UNF Policies & Regulations

Student Affairs

 

University of North Florida
Number Title Effective Date Revised Date
5.0030P University Notification System for Student Death, Serious Injury or Incapacitiating Illness 09/24/2002  
Responsible Division/Department: Student Affairs
checkedNew Policy not checkedMajor Revision of Existing Policy not checkedMinor/Technical Revision of Existing Policy not checkedReaffirmation of Existing Policy

    PROCEDURE GUIDELINES

    The Dean of Students is responsible for implementing these guidelines.  These procedures have been designed to ease the burden on family members who are acting on behalf of the student when the student is unable to do so.  In addition, these procedures help to ensure a smooth process during the many transactions that are required when a student suddenly departs the University. 

    When the University is notified that a student dies or suddenly becomes seriously ill, the Student Ombudsman, Ms. Chris DeVos, or Assistant Student Ombudsman, Dr. Ann Marie Byrd, will ensure that the following steps are taken:
    •Speaks with the family in response to the requests of the family member.
    •Verifies the person’s full name and identity. 
    •Notifies any resource on campus to which the family has been referred.
    •Sends email to notification list (below) to activate procedures in cases of serious illness/death.
    •Follows up with family on any matters where further contact is necessary.

    FYI Only Notification List:
    Academic Advising Director
    Dr. Pierre Allaire, VP for Institutional Advancement
    DEPARTMENT CHAIR
    Ms. Cheryl Campbell, Director, Coggin College of Business Student Services
    Dr. Lucy Croft, Assistant VP for Student Life
    Mr. Justin Damiano, Student Government President
    Ms. Barbara Dupuis, Office Manager, Student Life
    Mr. Floyd Hurst, Controller
    Ms. Marianne Jaffee, Executive Assistant, Academic Affairs
    Ms. Deb Kaye, Associate VP for Enrollment Services
    Ms. Kathy Klein, Associate Athletic Director/Compliance
    Mr. Everett Malcolm, III, Associate VP for Student Affairs
    Ms. Luisa Martinez, Coordinator, Enrollment Services
    Ms. Mary McConville, Executive Assistant for the VP for Student Affairs
    Ms. Joanna Norris, Assistant Director, Media Relations and Events
    Ms. Janice Nowak, Director of Compliance, Enrollment Services
    Mr. James Owen, Director, One Stop Center
    Ms. Sherry Sands, Executive Assistant, President’s
    Ms. Karen Stone, Vice President and General Counsel
    Mr. Tom VanSchoor, Dean of Students
    Dr. Anita Vorreyer, Director of the Women’s Center
    Dr. Mark Workman, Provost and VP for Academic Affairs Office
    Mr. John Yancey, Director of Admissions
    DIRECTOR OF ADVISING CENTER (SELECT ONE BELOW)
    Ms. Karen Reedy, Director, Academic Center for Excellence
    Ms. Katharine Brown, Director, College of Computing, Engineering, and Construction Advising
    Dr. John Kemppainen, Director, College of Education and Human Services Academic Support
    Ms. Cheryl Campbell, Director, Coggin College of Business Student Services
    Ms. Rachel Broderick, Director, Brooks College of Health Advising
    Ms. Danah Gammage, Honors Program Advising
    Ms. Arva Sufi, Director, College of Arts and Sciences Advising

    Responsibilities Notification List:
    Dr. Mauricio Gonzalez, Vice President for Student and International Affairs
    •           Notifies the President’s Office

     

    DEAN OF THE COLLEGE

    1. Notifies professors.
    2. Stops all College correspondence.

    Ms. Sharon Ashton, Vice President for Public Relations
    • Serves as contact point for media.
    • If death occurs on campus, prepares a statement for the president’s office and other appropriate officials to review and then release it to the media.
    • If death occurs off campus, confirms for the media the identity of the student and such information as year in school, degree of study and hometown.

    Dr. Fred Beck, Director, Student Medical Services
    • Assists in the process for medical withdrawal in cases of students with medical conditions.

    Dr. Terry DiNuzzo, Director, Counseling Center
    • If requested, provides support to family and other students who might be affected by the death or serious illness of another student.
    • Assists in the process for medical withdrawal in cases of students with psychological conditions.

    Ms. Christine DeVos, Student Ombudsman, or Dr. Ann Marie Byrd, Assistant Student Ombudsman
    • See responsibilities at top of document.

    Campus Ministry
    • Provides support to the family upon request.
    • Holds an on-campus memorial service upon request of the family.

    Chief Mark Foxworth, Director, Police and Public Safety
    • Notifies/verifies death for the VP for Student Affairs and the Dean of Students.
    • Obtains police report if available or pertinent information needed.

    Ms. Lynn Hendricks, Director of Residence Life
    *NOTIFICATION
    - confirms and get details of the incident (usually UPD)
    - calls the VP of Student Affairs Office
    - notifies Residence Life Staff (talk about rumor control)
    - notifies Housing Operations (so they know how to respond to inquiries)
    - calls Media Relations Office (to receive advice about media, what to expect)    
    - gathers important phone numbers/emergency contact information for the resident
    - talks to parents, family members, friends, staff, faculty, etc.  that call her office.
    *MEETINGS
                - meets with the Area Coordinator for the resident involved
                - talks with the roommate(s)
                - talks to the RA (or staff that are involved)
                - talks to all of the ACs about media, confidentiality, etc.
    *ASSISTANCE
                - offers room on-campus or hotel numbers, etc.
                - provides hospital numbers, directions, UPD information, etc.
                - follows up with other offices (as requested)
                - helps with gathering belongings/storage
                - assists with check-out process/refunds
    *COUNSELING
                - provides support to family/friends (provide her home & work phone numbers)
                - talks about counseling center/support groups, etc.
                - provides support to roommate(s), residents, and residence life staff
    * FOLLOW-UP
                - meets with staff (to listen and provide support)
                - makes calls and cards to the family or resident
    - provides counseling/programs for the residents and staff

    Ms. Kathy Hughes, Director, Information Technology Services
    • If requested, will remove student’s account and web page in case of death.

    Mr. Paul Riel, Director of Housing Operations
    • Works with the family and/or student to process the appropriate cancellation paperwork.
    • Works very closely with the family and Residence Life staff to assist the student and/or family with the check out process and move out from the student’s room. 
    • After consultation with the Vice President for Student Affairs may prorate unused rental charges for the remainder of the term, will return deposit and forgive any outstanding Housing debt

    Dr. Tim Robinson, Director, International Center
    • Assists the Dean of Students with issues related to international students, including:

    - verifying that the student is an international student attending UNF.
    - serving as a point of contact for any international issues related to the student's departure (for UNF or for family members).
    - locating an interpreter, if necessary.
    • Checks to see if student is scheduled for future Study Abroad and arrange of refund to family.

    Mr. Dave Roman, Director, Marketing and Publications
    • Informs the campus community (if appropriate) via Campus Update and/or Student Update
    • In case of death, removes student from Student Update e-mail distribution list
    • If notified of a contagious illness, distributes an email to all students.

    Margaret Partyka, Bursar
    • Intercepts and cancel any billings, collection activity or communication.
    • Determines whether student had direct deposit.
    • After Records cancels the assessment, issues a refund check if applicable.
    • Holds refund check for fees and Housing to be included in letter.
    Jeanne Middleton to pick up check in Controller’s Office (and sign for check) to be included in card from VP.

    1. Notation is made in Fee Committee minutes.

    Mr. David Jordan, Resident District Manager, Chartwells

    1. Waives any administrative or cancellation fees.
    2. Refunds unused portion to family.

    Mr. Steve Moreau, Manager, Bookstore

    1. Provides a full refund of returned, current term textbooks purchased from the UNF bookstore; refund will come directly from the bookstore and not through the University.

    Mr. Robb Waltner, Head of Library Circulation

    1. Ensures that family will not be contacted regarding any checked out library materials.

    Ms. Anissa Cameron, Associate Director, Financial Aid Processing

    1. Verifies if the student received financial aid.
    2. Verifies the type of aid the recipient received to determine which regulation applies.
    3. Calculates a Refund of Title IV aid based on the date of the withdrawal.
    4. Recovers funds if the student is allowed a refund of tuition costs.
    5. If needed, places the student on accounts receivable for repayment.
    6. In case of death, notifies the holder of the Federal Family Educational Loan Program.

    Ms. Vicki Buonomo, Assistant Director, Records & Registration Processing

    1. Withdraws student from all current classes and code out the fees.
    2. Enters deceased in the address section of the student’s record so the family will not receive additional routine correspondence from UNF.
    3. Notifies Margaret Partyka that the process is complete so a check can be cut for the appropriate balance.

    Mr. Peter Lowe, Assistant Director of Admissions – Technology Systems Analysis and Implementation
    •           Changes the setting in communications software to ensure that no further communications are sent out to the deceased or family.

    Ms. Jeanne Middleton, Assistant Director for Student Affairs

    1. Picks up check from Cashier’s Office.
    2. Sends card from VP for Student Affairs to go with check.

    Ms. Kathy Weglicki, Compliance Assistant, Enrollment Services
    •           Verifies if the student is a State of Florida award recipient.
    •           Notifies the State of Florida for proper coding.


     

     


Formerly 9-5.002

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