SCOPE: All University departments.  Confidential – Internal Use Only – Not for Distribution

PROCEDURE: 
When a full-time faculty or staff member dies, it is important that Northeastern University effectively communicates the information and ensures support for members of the community. The protocols and resources outlined below will ensure an effective, consistent and compassionate response. Depending upon the area within the University, either Kater Pendergast, Vice President of Human Resources Management, or Mary Loeffelholz, Vice Provost for Academic Affairs, will coordinate the response.

In an academic area, when a member of the faculty or staff dies, it is important to notify the department chair or college dean as soon as possible. When a member of the staff in an administrative area dies, it is important to notify the department head or senior vice president. If Public Safety learns of the information first, the department will communicate the information to Kater Pendergast or Mary Loeffelholz. The individual communicating the information should share as much detail as possible, including circumstances surrounding the death and contact information for survivors of the deceased. 

If the deceased is from an academic area, the department chair or dean notifies Mary Loeffelholz. If she is unavailable, Judith Pitney is notified. 

If the deceased is from an administrative area, the department head or senior vice president notifies Kater Pendergast. If Kater is unavailable, contact Cheryl Whitfield. 

These protocols may be helpful in the event of the death of a former member of the Northeastern faculty and staff as well; however, they may need to be altered based on the circumstances.

Immediate Contact and Alternatives

Kater Pendergast or Mary Loeffelholz, or their backup, will partner with the department head and/or senior leader to assess the circumstances and assign responsibility for the next steps.

• In all circumstances, notify Mike Armini.

• If there are any unusual circumstances or ongoing concerns that the Crisis Management Team (CMT) should know about, notify Joe Griffin, 617-593-6141, and he will activate the CMT. Special circumstances involve a concern about public health, safety, media coverage, etc.

• If the death has an impact on students, notify Ed Klotzbier, and, in an academic area notify the college-based student service staff member.

• Determine which person or persons from Northeastern University will be in contact with the family and when.

• Communicate the news to the University community. There is a sample letter on the last page. In most cases, the communication will come from the college dean or senior vice president; in certain circumstances and after appropriate consultation, the communication may come from another person

• Evaluate whether there are additional people, internally or externally, who should be notified such as the Alumni Office, co-op coordinators or research partners from other universities or institutions. If so, determine who the best person is to handle the notifications and ensure they occur.

• Discuss whether someone (Dean, SVP, faculty member, colleague, etc.) from Northeastern will attend the service as a representative from the University.

Roles and Responsibilities

Human Resources Management - Kater Pendergast, O: 617-373-4322, C: 617-970-6906

• Provides staff support to the administrative department head and Senior Leadership Team (SLT) member.
• Contacts the family as soon as is appropriate to provide death benefit payment.
• Coordinates Employee Assistance Program (EAP) services, as appropriate, to affected department and/or individuals.
• Prepares benefits synopsis and contacts the family to provide support, review resources and benefits.  
• Arranges for flowers to be sent to the family from the President on behalf of the University.

Provost’s Office - Mary Loeffelholz, O: 617-373- 6060, C: 617-438-1099

• Provides staff support to the department chair and college dean.
• Notifies the Provost.
• With Human Resource Management, coordinates EAP services as needed.

External Affairs - Mike Armini, O: 617-373-5045, C: 617-285-2972

• Assesses whether any adjustments to the standard process are appropriate.
• Notifies Suzie Guszcza in the President’s Office.
• Assesses potential external implications.
• Evaluates whether to notify the CMT.
• Handles any press inquiries.
• Arranges for a condolence letter to be sent from the President to the family.

Enrollment Management & Student Affairs - Ed Klotzbier, O: 617-373-5434, C: 617-943-1901

• Activates We Care, if necessary.
• Assesses additional support and/or services required by students.

College – Based Student Service Staff Member

• Assesses impact on students and collaborates with We Care.

 Additional Resources include:

• Northeastern Public Safety, 617-373-2121
• We Care, 617-373-5384 or we_care@neu.edu
• Employee Assistance Program, 877-739-3989
• Spiritual Life Center, 617-373-2728
• University Health and Counseling Services, 617-373-2772

Communication

When a full-time member of the faculty or staff dies, a communication is sent to all faculty and staff. In most cases, the Dean or SVP will send the communication. The communication should go out as soon as possible and appropriate to ensure the community receives accurate information from the University’s leadership, rather than word of mouth. 
In some circumstances it will be important to notify students as well, either the entire student body or a subset such as students within a college or a major. When students are to be notified, it is important to give We Care (via David Winch, 617-373-5384, or Ed Klotzbier, 617-373-5434) advance notice so they are prepared to address the students’ needs.

The communication has two purposes:

• Notify the faculty and staff about the death and, when appropriate, students
• Remind the community of the support that is available

Once information about a service is available, the Dean or SLT member will send a second communication to the appropriate audience. Depending upon the circumstances, the service information may be sent to the entire community, or just the college or administrative area. 

Sample Letter

It is with deep sadness that I inform you of the death of<<XXX>>.

<<Information about the individual>>. 

During difficult times, it is important to draw strength from each other and from the larger community of which we are a part. As part of this, Northeastern offers several different resources for students, faculty and staff.

Confidential counseling is available for students, faculty and staff dealing with this loss. Students can contact University Health and Counseling Services located on Forsyth St., or by calling 617-373-2772.  Student support is also available from the Spiritual Life Center at 617-373-2728 and from the We Care team in Student Affairs at www.we_Care@neu.edu or 617-373-4384.

Faculty and staff can contact the Employee Assistance Program, available 24 hours a day, at 877-739-3989 or register for online services at www.wellnessworklife.com.

I know you join me in offering sincere condolences to the family and friends of <<name>>.

Sincerely,

<<Name>>
<<Title>>