Visiting Scholar or Postdoctoral Appointee

Guidance for Responding to a Visiting Scholar or Postdoc Death

Reporting a death

  • A campus member may hear of a death through a variety of sources: friend, family, another student, the news, obituary, police (UC, city, state...) etc. 
  • Campus member then contacts the Chancellor's Immediate Office, department chair, orUniversity Housing if the person is a resident there. These offices are responsible for notifying each other. 
  • 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, call Environment, Health & Safetyimmediately at 510-643-9575 for CAL-OSHA reporting and investigation.

Responding to a death

Review the below table to familiarize yourself with the response steps. The table is divided into three time segments -- the first 24 hours, 24-48 hours, and 48+ hours after the death has been reported -- to help you prioritize the response. 

Please Note: When you click on departmental links in the flow chart below, you will be taken to a departmental contacts chart. You will see the information for the department you've chosen at the top of the chart.

The Visiting Scholar or Postdoc's Department
Chancellor's Immediate Office University Housing

...appoints a coordinator. The coordinator:

  • determines the validity of the report and begins the death protocol, listed in the two columns below.

The Visiting Scholar and Postdoc Affairs Program should be immediately contacted for help in handling an incident.

...confirms with the Office of the Vice Chancellor of Student Affairs the validity of the report and that a coordinator has been designated.

...will act as coordinator if death occurs on university property.


First 24 hours

The Student's Department  Chancellor's Immediate Office University Housing

Response to family and survivors in the campus community

  1. Contact Registrar to verify if there are other students with the same name. Notify same-name-students and parents.
  2. Facilitate communication between family survivors and campus services such as Benefits, Loans & ReceivablesCounseling and Psychological Services, etc.
  3. Contact Counseling and Psychological Services for consultation in addressing the needs of students, faculty, staff and family affected.
  4. Contact Campus Life and Leadership to determine and address student group affiliations.
  5. Provide consultation to campus departments and groups to help facilitate memorial events.

Business response:

  1. Submit the online death report.
If the student's death occurred in Residence Halls, University Housing follows internal protocol.

24 to 48 hours

The Student's Department  Chancellor's Immediate Office University Housing

6. Initiate condolence communication to to the family with the Chair of the Department and/or the Dean of the School or College. Identify campus representative in conjunction with the Chair of the Department to attend on/off campus memorial events.

7. Consult with Registrar for release of information, and if press is involved consult with Public Affairs. Consult with Public Affairs on obituary.

8. Review info on Benefits and Payroll, if applicable, in order to discuss with the family of the deceased.

9. Please contact the Student Health Information Office (SHIO) and speak with the insurance coordinator to go over any outstanding claims or to get information about the death benefit.


Registrar's Office
(which has been notified in the first phase above) notifies the following 'business team' in 24-48 hours to coordinate refunds and hold routine mailings:

The Registrar's Office also makes general notification to the following:

48+ hours

The Student's Department  Chancellor's Immediate Office University Housing

10 . Review the following issues for applicability:
 Death certificates
• Donations & gifts
• Family of deceased & travel expenses
• Cause of Death - Special Considerations
• Multiple deaths
• Obituary
• Posthumous awards
• Transportation of remains

11. Inventory personal and professional possessions (on campus) and arrange for retrieval. Use your own judgment as to the appropriate timing of this task.

2. The Chancellor sends a condolence card to the family of the deceased.

3. The Office of the President sends a condolence card.

4. The Chancellor's Communications and Resource Center archives the death notification.