Death of a Student

Procedure

Intent

To enable the University to respond quickly and sensitively when advised of the death of a student, ensuring no further distress to relatives.

Scope

University wide

Exclusions

There are no exceptions to this procedure

Procedure steps and actions

Procedure

Responsibility

Timeline

1. Contact the Portfolio Academic Services Manager with details of the student, student ID, school and program enrolled. (Death of a student can be verified through: multiple reports being received; notices in media; etc.)

RMIT staff member who receives advice that a current RMIT student has died.

Same day

2. Inform relevant Head of School and Pro Vice-Chancellor (Academic), and advise of the availability of RMIT Counselling Services.

Portfolio Academic Services Manager

Same day

3. Contact the Director, Student Services who shall:

Portfolio Academic Services Manager

Same day

(a). contact the student's Head of School to arrange for appropriate supportive services to be offered to staff and students; and

(b). coordinate appropriate supportive activities, including notification of the death to a student’s family;

(c). notify the Counselling Service.

Director, Student Services

Same day

4. Contact the Manager, Student Administration with details of the student, student ID, school and program enrolled.

Portfolio Academic Services Manager

Same day

(When the Manager, Student Administration or Academic Registrar is the first to receive notice of a student’s death - in addition to the advice provided to RMIT officers as outlined in the procedure below - the relevant Portfolio and School must also be contacted and provided with a copy of this procedure.)

Manager, Student Administration

Same day

5. If an international student from a partner institution, or an exchange student, inform

  • the Director /Registrar of the partner or home institution; and
  • the relevant embassy or consulate.

Portfolio Academic Services Manager

Within 1 working day

6. Student’s records adjusted to cancel enrolment; prevent automatic correspondence; and insert relevant service indicator.

Manager, Student Administration

Within 1 working day.

7. Advise Vice-Chancellor.

Manager, Student Administration

Within 1 working day.

8. Advise the following officers within the University and request them to take actions pertinent to their responsibilities (including a copy of this procedure);

Manager, Student Administration

Within 1 working day.

  • University Librarian; who shall ensure that automatic requests for the return of library materials are not sent, and that any communication to recover such materials are undertaken in a diplomatic way and through the appropriate relative;

University Librarian

Within 1 working day.

  • Director, Financial Services who shall ensure that automatic debtor notices are not sent, and who may determine whether to waive outstanding monies and fees owed to the University;

Director, Financial Services

.

Within 1 working day
  • Director, University Marketing who shall co-ordinate external communications, particularly when the circumstances of death result in media attention;

Director, University Marketing

Within 1 working day.
  • Manager, Alumni Relations who shall ensure that the alumni database is updated to discontinue further communication;

Manager, Alumni Relations

Within 1 working day.

  • Director, ITS who shall ensure that electronic access and the student account is withdrawn for the student;

Director, ITS

Within 1 working day.

  • Director, People and Culture (in the case of a student receiving scholarship payments and/or who is also an employee): who shall ensure that scholarship/salary payments cease;

Director, People and Culture

Within 1 working day.

  • Manager, Finance and Scholarships (in the case of a student receiving scholarship payments) who shall ensure that scholarship payments cease;

Manager, Finance and Scholarships

Within 1 working day.
  • PVC, I&D (in the case of an international student) who shall ensure that DIAC are notified;

PVC, I&D

Within 1 working day.
  • Head, Higher Degrees (in the case of a postgraduate research student) for information and action. If the student is in receipt of a research scholarship, the Head, Higher Degrees shall ensure that scholarship payments cease;

Head, Higher Degrees

Within 1 working day
  • Manager, Hub for information.

Manager, Hub

Within 1 working day

9. If the student is an apprentice / trainee, the Apprenticeship Administration Branch or Agent approved by the Commission must be notified by fax of the student’s death, including date of death if known.

Manager, Student Administration

Within 1 working day

10. Relevant School staff informed and class rolls amended.

Head of School

Within 2 working days

11. Draft letter of condolence to the next of kin on behalf of the University (Vice Chancellor’s signature). Letter to include personal comments about the student as appropriate.

Manager, Student Administration, for approval of Academic Registrar

Within 5 working days of RMIT being notified

12. Draft letter of condolences to the next of kin on behalf of the Portfolio (PVC’s signature). Letter to include personal comments about the student as appropriate.

Head of School

Within 5 working days of RMIT being notified.

13. Determination to occur as to whether it is appropriate for the University to confer a posthumous award.

Manager, Student Administration and deceased student’s Head of School

Within 10 working days of RMIT being notified.

14. Release of student information: Refer to ‘Release of Information from Student Files’ procedure.

Academic Registrar

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