Policies

Policy for Communicating the Death of a Campus Community Member

Policy Purpose

The purpose of this Policy is to establish communication protocols for the death of a campus community member.

Persons Affected

Faculty, Staff, Students, Related Entities and Third Parties

Policy Statement

In an effort to acknowledge and honor the lives of our campus community members, Farmingdale State College wishes to inform the campus community of community member deaths. Recognizing that the death of a campus community member has the potential to be emotionally difficult and stressful for students, faculty and staff the following procedures have been established to ensure a professional, consistent and caring response by the College. Prior to communicating the death of ANY campus community member, the College must obtain verification of death by a direct family member and obtain permission from the person affected, or that person’s family or representative. This policy is not concerned with divisional processes or legal obligations that the College may need to fulfill after a campus community member has died. Department specific procedures should be developed to ensure that the correct processes are completed after a campus community member has died.

Procedures

Student Death

The President’s Office should be informed immediately of all student deaths. The President will communicate via phone directly with the student’s family or their representative. As circumstances will vary, the President’s Office in collaboration with Student Engagement and Marketing and Communications will determine if a campus-wide communication will be sent. In any case, the President’s Office will inform the Registrar of the student’s death who will inform the relevant business and academic offices listed in the Student Death Notice Distribution List. To the extent possible, the College will designate a single point of contact with the family or representatives of the family.

Death of a Current Employee

In the case of a current faculty or staff death, the functional area supervisor must notify the following areas: Human Resources (hr@farmingdale.edu), Information Technology (helpdesk@farmingdale.edu), Marketing and Communications (communications@farmingdale.edu), Development (foundation@farmingdale.edu) and the area Vice President of the employees’ death. The supervisor will also reach out to the family or their representative for permission to share details and send a notification. The area Vice President will notify the President of the employees’ death and will send an announcement via a campus-wide email communication.

Death of a Current Employee’s Immediate Family Member or Death of a Former Employee

The death of a current employee’s immediate family member or former employee will be communicated at the department level. A campus-wide notification should not be sent; however, the department may share the communication with other members of the campus community. In the event of a former employees death, it is the area supervisors responsibility to notify the following areas of the death: Information Technology (helpdesk@farmingdale.edu), Marketing and Communications (communications@farmingdale.edu), and Development (foundation@farmingdale.edu).

Friends of the College

There may be occasions in which the College will also notify the campus community about the deaths of current or past College Council members, Foundation Board members, or longtime friends of Farmingdale State College. This announcement will come from the President’s Office.

Definitions

Campus Community Member - students enrolled at the college; employees of the college or college related entity; former employees of the college or campus related entity; and friends of the college.

Employee - a person employed by Farmingdale State College or a related entity.

Student - a person with active status as a student in the College’s student information system.

Friends of the College - current or past College Council members, Foundation Board members, or longtime supporters of Farmingdale State College.

Responsible Office

Marketing and Communications

Policy History

Approval Date: March 14, 2023