All Staff (including Partner Providers)

Security

Case Manager

All Staff (including Partner Providers)

1.        Obtain the student’s name and student number.

2.        Obtain the name, contact phone number and relationship to the student of the person making the notification.

3.        Notify their Dean or Director (or for staff at Partner Providers the Manager, Partner Relations) who will notify DVCA, or the Case Manager, as soon as possible and within 1 day of the initial notification and forward to the Case Manager, all information obtained.

2.      The Case Manager will be the contact point for all external individuals/bodies and emergency services in the process of verifying the death.

3.      In the event that the student’s death cannot be verified, the Case Manager will instruct the Associate Director Student Administration and Deputy Registrar to halt all correspondence to the Student until such time as the death can be verified.

The Crisis Management Coordinator will document the student’s death in the Crisis Management Incident Register. This should be done within 24 hours of notification.

Note :

Applies for all students for the duration of their enrolment, including during approved Leave from Studies and University holidays, until graduation. 

For International Students this includes the entirety of the duration of their Confirmation of Enrolment and/or their student visa.

Under no circumstances should staff (including Partner Providers) make any external comment or communication about the death without the express authority of the Crisis Management Team

a)   Student Administration to:

i.     Send out a Deceased Student Memorandum to the parties listed in C.1.a-k .

ii. Add the deceased NSI to the student's enrolment record and change student course plan status to discontinued for active courses;

iii. Change student’s address and contact details to:  c/- Student Administration and  remove enrolments into subjects

iv. Tick the ‘No communication’ field on the student study plan in FDL

v. Update the CRM student record to ‘deceased; to stop communications

b)   Dean, Learning and Teaching, who will make the necessary arrangements in respect of the student’s learning technology accounts.

c)   Director Academic Services and Support, who will instruct the relevant School to remove the student from all class lists.

d)       The Senior Manager, Wellbeing, who will assist in notifying relevant staff and students about the availability of counselling and support services.

e)       The Director, Library and Learning Spaces, who will;

                          i.            Update the relevant systems to ensure that no automatic requests or notifications are sent to the student;

                             ii.        Use sound judgement and act sensitively in seeking to recover any outstanding library items, if deemed appropriate to do so.

f)     The Director, Information Technology Services, who will make the necessary arrangements in respect of the student’s email account and network access. Student email account is deactivated automatically once student’s Campus Solutions profile is marked as deceased. After 90 days, the account is deleted.

g)   If the deceased student is a Federation University Living student, notify the Executive Director, Ballarat Technology Park and Commercial Services. The procedure relating to the death of a student who was resident in University accommodation is set out below.

h)   The Associate Director, Financial Operations, who will halt all bills, invoices and/or requests for payment pertaining to the student.

i)     The Advancement Manager, if the student is an alumnus.

j)     The Senior Manager, University Service & Contact Centre, who will direct:

                          i.        Calls from the media or public to the Corporate Communications Office;

                         ii.        All other calls to the appointed Case Manager.

k) If the deceased student is an International/Overseas Student, notify DVC Global and Engagement and the Critical Incident Management - International Students Procedure also applies.

l) If the deceased student is an Aboriginal and Torres Strait Islander person notify the Aboriginal Education Centre. The Aboriginal Education Centre will request the Aboriginal and Torres Strait Islander flags to be flown half-mast if appropriate.

                    a)    arrange for the collection and return of the student’s personal effects; and

                    b)    Ensure that an appropriate member of staff is available to escort the student’s representative to the student’s room in the event that they wish to collect the effects in person;

                    c)    Instruct the Manager, Administration & Business (Commercial Services) to undertake any of the following steps as relevant:

i.      Lock and secure the student’s room;

ii.    Where relevant, co-operate with police and ambulance services;

                    d)        Consult with the Senior Manager, Wellbeing, regarding the management of information to other student residents, and measures that may assist with the management of grief. This will include information about counselling for students and staff.

2.      The Critical Incident Management - International Students Procedure applies in respect of Overseas Students.