RESPONDING TO A STUDENT DEATH *

Effective Date: 
Sat, 10/01/2005
Reviewed: 
Sun, 08/01/2021
Revised: 
Sun, 08/01/2021
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 For Responding To A Student Death.

Procedure: 

Upon becoming aware of a student death, Student Health Center staff will immediately notify the Executive  Director or, if the Executive Director is not immediately available, the Medical Director or Associate Medical Director. 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 For Responding To A Student Death.
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 Services (or designee). The Student Health Center Executive Director or designee will make those notifications if necessary.

3. The  Medical Records Systems Administrator (MRSA) will mark the student as “deceased” in the electronic medical record and any other databases under the control of Student Health Services.

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

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

6. Any requests for CAPS services will be coordinated with the Student Health Center CAPS Director or Incident Manager.

7. The Health Information Systems Administrater or the Business and Information Systems Director, in the HISA's absence, are notified of the Death of a Student.  Once notified, they will access PnC OpenRegistration, mark the record Sequestered, check the "Patient is Deceased" box and complete DOD (Date of Death), box if known.   The HISA will make arrangements to have the biller cancel any pending Student Health Center charges, and will inform the Insurance Office of the student’s death so that UC SHIP notifications can be made and any applicable death benefits can be made available.

Key Points: 
  • Student Health Center staff will refer to UC Santa Cruz Policy For Responding To A Student Death
  • 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