Ohio Administrative Code › Title 3337 - Ohio University › Chapter 3337-20 - Emergency Notification in Case of Student Death or Serious Injury › Section 3337-20-01 - Emergency notification in case of student death or serious injury

Current through all regulations passed and filed through July 1, 2024
(A) Overview
The purposes of this policy are to provide clear and consistent
				communication with media and the public, to limit negative effects caused by
				the circulation of misinformation, to demonstrate respect for the families of
				students affected by tragedy, and to allow for delivery of support services to
				students and others affected by tragedy.
Departments will communicate with each other and coordinate
				efforts in communicating to others in any circumstance involving the death or
				serious injury of a student.
In all cases of medical emergencies or deaths, the name of a
				student will not be released to media until parents or next of kin have been
				notified, if at all possible.
(B) Notifying the dean of students' office
Regardless of where or when an incident may have occurred, any
				individual with information about a student death or serious injury should
				contact the office of the dean of students. In the event that the dean of
				students' office cannot be reached, the Ohio university police department
				("OUPD") should be called and will reach out to the dean of students' staff
				person on-call. If the incident may involve a crime, it should also be reported
				to local police, if it hasn't been already.
(C) Notifying the dean
If an Ohio university regional campus student dies or is
				seriously injured, the regional campus dean will coordinate the university's
				response, consulting with the dean of students as needed. If an Ohio university
				Athens campus or eCampus student dies or is seriously injured, the dean of
				students will coordinate the university's response. If a student dies or is
				seriously injured outside of normal business hours, the on-call staff person
				for student affairs will begin to coordinate the response and notify
				immediately the dean of students and the vice president for student affairs.
(D) Notifying the
			 executive officers
Once the initial facts and circumstances of the incident
				involving an Athens student or eCampus student are known, the dean of students
				or the vice president for student affairs will notify the president, the
				provost, and other executive officers and department heads, as appropriate. In
				the case of a regional campus student, the regional campus dean will notify the
				dean for university outreach and regional campuses, who will notify the
				president, the provost, and others as appropriate.
(E) Notifying other university offices
Upon receipt of a copy of an obituary, a death certificate, or
				newspaper article referencing the student's death, the office of the university
				registrar will update the deceased student's record accordingly in the student
				information system.
In addition, the registrar's office will prepare and distribute
				a memorandum informing select departments of the university community of the
				student's death: office of the president; office of the vice president for
				student affairs; office of the dean of students; accounts receivable;
				admissions; bursar; career leadership development center; development; graduate
				appointments; housing; Hudson health center; payroll; student financial aid;
				information technology; Alden library circulation; university outreach and
				regional campuses (for regional campus students only); the college office of
				the deceased student, and eLearning student and academic services (for eCampus
				students only).
If the deceased student was enrolled in the current term and
				took final exams, final grades will be recorded. Otherwise, a cancellation will
				be completed by the registrar's office and presented to the university review
				panel. Once approved, the college or regional campus will be sent a copy of the
				approval documentation. If the deceased student is enrolled for any future
				terms, those classes will be removed from his or her record. Information
				technology, upon receipt of notice from the registrar's office, will deactivate
				the university email account of a deceased student, placing a reply message on
				the account that refers any sender of an email to the office of the dean of
				students.
(F) Public
			 release of information
All public release of information and commuinication with the
				media related to an Athens campus or eCampus student death or serious injury
				will be coordinated by university communications and marketing, in consultation
				with the dean of students and the Ohio university police department. In the
				case of a student from a regional campus, extension campus, or center, the
				corresponding dean will be consulted.
(G) Death of a student
If a student dies, notification of next-of-kin will be
				coordinated by the local police or the medical facility at which the student
				dies. When possible, OUPD will attempt to consult with the dean of students
				regarding such notification. In the case of a student from a regional campus,
				extension campus, or center, the corresponding dean will be consulted.