Death of a Student/Former Student
Administrative Procedure 4.406
In the event of the death of a currently enrolled Elgin Community College student, the Dean of Students should be notified and is responsible for ensuring that the following steps are taken:
- The Dean of Students will notify the Vice President for Teaching, Learning, and Student Development, the President’s Office, and Marketing and Communications Department of the student’s death with as many details as possible, including circumstances, family contact, and source of information.
- Out of respect for the student’s family, ECC will work promptly to eliminate college correspondences addressed to the deceased student. The Dean of Students will notify the following departments of the student’s death, not only because the student may have been affiliated with the department, but also to request that the student’s name be removed from outgoing college correspondence: all academic deans, the TRiO program, Disability Services, Library, Academic Advising and Career Development Services, Center for Student Experience and Engagement, Human Resources, Campus Police, Art Center Box Office, ECC Foundation, Marketing, and the Wellness Professionals. After a refund is applied (as described in section three of this procedure), the student’s file in the student information system will be closed and coded to prevent future mailings and email communication.
- The Dean of Students will contact Records and Registration, Financial Aid, and Student Accounts, requesting research on the student’s account to determine if a refund is required. A 100% refund of tuition and fees paid for the current semester will be issued. If the student has a balance in a current or previous term, the balance will be removed. The Financial Aid Office will determine if the student borrowed a student loan while enrolled at the College. If applicable, contact information for a loan discharge will be provided to the Dean of Students to provide to the family.
- If classes are in session, due to the sensitive nature of the circumstances, the Dean of Students will contact all of the deceased student’s current faculty via phone to discuss arranging for a wellness professional to visit the deceased student’s class(es) in person or virtually. If the faculty so desires, the wellness professional will visit the class to inform students of the death of their fellow students and to provide information regarding resources available to students.
- On behalf of the institution, the Dean of Students will contact the parent(s)/spouse/guardian(s) of the deceased student via phone, if sufficient information is available, to express the condolences of the college.
- Center for Student Experience and Engagement will arrange for flowers or other appropriate memorial to be sent to the funeral/memorial service, or the home of the deceased student if the services have passed and if sufficient information is available.
- The Dean of Students or other designated college official will represent the college at the funeral or memorial service, if at all possible.
- If the college is contacted about the death of a former student, section two of this administrative procedure will be followed if the student’s file has not already been closed.
- Public Notice
- Procedures
- Academic Integrity 4.407
- Academic Renewal (Fresh Start) 4.105
- Academic Residency 1.301
- Acceptable Usage Guidelines for Electronic Student Services
- Alcoholic Beverages on Campus 6.301
- Anti-Discrimination, Harassment, and Retaliation Policy and Procedure 3.404
- Appeal for Complaint Procedure 4.408
- Appeal of Final Grade 4.403
- Athletic Eligibility Procedure
- Behavioral Threat Assessment and Intervention Team (BIT) 4.602
- Business Enterprise for Minorities, Females and Persons with Disabilities 3.408
- Business Ethics and Conduct 3.808
- Campus Safety 3.701
- Clery Act Compliance Policy 3.104
- College Admission 4.101
- Communicable Diseases/Contagious Illnesses 3.601/4.601
- Complaint Procedure 4.401
- Copyright 3.301
- Course Audit and Pass/No Credit 1.201
- Course Retake 1.203
- Credit for Learning Experiences other than Formal Instruction 1.101
- Criminal Background Checks and Drug Testing 3.406
- Data Collection Involving People at Elgin Community College 3.103
- Data Privacy Policy 3.905
- Death of a Student/Former Student 4.406
- Drug and Alcohol Testing of Truck Driving Program Students 3.405
- Drug-Free Campus 3.401
- Electronic-Mail (E-mail) 7.104
- Emergency Closings Procedure 3.809
- Emeritus Status 5.101
- Extended Absence Notification for Students 4.104
- Extracurricular and Co-curricular Off-Site Learning Activities 4.405
- Facilities Usage Regulations 6.208
- Financial Aid Satisfactory Academic Progress Policy
- Firearms, Weapons, and Concealed Carry Procedure 3.902
- Individuals with Disabilities Procedure 3.501
- Information Technology – Acceptable Usage 7.101
- International Student Insurance Requirements 4.202
- Minimum Competencies and Placement Testing 1.104
- Minimum Requirements for Appointment to Faculty 5.103
- Notice of Non-Discrimination 3.402
- Parking of Vehicles on Campus 3.702
- Payment of ECC Financial Obligations Incurred by Employees 2.203
- Placement Test Appeals 4.404
- Posthumous Awarding of Degree or Certificate 4.604
- Records Retention and Disposal 3.102
- Red Flag Identify Theft Prevention Program 3.407
- Refunds for Credit and Non-Credit Courses 2.102
- Safety and All Hazards Response 3.806
- Schedule Changes and Course Withdrawals 1.202
- Service Animals For Persons With Disabilities 3.904
- Sex Discrimination, Sexual Misconduct, and Interpersonal Violence 3.403
- Smoking and Tobacco Use on Campus 3.801
- Social Media Procedure 3.903
- Standards of Academic Progress (SOAP) 1.102
- State Officials and Employees Ethics Act 3.409
- Student Academic Records 4.103
- Student Code of Conduct 4.402
- Student Grades 1.103
- Student Optional Disclosure of Private Mental Health Information 4.603
- Student Residency 4.102
- Student Tuition and Fees 2.101
- Student Waitlist Registration 4.502
- Survey Use and Administration 3.906
- Tuition Adjustment Advisory Council (TAAC) 2.103
- Tuition Waivers and Trustee Scholarships 4.201
- Unattended Children on Campus 3.802
- Use and Rental of Campus Hallways, Atriums and Grounds 6.202
- Use of College Assets 2.303
- Vocational Skills Guarantee
- Whistleblower Protection 3.804
- Withdrawal for Students Called to Active Duty 4.501
- Workplace Violence Prevention 3.805
- Privacy Policy
- Title IX
- Disclaimer
- Freedom of Information Act (FOIA)
- Mobile Terms of Service
- Professional Licensure Disclosure