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Notification of University Administration
Reports
of student death at any Penn State Campus or College should be made
to Student & Family Services at the address shown below. This
office is responsible for contacting appropriate university officials
who need to respond in a timely manner (see Administrative Communications
below).
When
reporting a student death, please provide the office with as much
of the information requested below as possible.
Office of Student and Family Services
Student and Family Services
210 HUB-Robeson Center
University Park, PA 16802
(814) 863-1260
(814) 863-3820 FAX
studentassistance@sa.psu.edu
Information
Needed
· Student name
· Student identification number
· Name and address of parents
a.
or spouse for older student
b. if aware of special circumstance (parents at separate addresses,
etc.) please include this information
· Date and cause of death
· College or major
· Enrollment status (last enrolled)
· Residence (on or off campus)
· How you learned of student's death
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Administrative
Communications
Upon
notification and confirmation of the death of a student, Student
and Family Services initiates communication with the following offices:
1. The
Office of the President
E-Mail
is sent to the President's Office with information about the death
of a currently enrolled student. A letter of condolence from the
President is sent.
2.
E-Mail message is sent to the Dean/Assistant Dean of the student’s
college with information on a currently enrolled student and to
student’s faculty from information taken from student’s
current class schedule.
3. The Bursar's Office
Stop-billing
on student accounts. If it is a currently enrolled student
the Fee Assessor is notified. Tuition and fees are canceled
and a request for refund results in a check to the "estate of" the
deceased student. Checks are forwarded to Student and Family Services
to be mailed along with a letter from the Assistant Vice President
for Student Affairs.
4.
The Registrar's Office
A
notation is made on the student's transcript by the University Registrar
indicating the student is deceased. The home address is immediately
changed to 112 Shields Building with the purpose of preventing inappropriate
University-to-student correspondence from being sent home. Unfortunately,
mailing label sets may be processed before a records action is completed. Efforts
are made to prevent a grieving parent from receiving nonessential
communications from Penn State.
5.
Office of Student Aid
A
memo is routinely sent to the Student Aid Office. The office
verifies whether the student received aid and notifies pertinent
aid agencies, i.e., PHEAA Grant and the Loans and Scholarship Office.
6.
Office of Annual Giving
A
memo is sent to the Office of Annual Giving so that records can
be purged and fund-raising calls or correspondence avoided in the
case of a student death. 7.
Office of Housing and Food Services
The
Office of Housing and Food Services is responsible for the Commonwealth
Campuses. They alert the Director of Housing and Food Services at
the campus location where student attended to make sure issues relating
to Housing and/or a Food Service contract are handled appropriately
regarding cancellations, refunds, etc. They do not need notification
of students who attend University Park Campus.
8. Office of Residence Life (University Park)
E-Mail
is sent to the Assistant Vice President for Housing & Residence
Life informing that unit of a student death. The office will notify
the appropriate Residence Hall staff, secure possessions and take
appropriate action regarding the Housing Contract.
9. Public Information
A memo is sent to Public Information and they in turn handle
media inquiries (does not issue announcements).
10. Alumni Records
The Alumni Office is notified and removes the student's name
from their contact file.
11. Alumni Association
A memo is sent to the Alumni Association so a letter of condolence
can be sent to the family from the Director of the Alumni Association.
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12.
University Health Services
A
memo is sent to UHS for their records.
13. Counseling and Psychological Services
A memo is sent to CAPS so the crisis coordinator can respond
appropriately to the needs of other students, i.e. friends and roommates
of the deceased student. This Unit also tracks the causes of
death.
14.
Continuing and Distance Education
If
the deceased is a currently enrolled DE/WD student, Student Services
follows through with the appropriate University drop/add refund
process. A letter of condolence is mailed along with the refund
check.
15. Center for Ethics and Religious Affairs
Names
of deceased students are retained for a memorial service held during
the spring semester. Families and friends are invited to participate
in the service. The Center staff and/or staff in Religion may be
called upon to counsel or consult with family and friends of the
deceased.
16.
Career Services
Staff
will check to see if the student has a file. If there is a file,
it is destroyed; if there is no file, the notice is shredded.
17.
Assignment Office
The
housing contract is cancelled if applicable. Typically there is
a 100% credit to the student account for base level board
and room cost. Remaining meal points are also refunded.
18.
Undergraduate Education Information and Communication
Publications
from this area are no longer sent to the student's local or home
address.
19.
Graduate School
If
the student is a graduate student, the Senior Associate Dean is
notified and in turn contacts the appropriate academic department.
20.
Office of Judicial Affairs
Records
are destroyed and a copy of the notice of death is maintained on
file.
21. International Programs Office
The Office of International Students is contacted if the deceased
is an international student. This office handles contacts
with family, immigration officials, faculty and other administrative
personnel.
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21A. University Park Campus Notification of Associate Deans
Associate Deans in each college handle the notice of student
death from Student and Family Services in a variety of ways. In
general, they inform the Dean of the College who in turn sends a
letter of condolence to the family. The Associate Dean contacts
the advisor, department head, and other faculty and staff as necessary.
A request for the award of a posthumous degree is likely to begin
with the Associate Dean. The Associate Dean can also be the point
of contact for classmates and friends of the deceased.
21B. Students from the Commonwealth College
The Associate Dean for Students and Academic Support is notified
of a Commonwealth College student death. This office in turns notifies
the appropriate academic and administrative departments at each
campus. The Associate Dean can also be the point of contact for
faculty, classmates, and friends of the deceased.
21C.
Students from Penn State Erie Berhend Altoona, Berks-Lehigh
Valley and Harrisburg Campuses
All
information regarding student deaths at these campuses is reported
to the office of The Provost, CEO, Dean or Director of Student Affairs.
This office in turns notifies the appropriate academic and administrative
departments.
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