|Definition:||This policy guides university response to notice of the death of a current student.|
|Authority:||The President of the University|
|Scope:||This policy and related procedures applies to all currently enrolled students (which includes students who have stopped out for one term).|
|Responsible Division:||Office of the President|
|Signature Page/PDF:||View Signatures for Death of a Current Student of Cal State San Marcos Policy|
These procedures are used upon notification of the death of a currently enrolled* CSUSM student.Â It is understood that the President or Vice President of Student Affairs may make exceptions to the standard procedures.Â The procedures do not preclude individual members or campus units from holding or attending memorial or recognition events, but does provide guidelines for official responses.
I. Death of a Current Student of Cal State San Marcos
The untimely death of a current student affects the campus community in different ways, depending on the cause of death, whether it is on or off campus, the length of time the student has been enrolled, and the student’s activities and outreach beyond immediate family, friends and academic cohort.Â The campus community acknowledges the loss, but also respects family issues related to a student death.Â The following procedure codifies the guidelines used by the Office of the Vice President for Student Affairs for reporting and responding to the death of a currently enrolled student.Â
II. Process for the Award of Posthumous Degrees
a) In consultation with the appropriate academic department chair, and the Associate Vice President of Enrollment Management Services, the student’s college dean determines whether the student satisfies the criteria required for awarding the posthumous degree and notifies the Dean of Students and the Provost.
b) Upon approval, the dean’s office of the appropriate college contacts the family to inquire about interest in having the posthumous degree awarded.Â If the family concurs, the college dean’s office notifies the Registrar.
c) The Registrar documents the awarding of the degree in the student’s academic record and sends a transcript and diploma to the student’s family.
d) Efforts will be made to accommodate family members’ participation in an appropriate commencement ceremony on behalf of the deceased student.Â It is the responsibility of the college dean’s office to contact the family regarding interest in participating in such activities as a department-based ceremony, graduation reception, or commencement.Â If the family members desire that the deceased student be recognized at commencement, a family member may participate during the “reading of the names” of graduates.Â The family member may present the student’s name for reading, walk across the stage, and receive the acknowledgement of the university administration on behalf of the deceased student.
e) The college dean’s office is responsible for notifying the commencement coordinator by March if the family decides to participate in the ceremony.
f) While these guidelines allow family involvement during commencement, there is not a moment of silence or other universal acknowledgement of the deceased student during commencement.
* Matriculated in Self-Support or as regularly matriculated student