Public Safety
mesacc.edu > Public Safety

Public Safety

Student Death Protocol & Response

The death of a student can be emotionally difficult and stressful for students, faculty, and staff. Recognizing the shock and profound sadness the student's family will be experiencing, this protocol is designed to ensure a professional and caring response by the college.

Notification to College

The death of a student often occurs away from campus and a family member usually provides notification to the college. However, in circumstances when a student dies on campus or in the surrounding community, MCC Public Safety or local police officials may be first responders. In summary the notification protocol is as follows:

  1. Public Safety as first responders
    1. Public Safety notifies President, and Vice President of Student Affairs (VPSA)
    2. President notifies Chancellor and Chancellor's Executive Council (CEC)
    3. VPSA notifies Vice President of Academic Affair (VPAA), Vice President of Administrative (VPAS), Director of Institutional Advancement (IA), Public Safety, and those listed below in items 1 - 8.
    4. Institutional Advancement will coordinate with the President's office the release of information.

  2. Student family notifies college of death
    1. Employee receiving call notifies President, VPSA
    2. President notifies Chancellor and CEC
    3. VPSA notifies VPAA, VPAS, Director of IA, Public Safety and those listed below in items 1 - 8.
    4. Institutional Advancement will coordinate with the President's office the release of information.

  3. Student death on student trip
    1. Employee notifies Public Safety
    2. Public Safety notifies President and VPSA
    3. President notifies Chancellor and CEC
    4. VPSA notifies VPAA, VPAS, Director of IA, and those listed below in items 1 - 8.
    5. Institutional Advancement will coordinate with the President's office the release of information.

The following information is helpful to identify the proper student and to ensure the correct information is disseminated. This information can be obtained from Public Safety and / or the College Registrar:

Coordinating Offices for College Response

In addition to the protocol summary on page one, the Office of Vice President of Student Affairs will notify others listed below.

  1. Instructional Dean and Department Chair
    The Dean and department chair may notify other faculty as appropriate.

  2. Records Office
    A notation is made on the student's academic record by the college registrar indicating the student is deceased and that no mail or email correspondence be sent. The Registrar will contact the family at a later date to obtain legal documentation of death. If the student was on Financial Aid, the Records Office collaborates with Financial Aid to determine the best/ appropriate course of action.

  3. Bursars Office
    The Bursar will immediately stop billing on student's account. Action taken by the Bursar's Office is determined by the Records/Financial aid action. The Bursar will process any refund due to the student's estate. Refunds -- The Bursar will handle closing a student's account and following all procedures outlined in the college refund policy in case of student death. The Bursar will mail all refunds due to the estate of a deceased student.

  4. Financial Aid / Scholarship Office
    The office verifies any aid received by the student and notifies appropriate agencies of student's death.

  5. Dean of Student Affairs / Office of Student Life
    Verifies co-curricular involvement of student and provides outreach to impacted students.

  6. Counseling Center
    The Center makes emergency services available to students, faculty and staff impacted by the student's death.

  7. Human Resources
    Staff will verify with HR if student is employed on campus. The Office of Vice President for Student Affairs will notify the campus employer. MCC HR will perform a job search and close all active jobs for the student employee to prevent future payments/contact. MCC HR will work with supervisor to insure all time is recorded in Time and Labor prior to payroll deadline. MCC HR will provide Vice President of Student Affairs with last check information for the family. If student has direct deposit or has check mailed, final check information will include last pay date and method of payment for the family. If the paycheck is delivered to campus, the final paycheck will be delivered to the VPSA who will arrange to deliver the final check to the family.

  8. Alumni Office
    A notation is made on the alumni database record by the college alumni coordinator indicating the alumna/us is deceased and that no mail or email correspondence be sent.

Condolences to Family

The College President will send a letter of condolence on behalf of the college community. Additionally this letter will outline official procedures taken by the college to close the student's accounts and direct family members to other services and support offered by the College. When possible a college representative will attend funeral services and will be coordinated by the Vice President of Student Affairs' office.

Protocol when traveling or participating in off campus sponsored activities

Please visit the Occupational Health and Safety [OHS] website for employee health and safety information.


Public Safety: email   |   Non-Emergency: 480-461-7046   |   Emergency: 480-461-7777 or 911   |   Locations: S&D or RM