Policy Number: I-83
Effective Date: November 14, 2024
Responsible Dept.: Vice President of Student Affairs
A signed copy of this policy is available in the President’s Office.
Purpose
To establish a clear and compassionate process for handling situations when a currently enrolled student passes away during their enrollment. This policy ensures a coordinated and professional response by the college to support the affected individuals and their families, and to manage administrative and academic procedures effectively.
Definitions
Student – any individual currently enrolled in courses (credit or non-credit) at Virginia Western Community College
Procedure
Notification
- On-Campus Incident – Report immediately to Campus Police (540-857-7979)
- Off-Campus Incident – Report to the Vice President of Student Affairs (540-857-6572)
Information needed for notification
- Student’s full name
- Student ID number
- Date of birth
- Date of death
- On-Campus – Campus Police will inform Vice President of Student Affairs (VPSA)
- Off-Campus – Vice President of Student Affairs will confirm the situation and notify appropriate college personnel
Roles and Responsibilities
Vice President of Student Affairs
- Confirm death with official documentation (physician note, obituary, death certificate, etc.).
- Inform the President, Vice Presidents, Marketing, Records Office, Information Technology, and Financial Aid Office
- Serve as the official contact between the college and the student’s family.
- Notify instructors and other relevant faculty.
- Notify Behavioral Health and Wellness Advocate
- Communicate with other college personnel connected to the student’s activities.
- Provide support and resources to the campus community as appropriate.
Registrar
- Upon confirmation of death, annotate the student’s record in Student Information System (SIS)
- Update academic records and remove the student from mailing lists
- Process drop/withdrawal and refunds based on the timing of the drop/withdrawal and death.
- Before the end of the drop/add period issue a full refund of tuition and fees.
- After the drop/add period process withdrawals per policy.
- Maintain documentation of the student’s death.
Financial Aid Office
- Notify federal and state agencies as needed, adjust current aid according to R2T4 regulations, and cancel future aid.
Financial Services
- Adjust student account for outstanding balances and debt.
Marketing Office
- Collaborate with VPSA to send college notices with permission from student or their family.
Information Technology
- Disable the student’s accounts, including email, Canvas, and Navigate.
Additional notes
- Privacy Considerations – Following a student’s death, FERPA regulations do not apply. The college may decide how and what information is disclosed to third parties.
- Support Services – The college will offer support services to students and staff affected by the situation as appropriate.
