Employee Death Notification Guidance
Employee Death Notification Guidance
Supporting one another during difficult times, particularly when a faculty or staff member dies, is crucial. The following guidelines offer recommendations for communicating with members of the campus community after a loss.
Identify Points of Contact
When a death occurs, someone should be identified as a point of contact or liaison to receive updates from family members or close contacts of the deceased. The point of contact at Georgia Tech could be the HR Business Partner or the deceased person’s supervisor, or another colleague with whom the person was close. The point of contact should coordinate with the family to gather details for the memorial and other ways the campus community can support the family.
Draft the Communications
Using the provided templates, the point of contact or unit communicator should draft a message to notify others of a death. The template [linked below] has suggested message components and language but should be customized and personalized depending on the audience.
- Determine Audience: Messages about death can be upsetting, especially when there is a personal connection to the deceased. Determine who should receive the notice (e.g., the deceased’s team members, department, and relevant stakeholders, possibly including students or other community members who had a connection with the deceased).
- Content: Sending two messages is generally standard. One message includes the notification and details about grief resources, and the other includes memorial service details, since those are usually not ready immediately. If service details are available at the time of the first message, include them so that only one message would be required.
- Message 1: Share the notification of a death and available grief counseling resources. If specific grief counseling sessions are scheduled, include those details. If there are no scheduled sessions, include grief counseling resources for readers to access on their own.
- Message 2: Since memorial details are usually not immediately available, those can be shared in a second message that includes the memorial service time, location, and wishes of the family. Often, there is a cause they would like to have supported in place of flowers.
Benefits Guidance
Upon notification of death, a Georgia Tech benefits specialist will obtain an electronic copy of the employee’s Summary of Benefits and Life Insurance Beneficiary Designation from the OneUSG Connect – Benefits Center portal for our records.
Resources
- Email Templates
Download templates for communications related to an employee death to share with those who are affected. - USG Mental Health Support and Resources
Resources from the University System of Georgia to manage mental health issues and stress. - Employee Assistance Program
Counseling services are available for issues that affect employees and their family members. - When the Whistle Blows Memorial Event
Georgia Tech hosts an event to remember all active, full-time employees and students who died during the past year. - Mental Health Services for Students
Students may also be affected by the death of a faculty or staff member and can seek help through the Center for Mental Health Care and Resources. - Student Death Protocol (pdf)
In the event a student dies, protocols are in place to communicate the loss to the community and honor the student. - QPR Training
The Center for Mental Health Care and Resources offers free suicide prevention training to students, faculty, and staff.