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Deceased Student Policy

Deceased Student Policy

Policy Title: Deceased Student Policy
Date Adopted: 12/08/2020
Version: 3.0
Review Cycle: Biennial
Date Last Reviewed: 1/24/2023
Office Responsible: Vice Chancellor for Student Affairs
Approving Committee: Cabinet

Policy Summary

Procedures for verifying the death of a student are essential for (1) timely and effective communication to the institution, (2) sensitivity in communicating with the parents/family, and (3) appropriate support for members of the campus community. This policy establishes procedures that support an orderly, effective, and caring response in the unfortunate event of a student death.

Policy Statement

The Deceased Student Policy establishes procedures and notification protocols in the event of a student death at the University of Michigan-Flint.

Introduction

When the death of a student occurs, it is the responsibility of the university to respond in a sensitive and appropriate manner, recognizing that individuals respond in different ways to different circumstances that may surround a death. The university recognizes that the death of a student affects the entire university community, as well as the family and friends of the deceased. Those responsible for implementing this protocol should be guided by the essential communication needs required in these situations, as well as by empathy, sensitivity, and support for the bereaved and the need to preserve important evidence in some instances.

Information about a student’s death may come to the attention of any member of the university community, and may come from a variety of sources, such as a phone call or visit from family, friend, or roommate of the student, an obituary, a police officer, or a report in the media. The person receiving such information should immediately notify the associate vice chancellor and dean of students and/or vice chancellor for student affairs. The associate vice chancellor and dean of students will work directly with the vice chancellor for student affairs to coordinate the university’s responses.

Scope

All employees of the University of Michigan-Flint are included in this policy.

Appendices

Version History

Date of ChangeVersionDescription of Change
12/08/20201.0Adopted
01/24/20232.0Reviewed
3.0Reviewed

Procedures

Initial Protocol Steps

1. Department of Public Safety

  • Respond to on- or off-campus incidents, and implement department protocols
  • Notify associate vice chancellor and dean of students of on- or off-campus student deaths
  • Collaborate with associate vice chancellor and dean of students when death of a student occurs off campus to ensure notification of next of kin and support
  • Coordinate with appropriate jurisdiction for notification of off-campus student death

2. Any university department or staff that is aware of an off-campus student death

  • Notify associate vice chancellor and dean of students and Department of Public Safety

3. Associate Vice Chancellor & Dean of Students

  • Determine student’s on-campus involvement and provide outreach to related students, student orgs
  • Coordinate support for on- and off-campus
  • Assist with notification and communication with parents/family
  • Notify vice chancellor for student affairs, university registrar, and Department of Public Safety if necessary

4. Vice Chancellor for Student Affairs

  • Notify chancellor and cabinet

5. Chancellor & Cabinet

  • Notify Council of Deans (as needed)

6. University Registrar

  • Primary Contact: University Registrar, 810-762-3344
  • Verify deceased person was a student and make appropriate notifications based on student type
  • Update student status in all systems
  • Determine posthumous degree eligibility

7. “Notification of Student Death” Email sent by University Registrar

List of recipients:

  • Alumni – Update records
  • Ann Arbor/Dearborn Registrars – Update records and alert appropriate campus staff
  • Chancellor’s Office – FYI
  • Department of Public Safety – Close out any outgoing cases and remove all campus access (Onity, S2, etc.)
  • Executive Secretary for Vice Chancellor for Student Affairs – Forward draft chancellor sympathy letter to Chancellor’s Office; forward draft sympathy letter to funeral home (and flowers when appropriate) on behalf of the Division of Student Affairs
  • Human Resources – Update employment records
  • Institutional Analysis – Determine if student needs to be removed from cohort groups for reporting purposes
  • ITS/ITS Helpdesk – Deactivate MCARDS, close printing accounts, remove MCARD access as appropriate
  • Provost’s Office – Follow up with university registrar regarding posthumous degree or certificate of achievement for current students
  • Student Success Center – Update advising records
  • University Registrar – Update student records, remove from emergency alert system

(Listing includes all groups in the Initial Protocol Steps)

8. Financial Aid

  • Primary Contact: Director of Financial Aid, 810-762-3444; Secondary Contact: Loan Officer
  • Notify appropriate agencies of student’s death and cancel any aid awarded to student for future terms
  • Determine status of student’s accounts (in conjunction with Cashier’s Office/Student Accounts)
  • If a student had loans, provide information to the federal loan servicer for forgiveness. (Federal Student Loans are forgiven in full upon receipt of proper documentation.) A student’s death is reported only to the servicer, and Financial Aid does not initiate any contact with the family.

9. Student Accounts

  • Primary Contact: Accounts Receivable Manager, 810-762-3490
  • If student owes a balance, then balance must be written off in Banner
  • If an account is at collections, notify the agency that student is deceased
  • Remove all holds associated with the student account
  • Check is issued to estate if student has applicable credit

10. Housing & Residential Life

  • Primary Contact: Director of Housing & Residential Life, 810-237-6571
  • Responsible for canceling housing contract
  • Removes housing charges from Banner as appropriate
  • Removes student from internal systems (S2, Onity, LobbyGuard, THD, etc)
  • Coordinates with the Office of the Dean of Students on residential student support
  • See Appendix A for full department protocol

11. Academic Dean

  • Notify student’s department chair, faculty, and staff and provide FASCCO resources
  • Work with department chair and associate vice chancellor and dean of students (see #3) to ensure appropriate communication with student peers
  • Work with department chair to determine posthumous degree eligibility

12. Counseling & Psychological Services

  • Contact associate vice chancellor and dean of students to provide on-site counseling, when appropriate
  • Respond with counseling services/support as requested
  • Contact faculty to offer counseling for classes, when appropriate

13. Marketing & Communications

  • Handle media inquiries
  • Monitor social media
  • Prepare written statements as needed

14. University Advancement (this should include Alumni)

  • Update biographical information in DART

Specialty Populations

15. Veteran

  • Primary Contact: Student Veterans Resource Center Program Manager, 810-422-5391
  • Submit termination of student’s enrollment certification to Department of Veteran Affairs
  • Report mitigating circumstance to Michigan National Guard State Tuition Assistance Program and to any Federal Tuition Assistance agencies

16. International Student

  • Primary Contact: Director of the Center for Global Engagement, 810-762-0867 or 845-649-7381
  • Assist associate vice chancellor and dean of students with communications
  • Inform the embassy or consulate of the student’s home country
  • Assist family with health insurance
  • Update SEVIS record
  • Update Sunapsis record
  • Assist family with travel as needed
  • See Appendix B for full department protocol

17. Study Abroad Student

  • Primary Contact: Director of the Center for Global Engagement, 810-762-0867 or 845-649-7381
  • Assist associate vice chancellor and dean of students with communications
  • Assist family with health insurance
  • See Appendix C for full department protocol

18. Genesee Early College/Dually Enrolled Student

  • Primary Contact: Director of K-12 Partnerships
  • Assist associate vice chancellor and dean of students with communications
  • See Appendix D for full department protocol

Protocol Family Communication & Support

  • The Department of Public Safety will coordinate notification to next of kin and may involve additional police agencies, medical personnel or the medical examiner for domestic students.
  • The Department of Public Safety and the associate vice chancellor and dean of students will collaborate to coordinate notification to the next of kin for international students. Staff from the Center for Global Engagement will be consulted.
  • The associate vice chancellor and dean of students will serve as the primary contact for the family and serve as a communication conduit and support. The associate vice chancellor and dean of students will not contact family until notification to next of kin has been confirmed.
  • Upon confirmation of a student’s death and notification to the next of kin, the associate vice chancellor and dean of students will contact the family to extend condolences on behalf of the university. Furthermore, the associate vice chancellor and dean of students will assist with the death of a student and notification to the next of kin, the associate vice chancellor and dean of students will contact the family to extend condolences on behalf of the university. Furthermore, the associate vice chancellor and dean of students will provide assistance to the family in concluding university business.
  • Additional executive faculty and staff may contact the family to extend condolences. This communication should occur after the associate vice chancellor and dean of students has made initial contact. Faculty and staff should report these communications to the Office of the Dean of Students to help document outreach.
  • The vice chancellor for student affairs’ office will draft a formal letter of condolence for the university from the Chancellor, and send a separate note of condolence on behalf of members of the Division of Student Affairs.
  • The Office of the Vice Chancellor for Student Affairs will coordinate the ordering of floral arrangements for funeral services. If timely and applicable, floral arrangements will be sent on behalf of the Student Government.
  • When possible, a university representative will attend funeral services. Those interested in attending the funeral service should contact the Office of the Dean of Students to ensure proper university representation.
  • The associate vice chancellor and dean of students will communicate any information regarding on-campus memorial service and extend the official university invitation for family attendance.

Grief Response & Support

  • The associate vice chancellor and dean of students will make every effort to contact the student’s closest friends, including roommates, friends, and other sub-groups the student might belong to. Outreach services will be provided as appropriate by the most relevant department.
  • Counseling & Psychological Services is available to provide emotional support and community resources for campus students in the event a student death occurs.
  • Off-Campus Death—Counseling & Psychological Services is available to provide counseling/grief services in the event of an off-campus student death. If the death occurs after hours, the on-call emergency counselor may be notified if needed.
  • On-Campus Death—Once the associate vice chancellor and dean of students has notified Counseling & Psychological Services of the student’s death on campus, Counseling & Psychological Services will be present at the pre-arranged meeting place(s) to provide support and/or connect to community resources. Counseling & Psychological Services will offer individual counseling to students requiring more in-depth services.
  • Death of a Residential Student – In the event of a student’s death who resides in campus housing, a Counseling & Psychological Services staff member will meet with the director of housing & residential life and associate vice chancellor and dean of students (if needed) to briefly discuss any new information that may have developed. Counseling & Psychological Services will be present to facilitate face-to-face meetings with students who resided in the same building as the deceased. Counseling & Psychological Services will also provide individual counseling to students requiring more in-depth services.
  • Memorial Services – In the event there is an on-campus memorial service, Counseling & Psychological Services will be present for support if needed.
  • Group Services – Counseling & Psychological Services is also available to faculty and staff to provide emotional support/community resources in a group setting (classrooms, organizations, etc.). Faculty and staff may also refer students for individual counseling.
  • Faculty and Staff Counseling and Consultation Office—Faculty and staff requiring counseling services due to a student’s death should contact the Ann Arbor campus at 734-936-8660 or email fascco@umich.edu to schedule an appointment.
  • Grieving Room – A grieving room will be provided for students or student groups requiring a more private space to grieve as needed.

Faculty & Staff Response Guidelines

  • Faculty & Staff – After receiving notification of a student death, the academic dean for the deceased student will notify the student’s department chair, faculty, and staff as quickly as possible. The dean will provide access to faculty and staff counseling resources (e.g., FASCCO). In addition, the dean will provide copies of student death protocol policies and procedures to the department chair.
  • Students – Along with notification of the appropriate department chair or program director, the academic dean will work with the chair/director to ensure appropriate communication with student peers, if deemed necessary. For example, the dean and chair/director may choose to notify all of the deceased’s fellow majors, classmates only, or other groups of students in consultation with the associate vice chancellor and dean of students to avoid replication as appropriate. The dean and chair/director will notify students about available resources such as Counseling & Psychological Services. Authorization of medical reduced course load may be necessary for any student who cannot cope with the loss of a friend or loved one. Substantiation of the medical condition and recommendation of reduced course load from a medical doctor is required.
  • Posthumous Degree – The academic dean will provide to the chair/director the posthumous degree policy. The dean will work with the chair/director to determine the student’s eligibility for a posthumous degree. If the student is eligible, the chair/director may call for a vote of the department/program faculty. Upon a vote of support, the dean will forward a request for the posthumous degree to the provost. If the student is not eligible for a posthumous degree, the dean may send a letter of recognition to the family of the deceased.

Media and University Communication Guidelines

  • Out of respect for their families and those closest to students who have died, the University of Michigan-Flint does not release a list of names or link the cause of death to individuals. It is important to note that the university must rely on a medical examiner to determine an official cause of death, and when a death occurs off campus the university may not be informed of the cause.
  • Marketing and Communication will be responsible for collecting and disseminating information to the media. All media requests for information should be sent to Marketing and Communications which will work with the Department of Public Safety, vice chancellor for student affairs, associate vice chancellor and dean of students, and the Office of General Counsel to maintain the accuracy and ensure legality of the information disseminated.
  • A medical examiner has the authority to determine the cause and manner of death that is not attended by medical personnel and other types of death, including but not limited to deaths that might reasonably have been due to a violent or traumatic injury or accident. Accordingly, no person involved in the university’s response to a student death will speculate as to the cause of death or make statements assigning responsibility for the cause of death.
  • University personnel, including Marketing and Communications staff in response to media inquiries, will not address causes of student deaths. In the event of media inquiries about suicide, substance abuse, violence, or other causes of death as general topics, a qualified individual will 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 Marketing and Communications personnel prior to the interview to review protocol.
  • Marketing and Communications will prepare a written statement about the event that can be read or submitted to the media, if necessary. Students, parents, faculty, and staff are discouraged from making comments or giving interviews to the media. Marketing and Communications will emphasize postvention services and resources that assist the campus in regaining normalcy in media statements and responses.
  • Media restrictions apply to student media members. It is recognized that students who are also members of student media organizations may be affected by student deaths on campus. University of Michigan-Flint students, therefore, will not be excluded from any media-restricted events provided they do not represent media outlets and/or attempt event coverage of any kind while in attendance.
  • Marketing and Communications will utilize the campuswide communication liaison team to assist in consistent and accurate dissemination of communications. The following guidelines will be communicated in cases in which public inquiry is expected:
    1. In cases of phone calls, individuals should be told their concerns have been noted and will be forwarded to the most appropriate university administrator(s). If they would like to leave their names and contact information, that will be shared as well. They should not be promised a callback or response, but politely inform them their conversation will be shared appropriately. A brief summary of the concerns, including the caller’s information, should be sent to mac-flint@umich.edu.
    2. Emails should be forwarded to mac-flint@umich.edu. Please note that responses will likely only be sent to individuals who have been verified as having a direct connection to the university and who are asking a specific question.
    3. Marketing and Communications does not recommend responding to social media posts. If the university receives messages via the official UM-Flint social media accounts, they will be handled on a case-by-case basis. If one has questions or concerns about any posts on the social media sites not managed by Marketing and Communication, please contact the office at mac-flint@umich.edu.

Legal Considerations

  • Eligible students’ FERPA rights expire upon their death. Therefore, FERPA would not protect the education records of a deceased student, and an educational institution may disclose such records at its discretion or consistent with state law.
  • It is the policy of the University of Michigan-Flint that no records of deceased students be released unless specifically authorized by the executor of the estate of the deceased or the next of kin.
  • When appropriate, the Office of General Counsel will be contacted for consultation.
  • In instances where a report of a death has not yet been verified, the vice chancellor for student affairs will indicate that efforts are underway to verify the death and that confirmation will be provided as quickly as possible.

In Memoriam (Annual Campus Memorial Program)

A campuswide committee with representation from Human Resources, Student Affairs, and Academic Affairs may organize an annual Campus Memorial Program to recognize the personal gifts and contributions of currently enrolled students who have attended classes, and/or currently employed faculty and staff who passed away during the academic year. This event may occur on the first Tuesday of April if the committee determines a campus wide event is needed. The service will be open to families and those affected by the loss of University of Michigan-Flint’s current students, faculty, and staff. If the event does not occur, individuals may be recognized by specific units within the university.

Appendix A: Death of a Student in University Housing

Office of Housing and Residential Life
University of Michigan-Flint
Revised: 1/21/2025

This protocol is designed to complement the overarching protocol established at the University of Michigan-Flint and solely governs the staff and processes of the Office of Housing and Residential Life.

The death of a student is a traumatic event impacting family, friends, roommates, and many others in the university community. The university strives to handle these incidents with sensitivity, compassion, and professionalism. Procedures for verifying death, efficient and effective communication about the incident to appropriate institutional officials, and guidance for subsequent next steps are essential. To that end, Housing and Residential Life has prepared the following protocol to be followed in the event of a resident’s death.

Death of a Resident Occurring in a Residence Hall

Resident Advisors

Upon the notification or discovery of a deceased student in a residence hall, or if a staff member suspects that a currently enrolled resident has died, the following steps shall immediately take place:

  1. Contact the Department of Public Safety at 810-762-3333.
    1. State your name and position with the university, give your location and describe the nature of the incident.
    2. Carry out any instructions given by the dispatch officer.
  2. Contact the On-Call Staff Member
    1. State your name and location and describe the nature of the incident.
    2. Carry out any instructions given by the OCSM.
  3. If you and/or others discovered the deceased, DO NOT MOVE THE BODY or allow anyone to do so. Do not move or remove any item in the room/suite/immediate area. Every attempt must be made to preserve the scene as undisturbed as possible.
  4. Prior to the arrival of DPS and/or the OCSM
    1. Block off the area of incident from all people except for DPS.
    2. DO NOT allow other RA staff members to enter the space.
    3. Escort any students who may be present to the designated floor lounge or the RA room – for your building.
  5. Contact another RA to remain with students in the lounge or RA room until the residents have spoken with DPS, OCSM or additional directions are provided.
  6. Information about the incident should be shared only with DPS, On-Call Staff and the dean of students.
    1. Additional university personnel requesting information should be referred to the dean of students.
  7. All requests for information from any/all media personnel must be referred to Marketing and Communications.
    1. The incident should not be discussed with reporters.
    2. Staff will not make comments or statements regarding cause of death.
  8. Complete an incident report if directed by OCSM and or DPS staff member.

On-Call Staff Member

Upon notification of a student death within the residence hall, immediately respond to the incident location.

  1. Confirm the Department of Public Safety has been contacted. If not, immediately contact DPS at 810-762-3333.
    1. State your name and position with the university, give your location and describe the nature of the incident.
  2. Contact the Director of HRL and/or dean of students (Senior Staff).
  3. Confer with the Department of Public Safety and assist with student/crowd management, if necessary.
  4. Respond to the Floor Lounge or RA Office and provide support for any students until the residents have spoken with senior staff or additional directions are provided.
  5. Information about the incident should be shared only with DPS, Senior On-Call Staff and the dean of students.
    1. Additional university personnel requesting information should be referred to the dean of students.
  6. All requests for information from all news personnel must be referred to Marketing and Communications.
    1. The incident should not be discussed with reporters.
    2. Staff will not make comments or statements regarding cause of death.
  7. Direction will be given by the Department of Public Safety and/or dean of students.
  8. Participate in activities for community support and referral (floor meetings, counseling, support groups, memorials, etc.).

Senior On-Call Staff Member (Director of Housing)

Upon notification of a student death within the residence hall, confirm that the Department of Public Safety has been contacted and has responded to the location.

  1. Gather as much information about the student and incident as available.
  2. Contact the dean of students.
    1. Respond to the incident location as directed by the dean of students.
    2. Assist the dean of students with notification of staff and students.
  3. Information about the incident should be shared only with DPS, On-Call Staff and the dean of students.
    1. Additional University personnel requesting information should be referred to the dean of students.
  4. All requests for information from all news personnel must be referred to Marketing and Communications.
    1. The incident should not be discussed with reporters.
    2. Staff will not make comments or statements regarding cause of death.
  5. Direction will be given by the Department of Public Safety and/or dean of students.
  6. Participate in activities for community support and referral (floor meetings, counseling, support groups, memorials, etc.).

Roommates/Suitemates and community

The dean of students, in consultation with other university personnel, will notify roommates, suitemates, and the residential community.

  1. All Housing and Residential Life staff may be called upon to assist with individual and group notifications.
  2. The dean of students and director of Counseling and Psychological Services will determine the scope of support needed for the incident and coordinate these services.
  3. Housing and Residential Life staff shall expedite room changes desired by the roommate/s, up to and including voluntary contract termination. Staff will coordinate all administrative functions.
  4. Housing and Residential Life staff shall expedite room changes desired by the suitemate/s.
  5. Housing and Residential Life may accommodate room changes for students who have been significantly impacted. This determination will be made on a case-by-case basis.

Next of kin

Notification to the next of kin is the responsibility of the dean of students and Department of Public Safety. Housing and Residential Life staff will:

  1. Assist, as requested, in the investigation of the incident.
  2. Assist, as requested, in verifying the identity of the resident.
  3. Assist, as requested, in locating emergency contact information.
  4. Assist, as requested, in maintaining crowd control.
  5. Gather contact information for roommate/s and/or suitemate/s.
  6. Identify relevant Housing and Residential Life/University students and staff who came in regular contact with the resident.

A contact person for the next of kin will be identified by the dean of students and communicated to HRL staff.

HRL staff contacted by the next of kin shall gather the requested information and contact the assigned staff member for follow-up.

If the next of kin comes to campus, without prior notification, the Dean of Students Office should immediately be contacted.

Personal belongings

The collection and release of personal belongings will be coordinated by the director for Housing and Residential Life (or designee) in consultation with the dean of students.

  1. Any Housing and Residential Life staff may be requested to pack the student’s belongings. If so, the Department of Public Safety will be asked to assist.
    1. The roommate/s and suitemate/s will be asked to identify items in the common area that belonged to the student who is deceased.
    2. Items may be stored for shipping or pick-up. Items will only be released to the next of kin or his/her designee.
    3. Staff will develop an itemized list of the student’s belongings.
  2. The next of kin may wish to pack the student’s belongings. If so, the Department of Public Safety will be asked to assist the Housing and Residential Life team. Prior to the next of kin arriving:
    1. The director of Housing and Residential Life (or designee) and the Department of Public Safety will work with the roommate/s and suitemate/s to identify items in the common area.
    2. After items are identified, roommates may be asked to leave the unit temporarily to give the next of kin time to pack them.

Follow-up procedures

Housing and Residential Life will:

  1. Remove student from Housing Roster.
  2. Remove student from all Housing Systems.
  3. Cancel Housing Contract and Meal Plan (if applicable) for the current and future semesters.
  4. Close any maize money account.
  5. Provide pro-rated refund for housing and meal plan (if applicable) in coordination with Student Accounts Office.
  6. Work with Dean of Students Office to resolve any pending conduct cases.
  7. Upon request, assist with an appropriate memorial/vigil event in collaboration with the Dean of Students Office.

Death of a resident occurring outside of university housing

If a Housing and Residential Life staff member receives a report of the death of a student or and individual affiliated with the university from a source other than the Department Public Safety or the Office of the Registrar, the staff member shall immediately:

  1. Contact the Department of Public Safety, and report all known details.
  2. Contact the On-Call Staff Member.
  3. Contact the director of housing (if not the OCSM).
  4. Director of housing or designee will contact the dean of students.
  5. File an Incident Report.
  6. Assist with all follow-up as directed.

Contacts

UM-Flint, Department of Public Safety810-762-3333
Michigan State Police911
Housing & Residential Life
Main Office810-237-6571
First Street Front Desk810-762-0161
Riverfront Front Desk810-424-5660
Associate Vice Chancellor & Dean of Students
419-409-0869
Counseling & Psychological Services
Weekdays810-762-3456
After-Hours Crisis Duty810-762-3333 (DPS)

For Emergency and After Hours Contact, please call the Department of Public Safety or 911.

Appendix B: Death of an International Student or Scholar

Center for Global Engagement
University of Michigan-Flint
Revised: 1/21/2025

In the event of a death of an international student or scholar, the director of global engagement will ensure the following items are completed by the Primary Designated School Official (F visa) or Responsible Officer (J visa):

  1. Create a case file containing:
    • Student/Scholar full name
    • UMID
    • SEVIS ID
    • Citizenship
    • Insurance information
    • Emergency contact name and phone number
    • Circumstances around the student/scholars’ death
    • If deceased is part of an exchange, hosted, or sponsored program, include contact information (name, title, phone, email) of home institution or sponsoring agency
  2. Be prepared to assist the associate vice chancellor/dean of students with family and/or other relevant communications. If translation services are needed, it is preferable to get assistance from a UM-Flint faculty or staff member.
    1. If unable to communicate directly with the family, contact the deceased student/scholar’s embassy or consulate to determine if a protocol is available to notify the family. List of Foreign Embassies in the United States: www.embassy.org/embassies/.
    2. Inform University of Michigan Office of General Council: Kelly Cruz, associate general counsel (Email: khcruz@umich.edu; Phone: 734-764-0304; website www.ogc.umich.edu/).
    3. If the deceased is an exchange, hosted or sponsored student, notify the respective partner university or agency.
    4. Contact the nearest consulate or embassy.
  3. Health Insurance
    1. If the deceased is covered under the University of Michigan International Student/Scholar Health Insurance Plan, Blue Care Network, immediately inform the UM-Ann Arbor University Health Service Manager, Laurie Burchett, at 734-764-5182 or lburchet@med.umich.edu to coordinate efforts. Assist the family as needed. Reference the following guide: Medical Evacuation And Repatriation Services. Blue Care Network Website: https://www.bcbsm.com/
    2. If the deceased student is covered under alternate health insurance, assist the family as needed with insurance information on file in Sunapsis.
  4. Update deceased student’s SEVIS record.
    1. If an F visa degree-seeking student or a dependent, in record:
      1. Under Actions, select “Terminate Student”.
      2. Go to Termination Reason, select “Death”.
      3. Click “Terminate Student” button.
      4. Confirm yes.
    2. If a J visa Exchange Visitor (student, scholar, or dependent), in record:
      1. Under Actions, select “Terminate EV”.
      2. Go to Termination Reason, select “Other”.
      3. Go to Explanation, type in “Deceased” along with date of death.
      4. Go to Effective Termination Date (fill in date of death).
  5. Update student’s record in Sunapsis. (SEVIS will feed into Sunapsis and terminate the student’s record). Upload any other relevant documents and/or communications.
  6. Determine if family will come to the United States and assist as needed. Travel plans, ground transportation, accommodations, translation services and miscellaneous support should be considered. If covered with BCN health insurance, reference the following Medical Evacuation and Repatriation Services.
  7. Evaluate internal processes once the situation has been settled.

Appendix C: Death of a Student Studying Abroad

Center for Global Engagement
University of Michigan-Flint
Revised: 1/21/2025

  1. Verify the student death through communication with invested parties:
    • Faculty-led programs – verify with Group Leader(s) or (if necessary) hosts.
    • 3rd party providers – verify with local contact abroad as given by provider.
    • Independent programs – verify with information provided in WorldLink/Mcompass systems.
  2. Notify dean of students to begin protocol of flowchart through departments.
  3. Create a case file containing:
    • Student/Scholar full name
    • UMID
    • GeoBlue and/or personal insurance information
    • Emergency contact name and phone number
    • Circumstances around the student/scholars’ death
  4. Confirm status through local agencies abroad (police, hospital, consulate).
  5. Seek assistance from U.S. Embassy and GeoBlue Insurance to help arrange repatriation of remains and personal belongings.
  6. Assist to coordinate the repatriation of remains, to collect the deceased’s personal belongings, and to serve as centralized on-site contact person.
  7. Assist with the transfer of medical and legal records including the death certificate.
  8. Ensure deceased’s belongings are collected and returned to the family.
  9. Provide initial support to other students in the program abroad through best possible communication methods (video chat, email, etc.).
  10. Contact Counseling and Psychological Services to determine counseling needs of other students and staff on program.
  11. Refer media inquiries to Office of Marketing and Communications.
  12. Complete Incident Report (Appendix II) and submit to the Education Abroad Office.
  13. Evaluate action steps with those involved and recommend modifications as needed.
  14. Follow-up with host institutions, invested parties, and/or 3rd party providers (if needed).

Appendix D: Death of a Genesee Early College or Dually Enrolled Student

K-12 Partnerships
University of Michigan-Flint
Revised: 1/30/2025

This protocol is designed to complement the overarching policy established at the University of Michigan-Flint and solely governs the processes for Genesee Early College or Dually Enrolled Students.

The death of a student is a traumatic event impacting family, friends and many others in the university community. The university strives to handle these incidents with sensitivity, compassion, and professionalism. Procedures for verifying death, efficient and effective communication about the incident to appropriate institutional officials, and guidance for subsequent next steps are essential. To that end, K-12 Partnership will create an annual high school contact list specific for this purpose. This list will include: high school contact name, title, phone and email address; university contact name, title, phone and email address.

Notification of Death from High School to UM-Flint

Designated University Contact:

  • The high school should contact the university’s designated contact or office responsible for managing dual enrollment students and provide the following information:
    • Student’s full name
    • Date of birth
    • University ID (if applicable)
    • Date of death (if known)
    • Verified source of the information
    • Contact information for parents/guardians, or next of kin
    • Listing of activities already planned for impacted communities
    • Contact information for guidance counselors and social workers

University Contact Person:

  • The university contact person must acknowledge receipt of the notification within 24 hours.
  • The university contact person secures contact information from the related high school.
  • The university contact person initiates the campus notification protocol as outlined in Appendix E by contacting the associate vice chancellor and dean of students.
  • The university contact person provides the associate vice chancellor and dean of students with the following information:
    • Listing of all university courses the student was enrolled in, including name of instructor and all enrolled students
    • High school contact information and information provided by the designated university contact.

Notification of Death from UM-Flint to High School

  • The designated university contact person initiates the campus notification protocol as outlined in Appendix E by contacting the associate vice chancellor and dean of students.
  • The dean of students confirms the Department of Public Safety has been contacted. If not, immediately contact DPS at 810-762-3333.
  • The designated university contact, in consultation with the associate vice chancellor and dean of students will notify the high school contact upon approval from the Department of Public Safety.
  • The university-designated contact may be asked to respond to the school and provide support for any students until the student has spoken with counselors.

Overall Response

  • Notification of classmates and faculty will be made by the director of K-12 Partnerships, in consultation with other university personnel.
  • All K-12 staff may be called upon to assist with individual and group notifications.
  • The dean of students and director of counseling and psychological services will determine the scope of support needed for the incident and coordinate these services.
  • K-12 Partnerships staff may be asked to participate in activities for community support and referral.
  • All requests for information from any/all media personnel must be referred to Marketing and Communications
    1. The incident should not be discussed with reporters.
    2. Staff will not make comments or statements regarding cause of death.

Appendix E: Notification Flowchart

Version 2.1, 1/24/2023

The notification flowchart provides a visual representation of the deceased student notification protocol. This document is maintained by the Office of the Vice Chancellor for Student Affairs and is reviewed biannually.

Note: The complete flowchart diagram is available as a separate document from the Office of the Vice Chancellor for Student Affairs.


Print-only Deceased Student Policy