Death in Service Policy

Policy When Dealing With The Death Of a Staff Member

Index:

1. COMMUNICATION

1.1 Notification

In the event of the death of a member of staff, it is important that all appropriate staff members are informed. The route by which the notification reaches the University cannot be controlled but thereafter it is the responsibility of the Human Resources Service to co-ordinate the dissemination of information. Therefore, whoever receives the information should immediately contact the Human Resources Service. It is essential that information is disseminated sensitively in order to alleviate any further distress to relatives and colleagues.

The territorial Human Resources Manager will then be responsible for informing the following key staff members as soon as is practicable: -

The Principal
The Head of College/Secretary of Court
The College Secretary
Director of Human Resources
Head of School/RI/Service of the deceased member of staff, who will in turn inform colleagues in the University and/or associated organisations
The Director of Corporate Communications
Head Pay and Pensions
Director of IT Services
University Chaplain
University Safety and Risk Officer (if appropriate)
University Insurance Officer (if appropriate)
Head of Telephone Services
For Clinical: The NHS R & D Department for those holding research passports
For Clinical: The NHS Medical Staffing Department and/or Clinical Director for those holding honorary contracts in the NHS

Please note: If notification is out of hours and is made to Security, they will contact the School/RI/Service and HR contact and the HR contact will ensure the above staff are informed as soon as possible.

1.2 What if a member of staff dies at work?

If a member of staff dies whilst at work, due consideration of the circumstances must be taken into account when deciding who would be the most appropriate person to contact the next of kin. If time permits, the chaplain should be contacted for further advice and assistance.

For any death on campus, or in other circumstances which would make an enquiry appropriate, the University Safety and Risk Adviser will notify the Health and Safety Executive and, in conjunction with the Head of School/RI/Service involved, initiate an internal enquiry.

For any death related to an incident which has the potential to give rise to a claim against the University, the University Insurance Officer should be informed. Copies of relevant incident report forms and investigation reports should be forwarded to the University Insurance Officer without delay.

If death occurs outwith normal hours, University Security should be contacted to request access to the relevant emergency contact details. They in turn will contact the Human Resources Service.

1.3 Which systems need to be updated when a member of staff dies?

HR/Payroll System
Pension scheme (if applicable)
IT Accounts

This will be completed by the appropriate member of staff identified in the communication list above.

1.4 When a staff member has gone missing

If, under any circumstances, a staff member is missing from work without a viable explanation and which ultimately causes concern, the Head of School/RI/Service should investigate and, where appropriate, communicate the outcome of the investigations to the Head of College/Secretary of Court. The Principal, the Director of HR, the Director of Corporate Communications and the Head of Security should be informed immediately. Following discussion, the Principal will nominate the appropriate member of staff to contact the Police (normally the Head of Security). In the event that the Principal is unavailable, then the Director of Human Resources will be responsible. The importance of the Principal and the Police being made aware of the situation cannot be over-emphasised.

1.5 The role of the Head of School/RI/Service

The role of the Head of School/RI/Service is to co-ordinate activities within the School/RI/Service, keeping the Head of College informed as appropriate. Specifically:

inform staff and students (if employee was in regular contact with students) as appropriate;
when colleagues are informed of the staff member’s death they should be made aware that they can contact either the Chaplaincy Service or the Employee Counselling Service for support should they wish;
ensure School/RI/Service HR records are amended so that no inappropriate contact is made;
arrange for representation at the funeral;
liaise with the Territorial HR Manager regarding funeral arrangements and letter of condolence (this is automatically generated by HR);
be responsible for dealing sensitively with any personal belongings held within the University in conjunction with relatives of the deceased.

If relevant, the Head of School/RI/Service should liaise with Corporate Communications with regard to an obituary, and in notifying staff about funeral arrangements e.g. via staff email. If there is likely to be press interest in a death, the Secretary of Court and the Director of Corporate Communications will liaise to agree a strategy for handling the media. No information should be released to any external enquirer and, instead all matters should be referred to the Director of Corporate Communications.

In conjunction with Director of IT Services, the Head of School/College should ensure that the deceased staff member is de-registered from local systems and other lists as appropriate (e.g. School/RI/Service web pages, Staff Directory, email account). Computer files will be held confidentially until an instruction is received from the Head of School/RI/Service to delete them.

1.6 The Role of Corporate Communications

To ensure that all staff who might be contacted by the press are briefed on how to handle inquiries. This includes reception staff and all staff who might be perceived by the press to be involved.

1.7 Role of Director of IT Services

To notify all corporate systems administrators to put a stop flag against any records relating to the deceased staff member’s details e.g. Research System; Student System; Email System; File Store etc, until deletion permission is granted.

1.8 The Role of Human Resources

The Territorial HR Manager/Assistant will be involved in all areas of administration and communication of the death of a staff member. They will ensure that all appropriate people are informed and liaise with the family with regards to any outstanding issues.

1.9 Role of Head of Pay and Pensions

Where the deceased staff member is a member of the pension scheme, the Head of Pay and Pensions should contact the relevant pension administrators to arrange for death in service benefits to be paid. They should also issue any outstanding monies to the deceased staff member’s estate timeously. Communication of death in service and other pension benefits will be communicated to the family members, after taking account of their wishes, in person if possible, by the Head of Pay and Pensions and the HR Manager.

1.10 The sharing of information

At an early stage, if at all possible, all those immediately involved (or their representatives) should meet to share information, concerns, reactions and plans. This meeting will be initiated by the Territorial HR Manager.

1.11 The disclosure of information

In the case of a death by suicide, a decision must be made regarding the disclosure of relevant information to colleagues within the University; the family’s wishes will be paramount. This is the responsibility of the HR Manager in consultation with the Head of School/RI/Service.

1.12 The need for accurate information

In every case, the greatest care should be taken to ensure that the information communicated is checked for accuracy. Inaccuracy will cause distress and confusion and it is to be avoided at all times.

2. ASSISTANCE TO BE GIVEN PRIOR TO OR IN CONNECTION WITH THE FUNERAL

2.1 Help for the deceased staff member’s family

The aim of all our dealings in the immediate aftermath of a member of staff’s death is to provide the best possible care for that staff’s family (especially if the family is unfamiliar with Glasgow, is from overseas or represents another culture). Every conceivable kind of help which is within our reasonable power to provide should be offered to the family. Normally, the Chaplain(s) will have the necessary expertise to assist and provide guidance regarding funeral arrangements. If the family/member of staff is part of a denomination/religion not represented on the Chaplaincy team, the Chaplain(s) should nevertheless be in a position to facilitate the meeting of the family with a suitable person who will conduct a funeral in accordance with the family’s wishes.

2.2 The role of the Chaplaincy

Where the member of staff’s family lives within reasonable travelling distance the appropriate University Chaplain may wish to visit. If the family has to travel to Glasgow, the Chaplain might meet them and help to co-ordinate arrangements. This in no way precludes the involvement of other members of staff. It is a reflection simply of the fact that the University Chaplaincy is likely to be best qualified to assist grieving relatives, to liaise and make practical arrangements for the funeral, etc, and who may reasonably be expected to have good local knowledge. It is important that a member of the senior management team is involved with the family – this will indicate the University’s concern for the family.

2.3 Continuing support for the family

Support and involvement with the family from the Chaplaincy/University should continue for whatever length of time and in whatever way is appropriate to the circumstances.

2.4 University representation at the funeral

At the funeral, with permission from the family, the University should be represented by whichever members of staff choose to attend, but normally by the Chaplain, the Head of School/RI/Service and the Head of College/Secretary of Court.

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