NORTHERN
NOTIFICATION REGARDING DEATH
|
INITIATED: September
5, 2007 |
APPROVED: September 5, 2007 |
PURPOSE
The institutional response to the death of faculty, staff, or retirees entails a series of administrative actions to close academic and nonacademic personnel records, resolve benefits issues, settle any financial accounts of the deceased, and the return of University property. Notifications must be made to a number of departments in order that these administrative actions can be taken in a timely manner and with sensitivity.
The purpose of this policy is to establish certain responsibilities concerning notifications that need to be made to various campus departments in the event of the death of a member of the campus community. The required notifications depend on the nature of the University affiliation (either faculty, staff, or retiree) of the deceased.
APPLICABILITY
This policy is applicable to NMU faculty, staff, and retirees. The affected departments include: the department of the deceased, the respective Vice President, President, Human Resources, Financial Services, Communications and Marketing, Alumni/Foundation, and the NMU Retirees Association (if a retiree).
This policy does not apply in response to the death of students.
PROCEDURE
1. Notification shall begin at the departmental level. The academic or nonacademic Department Head shall inform the Human Resources Department of the death as soon as practicable. The Department Head shall provide the name of the deceased, nature of the affiliation of the deceased with the University, and such other information as is known (e.g., date of death, surviving spouse, or next of kin).
2. The Human Resources Department shall contact, by phone, the President’s Office and the appropriate Vice President’s Office as soon as possible. In the case of a Retiree, the NMU Retirees Association will be notified. The Human Resources Department will then complete the NMU Death Notification Form and forward to the President’s Office, Vice President’s Office, Retirees Association, Financial Services, Communications and Marketing, Alumni/Foundation, AdIT, and Academic Information Services (AIS).
3. The Communications and
Marketing Department will contact the appropriate department head to determine
who within the department will notify the appropriate people on campus. This
may include a departmental and/or campus-wide announcement, and will take into
consideration any specific family wishes as known to the department head. If
for some reason the department head cannot make the announcement to the
appropriate people on campus, Communications and Marketing will assist, as
needed.
4. The Department Head shall make arrangements to assist the surviving spouse or next of kin to pick up any personal belongings of the deceased. The Department Head shall also be responsible for collecting any property that may belong to the University (e.g., notebook computer, keys, credit cards, NMU ID card, etc.). A personnel action form (EPS) must also be processed by the Department indicating the death of the employee.
5. The Human Resources Department shall make arrangements with the surviving spouse or next of kin in regard to benefits that may affect the legal rights of survivors, such as determination of beneficiaries for life insurance, retirement, and disbursement of final earnings. Upon written request, the surviving spouse of a current employee may request a personal e-mail account and internet access from the University.
REFERENCES
Policy entitled: Use of University Facilities for Funerals or Memorial Services
INITIATING DEPARTMENT/DIVISION
Human Resources/Vice President for Finance and Administration
Approved by President and Council: September 5, 2007
Please click here for a printable copy.