PROCEDURES FOR RESPONDING TO A STUDENT DEATH

Effective Date: 
Sat, 10/01/2005
Reviewed: 
Sat, 08/20/2011
Revised: 
Fri, 02/03/2017
Policy: 

Upon becoming aware of a student death Student Health Services directors will notify appropriate Student Health Center staff and University offices, and take appropriate administrative action regarding the Student Health Center information systems.

For the university context, and to know what other actions will be taken by the campus, Student Health Center staff will refer to UC Santa Cruz Policy and Procedure For Responding To A Student Death (Revised March 2001, an appendix to this policy).

Procedure: 

Upon becoming aware of a student death, Student Health Center staff should immediately notify the Executive  Director or, if the Executive Director is not immediately available, the Medical Director or Patient Care Coordinator. The most senior notified manager will be the SHC Incident Manager.

1. If the student death occurred at the Student Health Center the UCSC Police should be notified immediately by the Incident Manager. The director or designee will then collaborate with the UCSC Police in further management of the incident.

a. The clinician caring for the student prior to the student’s demise will immediately review the case with the Medical Director and Executive Director, who will consult with the UCSC Police and appropriate senior campus officials regarding notification of next of kin.
b. Further notifications will be made according to the UC Santa Cruz Policy and Procedure For Responding To A Student Death (Revised March 2001).
c. Incident reporting and investigation, as warranted, and Office of Risk Management notification will be done by the SHC Incident Manager.
d. The Incident Manager will consult with senior SHC staff regarding the need for debriefing and other post event management of Student Health Center personnel.

2. If the student death occurred elsewhere, the Student Health Center Incident Manager will determine whether the incident is already known to the Office of Student Success (or designee). The Student Health Center Executive Director or designee will make those notifications if necessary.

3. The Incident Manager will make arrangements to cancel any pending Student Health Center charges, and will inform the Insurance Office of the student’s death so that UCSHIP notifications can be made and any applicable death benefits can be made available.

4. The Incident Manager will make arrangements to mark the student as “deceased” in the electronic medical record and any other databases under the control of Student Health Services.

5. The Medical Director will verbally communicate with the patient’s medical providers to inform them of the death.

6. If there are any inquiries, Student Health Center staff should refer the questioner to Student Health CenterExecutive Director or Incident Manager.

7. Any requests for CAPS services will be coordinated with the Student Health Center CAPS Director or incident manager.

8. The Medical Records Systems Administrator or the Business and Information Systems Coordinator, in the MRSA's absence, will be notified of the Death of a Student.  Once notified, they will access PnC OpenRegistration, make the record Sequestered and check the Patient is Deceased box and complete DOD (Date o Death) box if known. They will also send the SHS billing office and SHS Insurance office an IM notification of death.

Key Points: 

 

  • Student Health Center staff will refer to UC Santa Cruz Policy and Procedure For Responding To A Student Death (Revised March 2001, an appendix to this policy).
  • The most senior notified Student Health Center manager will be the SHC Incident Manager.
  • If the student death occurred at the Health Center the UCSC Police should be notified immediately by the incident manager.
  • The SHC Incident Manager coordinates Student Health Center actions in responding to a student death.