Responding to the Death of a Student Procedure

1. Purpose

When Loyalist College is faced with the death of one of its students, a compassionate, coordinated, and timely response must occur, appropriate to the circumstances and consistent with the wishes of the family.

This procedure outlines the steps Loyalist College takes to ensure that each circumstance is handled in a manner that is consistent with  STU 201 Responding to the Death of a Student policy.

2. Application

This procedure applies to all students currently registered in a program at any Loyalist College location. The guiding principles of how to handle the death of an employee or friend of the college are addressed in HR 504 Responding to the Death of an Employee policy and procedure.  

3. Guiding Principle

Each traumatic event varies in its occurrence and how it may be handled. It is expected that Loyalist College employees and students will always remain discreet during such situations. The following procedure guides the steps to be taken in the event of a student’s death, which may be adjusted to reflect each circumstance.

4. Death Occurring at a College location or in On-Campus Housing

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

When contacting Loyalist College Security and emergency services about the death of a student, the following information should be provided if known:

Whether the student resided in residence.

• The student’s name,

• The student’s identification number,

• The location and activity at the time of death,

• How the college was made aware of the student’s death,

• The student’s program name and semester,

• The name and address of the student’s next of kin,

5. Death During an Off-Campus College-Related Activity

If a death occurs during a college-related activity, the college employee accompanying the student should immediately contact local emergency services by dialling 911.

Any response to a student’s death occurring off campus will be managed initially by the police and/or the hospital involved.

6. Notifying Loyalist College of the Death of a Student

When a member of the Loyalist College community becomes aware that a student has died, the Senior Vice-President, Students office is to be notified immediately for the Belleville, Port Hope, Bancroft and Tyendinaga locations.

The Senior Vice President, Students and/or the Director, Student Services will delegate a Tragic Event Response (TER) coordinator to initiate the STU 201 Appendix A Student Death Protocol and will be the contact for the family liaison.

The TER coordinator is responsible for responding to the death of a Loyalist College student. The TER coordinator will utilize STU 201 Appendix A Student Death Protocol to guide their actions, with the understanding that each circumstance is unique. It is expected that college employees and students will cooperate with the TER coordinator and any other external parties involved.

If the family liaison prefers to speak to another employee of the college, their wishes will be reasonably accommodated.

7. Internal Communication Plan

Once the Senior Vice President, Students learns of the death of a student, they will notify the President and CEO and the Senior Vice President, Academic & Chief Learning Officer. Information that should be shared includes:

• The name and age of the student (particularly if the student is a minor),
• The year of study,
• The program of study,
• Whether the student resided in residence,
• Whether the student’s home location is in Ontario, out of province, or out of the country,
• Whether the death occurred on campus,
• Whether the death occurred by accidental or natural causes,
• Whether the death will involve external parties (e.g., police, the Children’s Aid Society, etc.),
• Whether other students were present at the time of death.

The President and CEO will share all relevant information with the College Executive Team.

If the student is under the age of 18, the college has a duty to alert the Children’s Aid Society’s local chapter: 

• Belleville, Bancroft and Port Hope – Highland Shore’s Children’s Aid Society
• Indigenous students at any college location – Dnaagdawenmag Binnoojiiyag Child & Family Services

Only the employees who need to be made aware will be informed of the student’s death and any relevant details. This will be determined at the discretion of the Senior Vice-President, Students’ Office, in consultation with the family liaison and the TER coordinator.

Employees must keep all information surrounding the death confidential until direction regarding the disclosure of any information is provided by the TER coordinator.

Before releasing details of a student’s death to the college community, verification and consent must be obtained from the family liaison regarding the following:

• Communicating the student’s death to the college community.
• If invited to attend, communicate information about any funeral or memorial services to the college community.
• Communicating the student’s death to the media.
• Communicating the student’s death to their faculty and classmates.
• Lowering the college’s flag in accordance with the PHY 205 Flying Flags on Campus.
• Giving flowers, gifts, or donations.

Upon providing consent, the family liaison will share information with the TER coordinator, who will work with the Director, Marketing and Communications (or designate), to draft an email advising the college community of the student’s death. The Senior Director, Health and Equitable Learning or the Director, Students, will ensure that the quiet room is available, and the Student Health Centre will be prepared to provide counselling and support as needed.

8. Related Documents

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

9. References

• Coroners Act, R.S.O. 1990