Whoever receives notification of the death should ensure that they:
- get the name of the person informing the University, their relationship to the deceased, their contact details (phone number, email address and postal address if possible) and any other relevant information which can reasonably confirm the accuracy of the information provided. NB. On many occasions the notifier will be the next of kin
- get the full name of the deceased and place of work (if possible)
- inform the notifier that the line manager of the deceased or another delegated member of staff will be in contact with them
- inform the line manager of the deceased immediately.
Line manager of the deceased or delegated member of staff (NB. there might be pragmatic reasons for the line manager to take a step away from the process, e.g line manager was particularly close to the colleague who has passed and is overcome with grief, or if there were any notable difficulties in the working relationship between the line manager and the deceased colleague) will be responsible for the following:
- contacting the notifier/the next of kin to express sympathy, obtain further details on the date and cause of death, offer support and confirm that they will be their main liaison point. If appropriate at this stage, the line manager or delegated member of staff might ask details of the funeral and if a representative from the University or colleagues can attend. They may want to receive permission from the next of kin to share the news with colleagues within the department and arrange for any personal belongings to be returned (although this may be discussed at a later date if appropriate). The notifier/next of kin should be informed that a colleague from the University’s HR department will be in contact with them to confirm the final salary and pension arrangements of the deceased in due course
- informing the relevant link HR Business Partner/Manager. They will be able to advise on the procedure and offer support and guidance to staff affected by the death
- informing colleagues within the department if permitted by the notifier/the next of kin
- arranging for colleagues who are affected by the loss to be supported appropriately, both immediately and in the following days and weeks (see ‘Support available’ below)
Line manager of the deceased or delegated member of staff may consider sending flowers or other sympathy gifts to the next of kin/family.
HR Business Partner/Manager will be responsible for informing the following, as appropriate:
- Senior HR Adviser - Information and Processes (they will notify Payroll Department and Pension Provider)
- The Registrar/Academic Registrar/Vice-Chancellor
- Communications Team
- Chaplaincy team
- Occupational Health Service
- Director of Learning Resources
- HR Employee Services Team.