Policies & Procedures

GA2013.1 Responding to and Communicating about the Death of a Campus Community Member Procedure

Purpose

The purpose of this procedure is to provide clear, compassionate, and respectful guidance on how SUNY Broome communicates the death of a currently enrolled student or active employee to the campus community. It aims to ensure consistency, honor the deceased, and support those affected by the loss.

Statement of the Procedure

This procedure outlines the steps for reporting, verifying, and officially communicating the death of a currently enrolled student or active employee. It ensures that all such communications are handled with consistency, sensitivity, and respect for the family’s wishes, while also prioritizing the emotional well-being of the campus community.

In addition to outlining general principles and communication strategies, this procedure provides specific guidance for how key campus departments will respond following the verified death of a student or employee. These sections, titled Coordinated Departmental Actions, detail responsibilities related to academic records, financial services, communications, counseling, housing, benefits, and more—ensuring a thoughtful and unified institutional response during a time of loss.

Memorial Events or Tributes- Memorials (physical or event-based) may be considered in response to a campus community member’s passing. No plans should be initiated without first consulting the Office of the President and the Special Events Office to ensure appropriate coordination and alignment with the wishes of the family.

Fundraising Platforms – The College does not officially promote or endorse external fundraising platforms such as GoFundMe. Inquiries about such efforts should be directed to the official obituary or communicated individually. Official fundraising or memorial efforts must be coordinated through the SUNY Broome Foundation.

Related Policies & Procedures

• GA2012 Marketing & Communications Policy
• GA2012.4 External Media Relations Procedure

To Whom It Applies

This procedure applies to all SUNY Broome faculty, staff, administrators, and departments responsible for communication, student support, human resources, and public engagement.

General Guidelines

• Reporting and Verification:
  • Any campus community member who becomes aware of a student or employee death should report it to the Office of the President. For the purposes of this procedure, the following are campus community members:
    • Students enrolled at the College;
    • Active employees of the College
  • Deaths must be verified through credible sources such as an obituary, death notice, or law enforcement notification.
• Communication Strategy:
  • The Executive Council members, in collaboration with the Office of the President, Marketing & Communications, the Dean of Students (for student deaths), and Human Resources (for employee deaths), will determine appropriate messaging and timing.
  • External communication with the media must be coordinated through the Office of Marketing and Communications.
• Campus-Wide Announcement:
  • The death of a currently enrolled student or active employee will be communicated to the campus community by the College President via email, unless the family has requested confidentiality, in which case no campus-wide communication will be sent.
• Respect for the Family:When communicating about the death of a student, SUNY Broome recognizes that outreach to the family may be necessary to confirm details, offer condolences, and understand their wishes. These conversations often occur during an especially difficult time, and the College is committed to approaching them with care, flexibility, and deep compassion. Designated campus officials will serve as the primary point of contact, ensuring that all communication honors the family’s privacy and reflects the dignity of the individual who has passed.
  • The Office of the President (or their designee) will reach out to the family of a deceased employee.
  • The Dean of Students (or their designee) will reach out to the family of a deceased student.

  These conversations must be approached with sensitivity and may include:

  • Offering institutional condolences and support on behalf of the College community;
  • Confirming the identity and enrollment/employment status of the deceased, when needed;
  • Discussing the family’s wishes regarding public acknowledgment or memorials;
  • Determining whether the cause of death may be included in communications (if at all);
  • Asking whether the family consents to or prefers certain details (such as pronouns, programs of study, or College affiliations) to be included in campus messages;
  • Providing information about available College resources or supports, including those related to estate matters or return of personal belongings;
  • Answering any questions about next steps related to institutional processes;
  • Sharing contact information for any additional campus offices (such as Human Resources, Registrar, Housing, or the Foundation) that may be in touch regarding final arrangements, benefits, or support.
• Timing of campus-wide communications
  • No campus-wide communication will be released until reasonable efforts have been made to contact the family and accommodate their preferences. The College will not speculate on or share the cause of death unless it is clearly approved by the immediate family or designated spokesperson already publicly reported by reliable media or official sources.
• Unit-Level Notification:
  • Faculty in a corresponding academic program should be notified by the Vice President of Academic Affairs in concert with the appropriate dean.
  • Human Resources will notify relevant departmental leadership in the event of an employee death.
• Social Media, Public Sharing, Memorial Tributes:
  • Faculty and staff are asked not to post about a student or employee death until a formal communication has been issued by the College.
  • Memorial event planning or physical tributes should not be initiated without prior consultation with the Office of the President and Special Events.
• Equity and Consistency:
  • All communications should reflect consistent tone, format, and distribution practices regardless of the individual’s role at the College.
• Suicide or Self-Harm:
  • In cases of suicide or suspected suicide, the campus will acknowledge the loss without specifying the cause.
  • Communications will emphasize the availability of support resources and suicide prevention services.
• Public Incidents:
  • If the death was public or reported by media outlets, more detailed communication may be warranted, coordinated through Marketing & Communications.
• Counseling Resources:
  • Every communication should include links or information about available mental health and grief support services.

Departmental Actions and Protocols

1. Coordinated Departmental Actions Following the Death of a Student

• Dean of Students will
  • Confirm family contact, notify and coordinate institutional response with the President’s Office, Executive Council members and Marketing & Communications
  • Executive Council members will communicate with the offices listed below to notify appropriate designees.
  • Determine if the student was a recent transfer from another institution, particularly those with strong ties to SUNY Broome (e.g., Binghamton University), and assess whether additional communication or support coordination is warranted. Coordinate with Marketing and Communications on outreach.
  • Coordinate with the President’s Office and Special Events for memorial considerations if initiated.
• Registrar will
  • Close academic record, adjust the student information system, and flag the student record for no future communication.
  • Notify National Student Clearinghouse and Information Technology for deactivation of accounts.
• Student Financial Services / Financial Aid/ Bursar will
  • Remove charges as necessary and settle the student’s account
  • Suspend disbursements and return unearned aid as required.
  • Stop future financial aid communications.
• If directed to do so, Counseling Services will
  • Conduct outreach to roommates, peers, and impacted students.
  • Offer grief counseling and psychological support to registered students.
• Housing Director (if applicable) will
  • Deactivate room access.
  • Assist in the return of personal belongings.
  • Support affected residents as needed in coordination with Counseling Services
• Athletic Director (if applicable) will
  • Inform coaches and staff.
  • Assist in return of athletic belongings.
  • Support affected athletes as needed in coordination with Counseling Services
• Vice President for Academic Affairs will:
  • Notify deans and appropriate faculty members
  • Determine if there are any outstanding academic affairs property to be returned and report these findings to the Executive Council members

2. Coordinated Departmental Actions Following the Death of an Active Employee

• Assistant Vice President for Human Resources and Student Finance will:
  • Verify and notify the Executive Council members.
  • Liaise with the family regarding employee benefits and final compensation.
  • Coordinate the return of College property
  • Notify appropriate department/offices as listed below
• Payroll will
  • Finalize wages and employee benefits
• Department Leadership (Supervisor or Dean) will
  • Notify team members with sensitivity in coordination with Human Resources
  • Help coordinate departmental support or any remembrance in consultation with the President’s Office and Special Events
• Marketing, Communications, and Public Information will
  • Draft and distribute messages in collaboration with the President’s Office
  • Work with Human Resources to distribute appropriate resources such as EAP materials
  • Handle external inquiries and media statements
• If directed to do so, Counseling Services will
  • Provide grief counseling to affected registered students
• Information Technology Services will
  • Deactivate and remove appropriate accounts
  • Set up forwarding and access to others as needed
  • Coordinate with Public Safety to remove any key card access as needed

Definitions

• Campus Community Member: Any currently enrolled student or active employee of SUNY Broome. This procedure does not govern the communication of deaths involving alumni or former employees.
• Verification Sources: Acceptable documentation includes an obituary, funeral home confirmation, law enforcement notification, or death certificate.
• Executive Council Members: Senior leadership responsible for key decisions in times of crisis or institutional significance.
• Formal Campus Communication: A message distributed by the President’s Office to notify the campus of a verified death.
• Memorial Event: Any campus-wide event intended to honor the deceased (e.g., vigil, moment of silence), coordinated through the Office of the President.
• Public Incident: A death that occurs in a public place or has already received media coverage.
• Family: The immediate next of kin or designated representative(s) of the deceased, including but not limited to a parent, spouse, partner, child, or sibling. In cases where legal next of kin is unclear or unknown, the College will defer to the contact provided in official student or employee records.
• College Property: Any item, device, key, credential, or resource issued by SUNY Broome. This includes, but is not limited to, office keys, access cards, laptops, ID badges, uniforms, cell phones, and other College-owned equipment.