose

Loyalist College is committed to ensuring a compassionate, coordinated, and timely response in the event of the death of a college employee, appropriate to the circumstances and consistent with the wishes of the family.

The purpose of this procedure is to provide an outline of college actions to appropriately recognize and communicate the death of a Loyalist College employee.

2. Application

This procedure applies to all current employees of the college. The guiding principles of how to handle the death of a student who is currently registered at the college are addressed in STU 201 Responding to the Death of a Student policy and procedure. 

3. Definitions

• College Liaison: The Human Resources employee who is assigned the temporary role of the college’s point of contact with the family of the deceased employee or the designated family liaison.

• Family Liaison: The next-of-kin to the deceased employee or a person whom the next-of-kin has asked to act on their behalf.

4. Death Occurring at a College location

Individuals who become aware of a death of an employee at a college location should immediately contact local emergency services by dialing 911, then notify Loyalist College Security by dialing 613-969-1913 ext. 2222 or by pressing any emergency call box or post button.

5. Procedure for Responding to the Death of an Employee

Step One: Notification

The Vice-President, Human Resources, Equity, Diversity and Inclusion or their delegate should be informed of an employee death. Once the death has been confirmed, the following individuals or groups will be notified:

• The Office of the President and CEO
• The Human Resources department
• The College Executive Team
• The immediate supervisor of the deceased person
• The Senior Leadership Team member representing the deceased person’s department/school
• Director, Marketing and Communication

Step Two: Liaise with Family

Once the Human Resources team has been advised, an employee will be identified to act as the College Liaison, and the point of contact for the deceased person’s designated family liaison.

The College Liaison will support the family liaison by:

• Learning of the family’s wishes through the family liaison.
• Coordinating with the employee’s supervisor to have personal belongings from the work area respectfully packaged and arranging with the family or designated family liaison an appropriate time for collection, ensuring the items are returned with care and sensitivity.
• Directing the family liaison to the correct Compensation and Benefits Specialist for support and guidance in processing any life insurance claims or updates to the employee’s benefits and pension.

Step Three: College-wide Message and Support

Support for College Community Members

The college recognizes that employees and students may require support in coping with their grief following a tragic event. Support will be made available through Counselling Services for students and through the Employee and Family Assistance Plan (EFAP) for employees, as needed.

Indigenous employees and families may also receive support from the Tsi Titewaya’tarό:roks Indigenous Centre.

Message Preparation

With the consent of the family liaison, a college-wide message will be drafted to include the following:

• The deceased employee’s name and title
• The deceased employee’s school or department
• Details of the employee’s time spent at Loyalist College
• Link to funeral and visitation arrangements, if known
• Information as to when the college’s flags will be lowered to half-mast Contact information for confidential EFAP support for employees, or directions to access Counselling Services for students.

Message Distribution

With the consent of the family liaison, the message will be sent college-wide on behalf of the Office of the President and CEO to:

• Loyalist College employees
• the Board of Governors
• Loyalist College students, if applicable

Step Four: Memorial

Condolences to the Family

The Human Resources department with the permission of the employee will send flowers and condolences to the deceased employee’s family on behalf of the college.

Flag Half-Masting

Upon approval from the family liaison, the college’s flags will be lowered to half-mast on the date of the memorial service or funeral by the Maintenance and Security Department in accordance withthe PHY 205 Flying Flags on Campus policy.

6. Decommissioning the Employee’s Loyalist College Account

Human Resources will assist the family in processing any applicable life insurance claims and update the deceased employee’s pension and benefits. The employee’s email and user accounts will be deactivated as part of this process.

7. When the Employee is a Student at Loyalist College

If the deceased employee was also a current student, STU 201 Responding to the Death of a Student policy and procedure will be consulted for additional considerations.

8. Related Documents

• HR 504 Responding to the Death of an Employee Policy
• STU 201 Responding to the Death of a Student Policy
• STU 201 Responding to the Death of a Student Procedure 
• PHY 205 Flying Flags on Campus