Guidelines for Reporting a Campus Member's Death

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Department or Division Point of Contact Role:

The Department or Division Point of Contact is typically the link between the family and the campus community. They help facilitate a timely and compassionate response and may assign others to help with some of the tasks.

This website contains information and resources to assist departments with their response.

It is important to confirm that the death has occurred. The Department or Division Point of Contact should document the source of the information and verify that the source is authentic.  This typically comes from credible first-hand reporting by a family member or coworker, however, in a small percentage of cases, this may involve getting confirmation from the Alameda County Coroner's Office or UC Police

Once the confirmation of the death has been made, the Department or Division Point of Contact must complete the death report within 24 hours.  Once this report is submitted, the information will be automatically routed to the necessary University offices for related processing and follow up.

The Department or Division Point of Contact then needs to identify a family member who can represent the family's wishes and coordinate with the university regarding possible communication, benefits, logistics, services, etc.

Reporting the death of:

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Undergraduate Student

Please contact the Office of the Dean of Students for information regarding reporting an undergraduate student death. 

Graduate Student

Visiting Scholar or Postdoc 

Staff Death (including retired staff & staff on leave)

Following the notification of a staff member's death:

  • Submit an online death report.
  • HR Partner will submit an inquiry to UC Path regarding the passing of the employee.
  • Contact Employee Assistance for consultation in addressing the needs of staff, faculty, students and family affected, if needed.

Acadmic/Faculty/Emeriti

  • Campus member contacts the staff member's department head or the Chancellor's Immediate Office. 
  • In case of an on-campus death or during non-business hours call UCPD first as an emergency call by calling 9-1-1 on campus. 
  • If the cause of death may be work-related, please call the Office of Environment, Health & Safety at 510-642-3073 for OSHA reporting and investigation.

Following the notification of an academic or faculty member's death:

  • Submit an online death report.
  • HR Partner will submit an inquiry to UC Path regarding the passing of the employee.
  • Contact Employee Assistance for consultation in addressing the needs of staff, faculty, students and family affected, if needed.

Campus Visitor

  • In case of an on-campus death or during non-business hours call UCPD first as an emergency call by calling 9-1-1 on campus. 

Trauma and grief counseling is available to academics, staff and students who witnessed the death and/or who knew the deceased.