PROCEDURES FOR POLICY NO: 1-25
VCCS POLICY NO: N/A
REVISED DATE: 06/10/2025

  1. Purpose:

    To establish clear guidance and notification protocols for responding when a currently enrolled student experiences a critical illness, serious injury, or death. This policy ensures the College provides a compassionate, coordinated, and consistent response that honors the student, supports affected individuals, and upholds the integrity of institutional processes.The procedures for implementation of this policy are provided below.

  2. Procedure and/or Process Definitions:

    Critically Ill or Injured: A condition in which a student is experiencing a severe illness or injury that significantly impairs their ability to engage in academic activities and complete the current semester.

    Student: An individual who is officially enrolled in one or more credit or non-credit courses at Reynolds Community College during the current academic term.

  3. Procedures:

    1. Initial Reporting

      When a currently enrolled student is reported as critically ill, seriously injured, or deceased, it is essential to notify the appropriate College personnel immediately to ensure a timely, accurate, and compassionate institutional response:

      1. If the incident occurs off campus: Notify the Dean of Students or their designee.
      2. If the incident occurs on campus: Contact the Department of Public Safety immediately.
    2. Information to Collect

      Upon learning of such an event, members of the College community should gather and provide the following information to assist in accurately identifying the student and facilitating appropriate follow-up:

      1. Student's full legal name
      2. Student ID number
      3. Date of birth
      4. Date and, if known, the cause of illness, injury, or death
    3. Communication Responsibilities
      1. For on-campus incidents, the Department of Police will inform the Dean of Students promptly.
      2. For off-campus incidents, the Dean of Students will confirm the details through official and appropriate channels and will initiate communication with relevant College personnel (defined below).
      3. The Dean of Students will serve as the central point of contact between the College and the student or their family. Responsibilities include coordinating follow-up communications and guiding institutional procedures related to the student's enrollment status, student account, academic record, and access to any additional services or support deemed appropriate.
    4. Administrative Process and Protocol

      Upon notification of a critically ill, seriously injured, or deceased student, designated College personnel will initiate the following actions to ensure timely, respectful, and coordinated institutional responses. In the event of a student's death, all departments must remove the student's name from any mailing lists (print or electronic) and discontinue further correspondence addressed to the student.

      1. Dean of Students
        1. Confirm the student's critical illness, injury, or death by obtaining appropriate official documentation (e.g., physician's note, obituary, death certificate).
        2. Notify the College President, Executive Cabinet, Office of Communications, Registrar's Office, Information Technology, and Office of Financial Aid.
        3. Inform the student's instructors, with a courtesy copy (cc:) to the appropriate academic dean(s). The notification will include available resources and support services for faculty and students, as appropriate. The dean or department chair may notify other relevant faculty members as needed.
        4. Notify other College personnel, as applicable, especially if the student was affiliated with a specific program, activity, or office on campus.
        5. Coordinate and offer support services to impacted members of the College community, including outreach to friends, classmates, or family members enrolled at the College or in courses shared with the student.
        6. If the student has passed away, review and initiate the process for awarding a posthumous degree in accordance with Reynolds Policy 1-13, Award of Degrees Posthumously.
      2. Registrar
        1. Upon receipt of appropriate documentation confirming the student's death (e.g., obituary, death certificate):
          1. Update the Student Information System (SIS) to reflect the student's deceased status.
          2. Maintain documentation in the student's electronic records file.
          3. Update academic records accordingly, including:
            • Placement of a deceased indicator on the record.
            • Suppression or redirection of mailing addresses to prevent further communications.
            • Closure of enrollment and matriculation status in accordance with institutional procedures.
        2. In cases of incapacitation, upon receipt of legal documentation (e.g., Power of Attorney), process course(s) drop or withdrawal based on the following:
          1. If before the end of the drop/add period: Full tuition and fee refund will be issued.
          2. If after the drop/add period: Withdrawal will be processed based on the instructor's last date of attendance. Refunds will not be issued, in accordance with Reynolds Policy 1-02, Tuition Refunds.
        3. FERPA Consideration: Per the Family Educational Rights and Privacy Act, privacy rights expire upon a student's death. Disclosures of educational records pertaining to deceased students are governed by institutional policy and may be made at the institution's discretion.
      3. Office of Financial Aid
        1. Upon confirmation of a student's death and receipt of a death certificate:
          1. Notify relevant federal and state financial aid agencies.
          2. Adjust current semester financial aid according to Return to Title IV (R2T4) regulations.
          3. Cancel all future term aid awards.
        2. For students who withdraw due to serious illness or injury:
          1. Adjust financial aid awards for the affected semester based on federal and state R2T4 guidelines.
      4. Office of Communications
        1. Collaborate with the Dean of Students to prepare and send institutional notices, if approved by the student or family.
        2. Ensure communications are timely, respectful, and consistent with family wishes and institutional protocols.
      5. Information Technology (IT)
        1. Upon confirmation of a student's death:
          1. Disable all student accounts, including but not limited to email, Canvas, access to computer labs and other IT systems.
      6. Funeral Attendance
        1. In the event of a student's passing, the Vice President of Student Affairs, or their designee, will make every effort to attend the student's funeral or memorial service as a representative of the College community, if such attendance is permitted and welcomed by the student's family.

  4. Other Information:

    Reynolds Policy 1-02, Tuition Refunds

    Reynolds Policy 1-13, Award of Degrees Posthumously