Considerations

Following are items to be addressed by the building level administrator –

• Is the report of the death accurate?
• Location of the incident (at the school, a school-related event, non-school related location).
• To what extent is information of the death known by students and staff? The time frame of the death in relation to the current time will be of importance. Did the death occur within the last few hours and is unknown by student and staff or did the death occur one or two days earlier and is a widely known fact?

Response Procedures

1. Locate information that is as accurate as possible. The need here is for the basic facts.
   • Has a death occurred?
   • Personal data: For an employee: age, number of children, names of spouse and children; For a student: age, names of parents and siblings (This should come from school files. Do not request this information from the family.)
2. Convene the crisis team to assess the situation and implement the appropriate plan of action.
3. Prepare a brief statement to be used later to inform staff members. This statement should be factual presenting only the basic facts of the incident. An example of this statement would be:

   Please take a few moments to prepare yourself and your students and then share this information with your classes at 8:25 a.m.

   Some students may need assistance. If you or any of your students need assistance, please contact the office.

   "Last night Mr. John Doe passed away. Mr. Doe leaves a wife, Jane, and two children, Jim and Joe. Currently the family is making arrangements for services. Information will be made to staff members as it becomes available."

   This statement should be prepared and ready for distribution as soon as possible. Do not distribute the statement at this time. It will be distributed as Step #10.

4. Notify other key individuals in the office staff, i.e. assistant principals and counselors. However, this information should be maintained as privileged until a statement is made to the entire staff.
5. In the case of the death of a student, secure all personal items that may be in the individual's locker. This may be done by removal of items or may be accomplished by changing the combination to the locker. (Parents may wish to visit the school later and remove the items themselves.) The building level administrator and an assistant should review with discretion the contents of the locker. Delete the student's name from mailing lists so that correspondence is not sent to the home of the deceased.
6. In the case of a death of a staff member, all personal items should be quietly collected and prepared for the family. These items may be placed in the school vault or in a closed container in the principal's office. The building level administrator and an assistant should collect and review these items with discretion.
7. Contact Central Office Personnel:
   • Superintendent. Be prepared to review the incident and general information with the superintendent. The superintendent may ask for information concerning family members and length of employment and job duties, or schools attended by a student.
   • Assistant Superintendent for Personnel. The assistant superintendent should be provided with information concerning family members, length of employment and job duties, or, for a student, the schools attended. In addition, review the method being planned to inform students and staff of the death. The statement should be written exactly as it will be presented.
   • Public Information Department. The director of public information should be provided with the information concerning family members, length of employment, and job duties, or school attended by a student. Also, review with the director of public information the type of information to be released to the news media if they contact the school for information or a picture of the individual.
8. Make arrangements to handle student and staff needs. Be prepared for a large number of students who will need assistance for emotional difficulty. Some students may need to contact parents to be dismissed from school. Some staff members may need to have classes covered for a short time or the remainder of the day. Contact and have the following individuals available:
   • Counselors
   • Social workers
   • School nurse
   • Assistant principals
   • School security officer
9. Meet with all members of the administrative staff, assistant principals, counselors and security, and discuss the need to maintain a high level of visibility. Everything else becomes secondary; the needs of students and staff become the only concern of these individuals. Their visible presence will help students deal with the insecurity of the moment.
10. The written statement should be hand delivered to all staff members by administrators and counselors. Remember to include custodians, kitchen staff and secretaries. Do not place the statement in mailboxes and do not use the intercom system to make this statement.
11. In the case of the death of an employee, the principal will contact the comptroller of the school district and discuss the incident. The principal or building level administrator will be the individual who will assist the family with Board of Education policies and benefits provided through the school district. The comptroller of the district will furnish a packet of information to the principal to help him/her in the general discussion of benefits. The comptroller may be asked to research the possibility of additional insurance coverage provided through the school district that family members may not be aware exists. Ask that all correspondence to the family be hand delivered to a family member.
12. As information pertaining to funeral arrangements becomes available, make plans for the need to dismiss students and provide class coverage for staff members who will choose to attend the services. These plans should be reviewed with the assistant superintendent for instruction and curriculum. This information should be shared with staff members. Possibly a short faculty meeting at the end of the day will allow for this time.
13. As is appropriate, make contact with the family to offer assistance and prepare for any arrangements that will involve the school.