Deceased Students Reporting Procedure

Document Number000849
Date Approved15 January 2008
Date Last Amended23 July 2010
 

1.      Context

This procedure supports the University’s commitment to maintaining accurate University records which ensure that unnecessary information is not dispatched to the families of deceased students.

This procedure allows for the formal registration of the death of a student on all of the University’s student data bases, including Alumni records. 

This procedure is to be used in conjunction with the University’s Critical Incident Management Policy and Procedure should the death occur on-campus.

2.      Definitions

In the context of this document:

current or previous student means currently enrolled students and past students (graduates and non-graduates); domestic and international; studying on-shore, off-shore or online; whether enabling, non-award, undergraduate, postgraduate or research;

DEEWR means the Australian Federal Government Department of Education, Employment and Workplace Relations

DEAC means the Australian Federal Government Department of Immigration and Citizenship

PRISMS means the Department of Education, Employment and Workplace Relations (DEEWR) system that records and maintains an accurate record of the enrolment status of overseas students, and produces the Confirmation of Enrolment required for Student Visa applications;

Service Indicators means a system mechanism for flagging a student’s service status; a negative service indicator indicates that the student has outstanding tuition fees or library fines; a positive service indicator, indicates that the student has a surplus balance due to an overpayment.

UAC means the Universities Admissions Centre Pty Ltd.

3.      Procedure

3.1.     The death of a student must be appropriately confirmed.

3.2.     Notification must be confirmed by receipt of:

  1. a copy of the death/funeral notice in the newspaper, or
  2. a copy of the death certificate.

3.3.     Where a phone call is received notifying of the death of a student, the informant, if in a position to do so, should be requested to send written advice with: (a) a copy of the death certificate or (b) a funeral notice.  If the informant cannot provide (a) or (b) then the contact details of the funeral director should be obtained for phone verification of death. This may require Manager, Admissions & Enrolments or Executive Officer - Research Training, (Office of Graduate Students) contacting police or hospital staff.

3.4.     In all cases, contact details, preferably of the next of kin, should be obtained in case further information is required.

3.5.     Notification must be provided to the Manager, Admissions and Enrolments or Executive Officer – Research Training, Office of Graduate Studies (for Research Students) who will make the following adjustments to the student’s record on the University’s Student System:

  1. change all addresses to “Do Not Mail (Deceased)”;
  2. check customer account, including any Negative Service Indicators;
  3. drop any active enrolments;
  4. consult with the Manager of Fees and Scholarships about possible refund or special consideration on HECS or fees if after the relevant census date for the term (advice on HECS liability is available from the Australian Taxation Office)- and request action be taken on any outstanding debts or miscellaneous charges;
  5. re-run tuition calculation;
  6. mark ‘ineligible to enrol’ for any future terms; and
  7. administratively withdraw the student.

3.5.1     Admissions and Enrolments will then register the deceased status of the student and date of death on the University's Student System. In the case of research students, the Executive Officer - Research Training (Office of Graduate Studies) will provide a copy of the death certificate to Admissions and Enrolments with a request for the amendment to be made.

3.6.     Copies of the formal notification of the death must be retained on a hard copy file including student name, number, program and the program status (eg Active/Completed) at the time of death, and the cause of death (if known).

3.7.     If the decedent was an enrolled international student there are additional reporting requirements under the Education Services for Overseas Students Act 2000 (ESOS Act).

  • The Manager, International Student Support and the ESOS Student Compliance Unit must be advised of the death.
  • As soon as practical after the death, the Manager Admissions and Enrolments or Executive Officer - Research Training must advise  a Department of Immigration and Citizenship (DIAC) Education Provider Liaison Officer of the circumstances of death.
  • It is especially important to contact the State DIAC office, prior to reporting on PRISMS, so the DIAC Liaison Officer may prevent a letter being sent to the student’s most recent recorded address thus minimising the possibility of further distress for the student’s family.
  • Using PRISMS to report the student’s death, the Manager, Admissions and Enrolments/Executive Officer – Research Training, Office of Graduate Studies (for Research Students) will enter the student course variation reason/code as below against the student’s electronic confirmation of enrolment (eCoE)
  • Reason for Student Course Variation - Termination of Student studies prior to completing the course
  • Termination Reason - Provider decision to cease student enrolment
  • Provider decision to cease student enrolment reasons - Student has died (include full details in the comment field as per death certificate/funeral notice and state that DIAC has been notified by email and provided supporting documentation)

3.8.     Specific protocols also apply to sponsored students. Details can be obtained from the relevant Third Party Contracts.

3.9.     The Manager, Admissions and Enrolments or Executive Officer – Research Training, Office of Graduate Studies (for Research Students) must advise: the Deputy Academic Registrar (Student Administration), the Deputy Academic Registrar (Student Support Services),  Assistant Academic Registrar of the relevant Faculty, ,and the Academic Registrar, in writing, of the student’s death. Other relevant persons referred to in Clause 3 should also be notified.  The following details must be provided:

  1. student name;
  2. student number;
  3. program, location and the time the student attended the University;
  4. date of birth;
  5. date of death (if known);
  6. cause of death (if known);
  7. name of next of kin (if available); and
  8. contact address for next of kin.

3.10.     The Assistant Academic Registrar will check the student’s program progression in case the student may be eligible for a Posthumous Award under the University’s Posthumous Awards - Policy 000254. The Assistant Academic Registrar will provide the information to the relevant Pro Vice-Chancellor who will determine whether an application for a Posthumous Award should be lodged through the Faculty Board for consideration by Academic Senate.

3.11.     The Manager, Admissions and Enrolments or Executive Officer – Research Training, Office of Graduate Studies (for Research Students) must inform the Alumni and Convocations office of the death, in writing, including the details outlined in clause 3.4. The Alumni and Convocations office will then register this information on their system/records.

3.12.     If the decedent is a current UAC applicant, Admissions and Enrolments will confirm this with UAC and formally advise UAC of the details outlined in clause 3.4.

3.13.     If the decedent is an online student, the Manager, Admissions and Enrolments will inform the Operations Manager at GradSchool.com of the death in writing including the details outlined in clause 3.4.

3.14.     If the decedent is an English and Foundation Studies Student, the Manager, Admissions and Enrolments will inform the Executive Officer Foundation Studies of the death, in writing, including the details outlined in clause 3.4.

3.15.     The Deputy Academic Registrar will check with the Student Support Service if the student has been a client of any of these services and will inform the Manager, Counselling Service. The Manager, Counselling Service will liaise with the Assistant Academic Registrar re whether any counselling/support for family and/or other students is required.

3.16.     The Academic Registrar will report the student’s death to the Deputy Vice-Chancellor (Services) and/or the Vice-Chancellor, if necessary.

3.17.     If the deceased is an international student studying on campus, the Manager, International Student Support will negotiate arrangements with the next of kin and/or sponsor for handling the deceased person’s body and personal affects. A memorial service will be organised for fellow students, staff and family.

3.18.     If the student was currently enrolled, the Manager, Admissions and Enrolments will inform the Team Leader, IT Service Desk who will remove access to relevant information technology systems.

3.19.     Timing

To ensure that no additional hardship is placed on grieving families, this procedure is to be carried out as quickly as possible after the initial notification and no later than two (2) working days after the formal documentation notification.

4.      Essential Supporting Documents

Critical Incident Management Policy - 000823

Critical Incident Management Procedure - 000829

Posthumous Awards - Policy 000254

Research Higher Degree Posthumous Awards Policy - 000867

Research Higher Degree Posthumous Awards Procedure - 000868

 

Approval AuthorityAcademic Registrar
Date Approved15 January 2008
Date Last Amended23 July 2010
Date for Review5 December 2011
Policy SponsorDeputy Vice-Chancellor (Services)
Policy OwnerAcademic Registrar
Policy ContactDeputy Academic Registrar, Student Administration
Amendment History

Amendments made to procedure to ensure clarity and compliance with reporting requirements. Approved Academic Registrar 23 July 2010.

29 April 2009 - Minor amendments to correct nomenclature and refine administrative processes.