Responding to the Death of an Employee

1. Introduction and Purpose

The loss of an employee or friend of the college can be traumatic and impact individuals in a difficult and emotional way. Loyalist College is committed to ensuring a compassionate, coordinated, and timely response in the event of the death of an employee or friend of the college, appropriate to the circumstances and consistent with the wishes of the family during such a challenging time.

This policy sets out the college’s practices when responding to the death of an employee, while acknowledging each situation is unique and should therefore be assessed accordingly.

2. Application

This policy applies to all current Loyalist College employees. 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 on Campus

Individuals who encounter a deceased employee on campus should immediately contact local emergency services by dialing 911, then notifying Loyalist College Security by dialing 613-969-1913 ext. 2222 or by pressing any emergency call box or post button. For more information, please see the HR 504 Responding to the Death of an Employee Procedure.

5. Notification of the Death of an Employee

Individuals who become aware of the death of an employee should immediately notify the office of the Vice-President, Human Resources, Equity, Diversity and Inclusion. The Human Resources Department will coordinate the college’s response in the event of an employee death, as outlined by HR 504 Responding to the Death of an Employee Procedure.

6. Role of the College Liaison

The Human Resources Department will assign an employee to act as the College Liaison between the college and the family liaison. This role will ensure a communication flow that is organized, thoughtful, and compassionate to the family’s needs and wishes during this difficult period.

7. Policy Statement

Loyalist College is committed to responding to the death of an employee with compassion, respect, and care. Our response will be guided by empathy, integrity, inclusivity, and a commitment to the well-being of our employees, students, and broader community.

In the event of the death of an employee, Loyalist College will strive to provide timely, coordinated, and sensitive support to those affected, while upholding the dignity and memory of the individual. The college will act with professionalism and compassion in all communications and interactions, and ensure responsibilities are fulfilled in a respectful and culturally informed manner.

This policy supports a consistent and values-based approach during a time of loss and reinforces the college’s commitment to community care and accountability.

Loyalist College’s response to the death of an employee will be guided by the following principles:

• 7.1 Discretion
  • Employees will use discretion in the use, access and disclosure of information related to the individual and information regarding the death. Any disclosure must respect the wishes of the individual’s family liaison in regard to how the death is communicated, how much information is released around the nature of death, and who communicates with the family and how. Direction regarding disclosure of any information will be provided by the College Liaison supporting the family liaison.

• 7.2 Support for the individual’s family and the College Community
  • Loyalist College is committed to assisting employees in dealing with the death of an employee. The college recognizes that employees and students may need assistance in dealing with their grief and will have the Tragic Event Response Coordinator (TER) for students or the Employee and Family Assistance Plan (EFAP) available for employees, if necessary.

• 7.3 Respect for the family’s wishes and privacy
  • Loyalist College will respect the wishes of the family of the deceased, specifically regarding:
    • Contact between the college and family members
    • Communication to the college community
    • Lowering the college’s flag
    • Flowers, gifts, or donations
    • Attendance at the funeral services and communicating service information

• 7.4 Cultural Acknowledgement
  • The college acknowledges and respects cultural practices as directed by the family, which may include rituals and/or ceremonies. We are committed to supporting families during times of loss by providing compassionate support and assistance in honouring their wishes.
  • Indigenous families may also receive support from the Tsi Titewaya’tarό:roks Indigenous Centre.

• 7.5 Cooperation with police, coroner and other external officials as required
  • The college is committed and obliged to cooperate with police, coroners and other external officials investigating the cause of the individual’s death on campus. To support the family of the individual, the college will work with officials and make all efforts to minimize duplication of efforts pertaining to the investigation.

In addition to the principles above, the college is committed to transparency and openness, as appropriate.

8. Lowering the College’s Flags

The college’s flags may be lowered to half-mast on the day of the funeral or memorial service by the Facilities Department, upon the family liaison’s consent and in accordance with PHY 205 Flying Flags on Campus.

9. Related Documents

• HR 504 Responding to the Death of an Employee Procedure 
• 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