Student Death Protocol

University response to the death of a student on the campus is often coordinated by University Police working closely with the Division of Student Affairs, specifically the Dean of Students Office. Any death that occurs on campus, regardless of the deceased’s affiliation with the University, should be reported to the UNCG Police Department and investigated by the Greensboro Police Department. In the instance of a death, the area where the deceased is will be restricted while the investigation is underway and no one, including the media, will be permitted in the restricted area until such time as police, the county medical examiner, or other officials approve

Do not disturb the area where the death occurs. Unless rendering emergency first aid, it is extremely important not to disturb the scene where a death occurs. Call UNCG PD at 336.334.4444 (or 911) immediately. If at all possible, close off the area in question, being careful to touch as little as possible. If there is another person with you, one person should stay at the scene to keep others from disturbing the area while the other person calls the UNCG PD at 336.334.4444 (or 911).

Under no circumstances should any University employee make any public comment or statement about an individual’s cause of death to the media or on behalf of the University unless specifically authorized to do so (This also includes making posts or comments on social media). Under North Carolina law, only a medical examiner has the authority to determine the cause and manner of an individual’s death. In the event of the death of a student, all requests for information from news media should be referred to University Communications. At no time should any University employee involved discuss a potential cause of death or confidential/private matters related to the incident with non-University officials or employees who are not involved in responding to the situation.

The Vice Chancellor for Student Affairs will designate a primary and single point of contact, usually the AVC/Dean of Students and/or designee to work with the family in navigating university-related business and contacts with faculty, staff, or students. Family inquiries or requests should be coordinated with Student Affairs.

Deaths on Campus

1. If on campus, call UNCG PD at 336.334.4444. The UNCG police will alert medical personnel as needed. Be prepared to report your exact location. If the death occurs in the local area, UNCG Police may be notified by the corresponding law enforcement agency.
2. UNCG Police will:
   1. Send officers to the location immediately to secure the scene and begin an investigation.
   2. Notify the UNCG Chief of Police or their designee.
   3. Notify the Greensboro Police Department.
   4. Notify the Dean of Students.
   5. Notify the UNCG System Office as needed.
3. Police, medical personnel, or the medical examiner will coordinate with the Dean of Students staff to mobilize support resources and contact the student’s family/next of kin to:
   1. Inform them of the death.
   2. Answer any questions they may have regarding university resources, access to student records, student belongings, and other next steps.

Primary

• Provost
• Chancellor
• Counseling and Psychological Services
• Director of Athletics (if deceased is a student-athlete)
• Faculty of the student
• Relevant Academic Dean, Chair or department leadership, as appropriate
• University Communications
• Housing and Residence Life (if a residential Student)
• University Police
• Religious Life Council

Secondary

• Financial Aid Office
• Registrar Office
• Cashier’s Office
• University Counsel
• Campus Activities and Programs (if involved on campus)
• Others as appropriate

The Dean of Students Office will also contact students and UNCG community members known to have close relationships with the deceased student, including roommates/suitemates and leaders of student organizations or other sub-groups in which the student was a member.

Deaths During University-Sponsored Travel: The University staff member accompanying the trip should immediately contact local emergency services and law enforcement agencies.  Once the situation is stabilized, the University staff member must contact UNCG PD at 336.334.4444 (PD will then contact the Dean of Students on-call person). In the case of a study-abroad experience, the program leader or representative of the host institution will contact UNCG Study Abroad (336.334.5404).

In a timely and expedient manner (given the needs of the case), Student Affairs leaders (typically the Vice Chancellor for Student Affairs or designee) will notify appropriate University officials, which may include representatives from the following units:

As appropriate, the Dean of Students Office may convene University members to advise University leadership and assist in coordinating the University’s response. This team may include a representative from the following units:

• Vice Chancellor for Student Affairs (or designee)
• AVP/Dean of Students
• Institutional Integrity and Risk Management
• UNCG Police
• Housing and Residence Life
• Counseling and Psychological Services
• School Dean or Department Chair of the deceased student or, in the case of an undeclared student, the Dean of Undergraduate Studies (or designee)
• Provost’s Office
• University Communications
• General Counsel

Other representatives may be included, as appropriate, on a case-by-case basis. These representatives will work together to make sure the campus responds to the death in a unified and appropriate manner. In the event of a known death by suicide, the group will also assess postvention activities to facilitate healing and mitigate the negative effects of exposure to suicide. However, the University will not speculate on or typically communicate the cause of death they determine it , not communicate it. The group may also oversee suicide prevention efforts to support those at high risk after exposure and assess the effectiveness of the University’s responses.

The Vice Chancellors for Student Affairs and University Communications (in consultation with others, as appropriate) will determine what if any, notifications will be made to the larger campus community.

As a matter of practice, the University will not send campus-wide notifications of student deaths as these messages can be destabilizing for members of our community and are often more harmful than helpful. Additionally, the University respects the privacy of the deceased student’s family and takes into consideration their wishes regarding notification(s). Individual notifications to specific close contacts and affinity groups permit the University to focus on providing coordinated, targeted outreach, support, and services. The University will work through localized departments and offices to assist the broader community and communicate the availability of support resources. In the event campus-wide communications are determined to be necessary and are distributed:

• Cause of death (if known) will not be released.
• Additional information related to the death may not be shared until family or next of kin is notified and/or until the related investigation is completed.

The University recognizes that social media and related tools allow for the rapid spread of information and misinformation. Rumors or speculation about the circumstances of a student’s death, including the cause of death, may begin to circulate long before any official information is or can be released by the University, law enforcement, and/or the medical examiner. In these instances, the University may need to address issues related to campus safety and/or student mental health for the overall well-being of the campus community through targeted outreach or campus-wide communication. However, the University will not comment on a specific student death, as noted above. The Dean of Students Office will communicate with families and impacted individuals to ensure that they are aware of these efforts.

All University faculty, staff, and students are encouraged to avoid any social media communication about a death, recognizing that any such communication could be insensitive and painful to the family, friends, and close contacts of the deceased student. Further, these communications could be mistaken for authoritative statements of fact or official University messages.

The Dean of Students Office will coordinate support provided to individuals and groups affected by a student’s death. This may include coordinating with Counseling and Psychological Services to provide onsite, in-person support services, for directly affected students, where feasible.

It is important to remember that those with health concerns such as depression, anxiety, severe substance abuse, severe personality disorders and psychosis, or those who have previously lost someone to suicide or who have experienced/are experiencing suicidal thoughts themselves, even if not connected to the deceased, may also experience a difficult time managing grief and emotions. Whenever possible, efforts will be made to identify close contacts of the deceased student and connect them with support resources.

Outreach services to facilitate support and resources to students will be extended, as appropriate, by an array of departments such as Housing and Residence Life, Counseling and Psychological Services, Dean of Students Office, Office of Accessibility Resources and Services, Office of Intercultural Engagement, and other units. 

When engaging with students following the death of a student, University staff will:

• Make timely contact with known University friends of the deceased student
• Encourage expression of feelings
• Promote peer and natural supports for individuals affected
• Encourage resumption of routine as soon as possible

For Families

The Dean of Students Office will serve as the University’s point of contact for the families of deceased students. As requested or desired by the family, the Dean of Students Office may assist with the following:

• Coordinating appropriate housing arrangements for parents and/or other family members visiting campus
• Brief counseling support when requested
• Coordinating with other campus departments to conclude University business (e.g., Cashier, Financial Aid and Registrar)
• Collecting and retrieving personal belongings

While ongoing longer-term counseling cannot be provided, Counseling and Psychological Services can support family members in assisting with referrals for ongoing long-term counseling.

Responding to the death of a student is a challenging undertaking requiring care and sensitivity. Any member of the campus community affected by the death of a student is encouraged to seek support as needed.

For immediate support, faculty and staff may wish to contact:

• EAP, 877-314-5841 or www.guidanceresources.com (24/7)
• For immediate support, students may wish to contact:
  • Counseling and Psychological Services, 336.334.5874 (24/7)
  • Dean of Students Office, 336.334.5512

The University does not typically host official campus memorials in instances of a UNCG community member’s death. If a student organization or the student’s family wishes to pursue a student-specific vigil or memorial, the Dean of Students Office will assist and provide support resources as appropriate. If University staff are made aware that an informal memorial is occurring, in the interest of student safety and in consultation with the Dean of Students Office, they will reach out to the organizers of the event and offer guidance. Support from the Dean of Students Office may facilitate the safety of vulnerable individuals in attendance at these informal memorials.

Faculty and staff members may be approached by students affected by the death of a fellow student. Students may ask that they be allowed to miss class and/or postpone some of their academic responsibilities. The University encourages faculty members to extend grace, compassion and consideration to students in these cases. Students who appear to be in distress may be referred to the Dean of Students Office and/or Counseling and Psychological Services.

It is important to facilitate the grieving process as well as stabilize the campus environment:

• Do not cancel classes or assignments for everyone. Our actions should convey a sense of containment and routine.
• Handle student requests for consideration on a case-by-case basis.

Along with other members of the campus community, faculty and staff members can play an important role in helping students who are struggling with the loss of a friend or classmate. Suggestions regarding how to support students in crisis after a death will vary based on the individual circumstances and may include any or all of the following:

• Consult with appropriate offices on campus, such as the Dean of Students Office and/or Counseling and Psychological Services.
• Identify and share counseling resources with students who are struggling.
• Identify academic support resources such as the Student’s First Office.
• Offer to meet with the student to provide extra assistance with assignments.
• Extend an assignment deadline.
• Provide make-up work or examinations.
• Compute the final grade or class standing without all work being completed, in context with applicable University policy and school-based protocols.
• Talk about/recognize the loss in class. Before talking about the death, faculty may want to consult with the Dean of Students Office or Counseling and Psychological Services for some guidance regarding how to have this conversation and what questions to expect.

Out of respect for their families and those closest to the student who passed, the University does not broadly announce students’ names nor the cause of death to individuals. It is important to note that under state law, the University must rely on a medical examiner to determine an official cause of death. Depending on the circumstances, an official cause of death may not be determined for weeks or even months. Moreover, when a death occurs off campus, the University may not always be informed of the death or the cause of death. Accordingly, University employees will not address causes of student deaths, including in response to media inquiries. University Communications is responsible for collecting and disseminating information to the media, and all media requests should be directed to that office. University Communications will work with UNCG Police, Student Affairs, General Counsel, and community partners to obtain accurate and confirmed information and to ensure any information that is disseminated is appropriate. When University Communications is asked about a specific student’s information, they can only provide what is allowable from their public directory listing, unless a student has opted out of such disclosures as indicated by a privacy flag on their records.

In the event of media inquiries about death by suicide, substance misuse/abuse, violence or other causes of death as general topics, the Vice Chancellor for Student Affairs, Director of the Counseling and Psychological Services Center or another qualified individual may be identified as a spokesperson in consultation with the Vice Chancellor for Student Affairs. Designated spokespersons involved in media interviews should meet or speak with University Communications prior to the interview to review protocol and key messages.

If appropriate, University Communications may prepare a written statement about a student’s death that can be read or distributed to the media. University Communications will emphasize in media statements and responses the availability of postvention services and resources that assist the campus in processing the loss of a student.

We recognize that students who are members of student media organizations may also be affected by a student’s death. Students will not be excluded from any media-restricted events provided they do not represent media outlets and/or attempt event coverage of any kind, including interviews, photography, and videography, while in attendance.

Often, offices and front desk staff receive calls regarding a student death from parents, alumni or the media. The general guidelines for these calls and emails include:

• When asked about specific details regarding the death, let the caller know we are not able to provide any information due to privacy laws and concerns.
• If a parent is asking why they or their child was not made aware of the death, explain there are protocols for notifications and support is provided to those impacted.
• If the caller is seeking resources or has concerns about their student’s well-being, provide them with the information for the Dean of Students Office.

Again, the University will provide specific information or messages for email responses as necessary.

The University does not respond to individual social media posts regarding student deaths. Messages received on university social media accounts are handled on a case-by-case basis. If you have questions or concerns about any posts on the social media sites, please contact University Communications: Social Media experts at [email protected].