Policy for Responding to the Death of a Current Student

Overview

The purpose of this policy is to set out administrative responsibilities in the event of a death of a student; ensure rapid, effective communication and follow-up to a student death; and ensure that the response to a student-death is timely and sensitive to the circumstances.

Responsibility

Staff Responsibilities

The first CGI staff member notified of the death should reach out immediately to the CEO, COO, Director of the Electronic Campus, Registrar, and Director of the Program to trigger action using the procedures listed below.

Upon being notified of the death of a student, the Director of the Electronic Campus, Registrar, IT Support, and any other appropriate CGI staff shall refer to the procedures below to carry out administrative activities that may be required in the event of a student’s death.

The Director of the Electronic Campus is responsible for the LMS, Library, and Help Desk.

The Registrar is responsible for Populi and Google Suite/Gmail.

The Director of Program, in which the student was enrolled, is responsible for notifying that program’s faculty and students of the death. The notification to the enrolled students should come after permission is granted from next of kin. If permission is not granted from next of kin, then notification should not be sent out to students. If permission is granted, the Director of the Program will notify the enrolled students.

The Human Resource Department is responsible for notifying the CGI staff of this occurrence.

Policy Procedure

The following is intended to provide general guidance and is not intended to be an exhaustive list of administrative activities that may be required in the event of a student’s death. Individual circumstances may warrant modification or exceptions to this list.

Learning Management System

Determine what data is attached to the student’s SIS ID, username, password for the LMS. Gradebook data for the term in progress will be exported and uploaded to the student’s Activity Feed in Populi. Student’s account will be suspended in the LMS using the following protocol:

  • Student’s username account will be suspended
  • Student’s email address in the LMS profile will be changed to include “_deactivated” at the end (e.g. astudent_deactivated@cgi.edu)
  • Upon notification from the Registrar, the account will be deleted.

Library

Student’s account will be unauthorized. Librarian will request that EBSCO delete the student’s personal user account.

Help Desk

Student’s account will be suspended. All tickets pertaining to the student’s account will be closed. Upon notification from the Registrar, the student’s account will be deleted.

Student Information System

The following steps will occur in the student information system.

  • The Registrar will withdraw the student and mark as deceased for reasoning for withdrawal. This will need to occur for:
    • All classes the student is registered in for that term and upcoming terms
    • The academic program/degree
  • Edit user to “not a user”
  • Mark the @cgi.edu email as “old”
  • Add withdrawn/deceased tag
  • Edit Student role

Gmail/Google Drive

The Registrar will log into the Google Admin account and suspend gmail account for the student. This will remove access for the student’s account and if the site is accessed, it will not allow them to enter Gmail or Google Drive. In addition, the student will need to be removed from all listserves within Gmail and Google Drive (ie enrolledstudents@cgi.edu)

Forms

At this time, there are no forms associated with this policy.

Approvals/Revision History

Policy was created on: 9/8/2021
Policy was approved by and date: Amanda Harrison, Chief Operating Officer, 9/17/2021

 


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