Ohio Administrative Code
Title 3364 - University of Toledo
Chapter 3364-30 - Social Events; Housing; Aid; and Mandatory Tuberculosis Screening
Section 3364-30-58 - Deceased student policy
Current through all regulations passed and filed through September 16, 2024
(A) Policy statement
The university of Toledo (UToledo) strives to provide a safe and positive environment for all students. When a tragedy occurs, it is incumbent upon the university to respond in a delicate, sensitive, and caring manner honoring the life of a UToledo student.
(B) Purpose of policy
The purpose of this policy is to establish guidelines that will support an orderly, effective and caring response in the event of a student death.
(C) Scope
This policy applies to all students of the university, as defined in section D in this policy. All university personnel must comply with this policy.
(D) Definitions
Student: a student is defined as outlined in rule 3364-30-04 of the Administrative Code (student code of conduct).
(E) Procedure
The death of a student affects the entire university community, as well as the family and friends of the deceased. Considering the very sensitive and unpredictable nature of a death, no policy or protocol can describe in complete detail all the steps that must be taken. This policy sets forth guidelines to support communications in the event of a student death. Those responsible for implementing this policy should be guided by the essential communication needs required in these situations, as well as by empathy, sensitivity and support for the bereaved and the need to preserve important evidence.
The vice president for student affairs or designee should notify the following offices by email. The registrar's office will notify these offices of a student death once student death has been confirmed by receipt of obituary or death certificate.
Primary - contact as soon as possible
The vice president for student affairs may convene a meeting with designees from the offices listed in this paragraph to discuss the matter.
If the university is advised of the death of a former student, appropriate offices will be notified in order to update records.
(F) Family communication
The vice president for student affairs or designee who is familiar with the situation may be assigned as the primary contact. The primary contact shall serve as the single point of contact for family members who wish to speak with faculty, staff, or students concerning the death of their student.
(G) Campus community notification
The university police will send out a campus safety alert if it is determined there is an on-going threat to the campus community.
(H) Media involvement
University communications will be responsible for collecting and disseminating information to the media. All media requests for information should be directed to this office. University communications will work with university police, the office of the vice president for student affairs, and the office of general counsel to maintain the accuracy and ensure the legality of the information disseminated.
(I) Disclosure of records/release of records
Requests for information about a deceased student may be received by many individuals and offices, including but not limited to individual faculty members, the registrar, the bursar, counseling center, and others. All requests for information should be referred to the primary contact designated by the student's family. Such requests shall be considered on an individual basis, in consultation with the office of legal affairs.
(J) Memorial activities
When appropriate, the university may support a memorial activity to honor a deceased student who passed away during the current academic year.
(K) Memorial ceremony
Each April, the university will host a memorial ceremony to honor each deceased student who passed away during the academic year. The university will make every effort to invite the families of the deceased student.
