Business Policies and Procedures Manual
Chapter 60: Personnel

Death of an Employee or Student

BPPM 60.88

1.0  Overview and Purpose

In the event of an employee or student death, the University works to ensure a caring and coordinated response by providing support and communication to impacted parties, with appropriate guidance and information to families, colleagues, and others. This policy establishes responsibilities and protocols to facilitate the University’s response when a death occurs.

2.0  Applicability

This policy applies to all University employees and students systemwide. See Section 3.2.a regarding retirees.

3.0  Roles and Responsibilities

3.1   Office of the Dean of Students and Campus Vice Chancellor for Student Affairs

The Office of the Dean of Students, with the applicable campus vice chancellor for student affairs, is responsible for coordinating the University’s response in the event of a student death. In the event the student is also employed by the university, the Dean of Students coordinates response plans with HRS.

Significant coordination and support occurs with, and is extended to, individuals in the student’s:

  • College or school;
  • Graduate School (when applicable);
  • Department;
  • Living areas;
  • Employment communities (with HRS);
  • Student organizations, clubs, programs, and/or athletic communities; and/or
  • Other relevant WSU-related groups, units, communities, or organizations.

The Office of the Dean of Students partners with campus chancellors’ executive teams regarding postvention (suicide response) and notification processes.

3.2   Human Resource Services (HRS)

3.2.a    HRS Benefit Services

HRS Benefit Services is responsible for:

  • Coordinating the University’s initial communications and response in the event of a death of a current employee, volunteer, or visiting scholar.
  • Sending notifications to applicable University administrators, including the leadership of the applicable department or unit in which the deceased was employed.
  • Coordinating communication with the employee’s survivors regarding benefits, payroll transactions, and leave payout.

HRS Benefit Services should also be notified of the death of any retiree, or employee’s or retiree’s spouse or family member on an employee’s benefits plan. Refer questions regarding benefits to HRS Benefits. (See Section 6.0)

The employing department or unit should consult BPPM 60.74 (Employee Departure Procedures) for a checklist of procedures that may need to be completed in the event of a death of a current employee.

3.2.b    HRS Employment Services

HRS Employment Services consult and coordinate with the employing area on addressing any needs of other employees, including possible counseling services through the Employee Assistance Program (EAP). (See also BPPM 60.86.)

 3.3   Media and Communications

The following guidelines apply to media and communication standards of practice:

  • In the event of a death on campus, the WSU Police Department or applicable office of campus safety and/or security takes the lead in issuing an initial internal and/or external statement when appropriate, in consultation with:
    • The county medical examiner;
    • Local law enforcement, if outside of Pullman;
    • The campus leadership;
    • Dean of Students;
    • The campus marketing and communications team; and
    • WSU’s central University Marketing and Communications team (hereinafter referred to as “System Marketing and Communications”).

    These statements are designed to acknowledge the incident and inform the community of response and any ongoing threat.

  • Generally, WSU does not release statements regarding a student or employee death. However in situations that result in media attention or questions that require a statement (whether internal or external), System Marketing and Communications determines the communication plan, in coordination with:
    • Dean of Students with the applicable vice chancellor for student affairs, if the deceased is a student or student employee;
    • HRS, if the deceased is an employee;
    • The campus chancellor;
    • The campus marketing and communications team; and
    • WSU Pullman Police Department, applicable office of campus safety and/or security, and the local police department.
  • The family of the deceased student or employee is notified before WSU speaks to the media or distributes internal notifications. It is critical that the family and other survivors are made aware prior to any media statement. For student deaths, the Dean of Students is the sole university contact with the family beyond law enforcement.
  • WSU does not share cause of death information with the media, with rare exceptions. The county medical examiner is the single source for public notice of cause of death. WSU statements that include information regarding cause of death cite to the medical examiner’s press release or notice.

    All media inquiries are to be forwarded to the office of the Vice President of University Marketing and Communication. The Vice President or their designee serves as the University’s spokesperson on such matters.

4.0  Procedures

4.1   Death on University Property

If a death occurs on University property, call 911 immediately and describe the location and situation as clearly and specifically as possible. If possible, do not allow the scene of the incident to be disturbed.

Personal property of the deceased on any University property must be secured by the area/department where the personal property is located. For students, the Dean of Students with the applicable vice chancellor for student affairs coordinates with families of the deceased to retrieve items. For employees, HRS coordinates with families of the deceased to retrieve items.

4.2   Coordinated Services

For coordination of outreach, records, and University response, individuals who become aware of a student or employee death are to contact:

  • The Office of the Dean of Students and the applicable campus vice chancellor for student affairs (for a student or student employee death); or
  • HRS (for an employee, volunteer, or visiting scholar death).
4.2.a    Confirmation of Death

The offices listed in Section 4.2 work with police and/or campus security to gather information and may confirm the death by using any of the following methods: 

  • Coroner and/or medical examiner 
  • Requesting a police report/other confirmation of passing from police 
  • Published obituary from a reputable source 
  • Published news article from a reputable source 
  • Online memorial at a reputable funeral home  
  • Receipt of a death certificate  
4.2.b    Confirmation of Student Status, Identity, and Affiliations

For students, confirmation of student status, identity, and affiliations is made using the University’s main source of record (myWSU), including:

  • Current enrollment status
  • Student name with correct spelling
  • WSU Student ID
  • Campus assignment/affiliation
  • Student’s emergency contacts – name and contact phone number
  • Campus and home/permanent address
  • All student affiliations (Greek life, athletics, residence hall, student employment on campus, clubs, student organizations, etc.), using Coug Presence as applicable.
4.2.c    After Confirmation of Death

Upon confirmation of death, the Office of the Dean of Students with the applicable vice chancellor for student affairs and/or HRS, in coordination with multiple stakeholders across campus, ensures:

  • Establishment of main point of contact on behalf of the University with the families of the deceased;
  • Establishment of main point of contact with the police and medical examiner;
  • Coordination of an appropriate response and timely notification to University offices and departments, as well as impacted individuals and groups;
  • Extension of condolence and support to impacted individuals, including referrals to counseling and coordination of leave when needed;
  • Support and coordination with family and investigative agencies handling personal property of the deceased;
  • Safeguarding of confidential information of the deceased and retention of business records;
  • Coordination with Information Technology Services, the Attorney General’s Office, and others regarding requests for access to records, email, images, documents, and personal information of the deceased;
  • Administration of, access to, and/or closure of University processes, such as those related to financial accounts/payroll, tax forms, academics, benefits, facilities, parking, listservs, emergency notifications, etc. (see BPPM 60.74), including notification to University Advancement / WSU Foundation;
  • For students, formal requests for the Posthumous Academic Degree or Achievement Recognition process (see EPPM 27). If approved through EPPM 27, the Dean of Students coordinates with the family and the campus commencement coordinator for Posthumous degree presentation, as applicable;
  • Coordination with family of the deceased regarding attendance at celebration of life services. For students, the Dean of Students in consultation with the applicable vice chancellor for student affairs or designee attends on behalf of the University and sends a condolence card and flowers.

    Generally, WSU does not lead or plan celebration of life services for students and/or employees. When possible, WSU defers to the family of a deceased employee and/or student regarding if and/or how they wish to:

    • Receive condolences;
    • Come to campus; and/or
    • Arrange and/or participate in celebration of life or other memorial recognition that campus communities may arrange.

4.3   Guidelines for University Employees and Students

Care should be taken to reduce additional distress for affected parties by avoiding all of the following:

  • Communicating regarding the death to any University parties until it is confirmed the next of kin has been notified of the student or employee’s passing. Communications should be limited to only those who “need to know” until this is confirmed.
  • Labeling the circumstances or cause of death until an official determination is made.
  • Engaging in unnecessary communications about the incident, which may be detrimental to impacted parties.
  • Arranging support on behalf of the University or contacting next of kin regarding administrative issues.

    The Office of the Dean of Students with the applicable vice chancellor for student affairs (for student deaths) and/or HRS (for employee deaths) are the offices authorized to contact family members of the deceased on behalf of WSU.

5.0  Resources and Related Policies

BPPM 60.74 (Employee Departure Procedures)

Educational Policies and Procedures Manual (EPPM) 27 (Posthumous Academic Degrees or Achievement Recognition Policy)

The following WSU websites offer information and resources for helping individuals experiencing grief or needing assistance with mental health or well -being:

6.0  Assistance

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Revisions:  April 2024 – new policy (Rev. 625).