Enrolment: death of a student instruction

Instruction statement

This instruction sets out the steps that will be followed to enable the University to respond quickly and sensitively when advised of the death of a student, ensuring no further distress to relatives.

Exclusions

Nil

Instruction steps and actions

Instruction (including key points)

Responsibility

Timeline

Step 1: on receipt of initial advice

Contact the relevant college academic services manager with details of the student, student ID, school and program enrolled. The death may be verified through: the source being a reliable one such as the student’s own family, police; or through multiple reports being received, media coverage, etc.


RMIT staff member who receives advice that a current RMIT student has died.


Same day

Step 2: immediate communication

2.1 Contact the Academic Registrar with details of the student, student ID, school and program enrolled.

2.2 If the Academic Registrar is the first to receive notice of a student’s death, in addition to the advice provided to RMIT officers as outlined in the procedure below, the relevant college and school must also be contacted and provided with a copy of this procedure.


College academic services manager

Academic Registrar


Same day


Same day

2.3 If the deceased student was an international student from a partner institution, or an exchange student, inform

  • the director/registrar of the partner or home institution; and
  • the relevant embassy or consulate

Deputy Vice-Chancellor (International and Development)


Within 1 working day

2.4 Contact the Director, Student Services who will:

  • Inform relevant dean/head of school and pro vice-chancellor, and advise of the availability of appropriate support services to other students and staff who were close to the deceased student; and
  • notify the Counselling Service

Academic Registrar


Director, Student Services


Same day



Same day

Step 3: subsequent communication and action

3.1 Advise Vice-Chancellor.


Academic Registrar


Within 1 working day

3.2 The student’s records are adjusted to cancel enrolment, prevent automatic correspondence and insert the relevant service indicator.

Manager, Enrolments and Records

Within 1 working day

3.3 Draft letter of condolences to the next of kin on behalf of the College (Pro Vice-Chancellor’s signature). Letter to include personal comments about the student as appropriate. Letter to be translated into the student’s native language where possible.

Dean/Head of School

Within 5 working days of RMIT being notified.

3.4 Make recommendation to the relevant Deputy Pro Vice-Chancellor, Learning and Teaching as to whether it is appropriate for the University to confer a posthumous award.

Dean/Head of School

Within 10 working days of RMIT being notified.

3.5 If the student is an apprentice/trainee, the Manager of Apprenticeship Administration at Skills Victoria must be notified by telephone (03 9637 3555) within 24 hours of notification.

Manager, Enrolments and Records

Within 24 hours

3.6 Inform relevant school staff and amend class rolls.

Dean/Head of School

Within 2 working days.

3.7 Advise the following officers of the University and request them to take actions pertinent to their responsibilities (providing them with a copy of this instruction):

Academic Registrar

Within 1 working day

  • The University Librarian, who will ensure that automatic requests for the return of library materials are not sent, and that any communication to recover such materials is made in a tactful way and through the appropriate relative;

University Librarian

Within 1 working day

  • The Executive Director, Financial Services, who will ensure that automatic debtor notices are not sent, and who may determine whether to waive outstanding monies owed to the University;

Executive Director, Financial Services

Within 1 working day

  • The Executive Director, Marketing and Communication, who will coordinate external communications, particularly when the circumstances of death result in media attention;

Executive Director, Marketing and Communication

Within 1 working day

  • The Manager, Alumni Relations, who will ensure that the alumni database is updated to prevent further communication;

Manager, Alumni Relations

Within 1 working day

  • The Deputy Director, ICT Service Management, who will ensure that electronic access to the student account is prevented;

Deputy Director, ICT Service Management

Within 1 working day

  • The Manager, Student Financial Systems, who will ensure that the student is not invoiced and details of HELP loans are finalised;

Manager, Student Financial Systems

Within 1 working day

  • The Manager, ARG Communications, who will ensure that the student is not included in any subsequent communications to students;

Manager, ARG Communications

Within 1 working day

  • (in the case of a student receiving scholarship payments and/or who is also an employee) The Executive Director, Human Resources, who will ensure that scholarship/salary payments cease;

Executive Director, Human Resources

Within 1 working day

  • (in the case of a student receiving scholarship payments) The Manager, Scholarship and Student Finances, who will ensure that scholarship payments cease;

Manager, Scholarships Office

Within 1 working day

  • (in the case of an international student) The Deputy Vice-Chancellor (International and Development), and the Director, Global Quality Regulation and Compliance who will ensure that DIBP are notified;

Deputy Vice-Chancellor (International and Development)

Director, Global Quality Regulation and Compliance

Within 1 working day

  • (in the case of a postgraduate research student) The Senior Manager, School of Graduate Research, for information and action. If the student is in receipt of a research scholarship, the Senior Manager, School of Graduate Research will ensure that scholarship payments cease;

Senior Manager, School of Graduate Research

Within 1 working day

  • The Manager, Customer Service for information.

Manager, Customer Service

Within 1 working day

3.8 If release of student information is required: Refer to release of information from academic student files procedure.

Academic Registrar

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