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Procedures in the Event of a Death of a Student

Royal Roads University Procedure

Effective Date: 
November 1, 2013
Revision Date: 
November 1, 2016

In the event of the death of a student, the Director of Student Services will coordinate the university’s response. In January of each year, the Director of Student Services will provide the members of the Academic Leadership Team his or her contact information and a copy of these procedures. At this time, the Director, Student Services will also request that a contact person be identified for each of the following areas:

  • Campus Services
  • Community Relations and Advancement
  • Continuing Studies
  • Faculty of Management
  • Faculty of Social and Applied Sciences
  • Financial Services: Student Accounts
  • International Study Centre
  • IT Services
  • Library
  • Marketing
  • Office of Global Advancement
  • Office of the Registrar
  • Physical and Evironmental Resources

When a death occurs, the Director of Student Services (or designate) will:

  • Inform the members of the University Executive
  • Where appropriate or necessary, call together a task group of staff most closely involved with the situation and delegate tasks to group members as appropriate.
  • Liaise with the Director, International Programs and Global Advancement in the event that the student is an international student, to coordinate appropriate cultural protocols
  • Identify the chief spokesperson for the university.
  • Ensure that a note of condolence is sent from the President and the appropriate Dean. Where applicable an additional letter of condolence may be written by a member of the university community who had a personal relationship with the student.
  • Arrange for university representation at the funeral/memorial, if appropriate.
  • Liaise with the Office of the Registrar to ensure that the records for all university departments are duly revised to note the death of the student.
  • Request that university systems be altered so that no further communication is sent to the student from the university.
  • Inform the Academic Lead who will be responsible for officially informing members of the student’s class and program office.
  • Request that the flag be lowered on the date of the funeral or memorial service.
  • Arrange for student referral to support services, including grief and/or trauma counselling, for classmates and students who may feel directly affected.