• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Contact with Next of Kin
• Police Liaison in Relation to Criminal Matters
• DRC Network and Training
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) The University recognises that the death of a student or staff member during their studies or employment with the University is a deeply impactful event for family, peers and the broader community. In such circumstances, the University has a duty of care to provide a respectful, timely and consistent response to the management of the academic, financial and administrative aspects of the student's enrolment, and to the financial and administrative aspects of a staff member's employment.

(2) The purpose of this policy is to guide a compassionate, respectful, and coordinated response to the death of a student or staff member, ensuring that academic, employment, and administrative matters are handled with care and sensitivity.

(3) This policy and the Response Guidelines apply to:

1. all Western Sydney University students who are currently enrolled, and managed through the student management system and receiving Western Sydney University awards; those on approved leave of absence; on suspension or whose enrolment is inactive
2. students who are not currently enrolled, such as those who have been excluded, or alumni who are actively engaged with the University and
3. all staff currently employed with the University, including staff appointed under the Honorary Titles and Awards Policy.

Section 2 - Definitions

(4) For the purposes of this policy, definitions that apply can be found in the Policy DDS Glossary, in addition to the following:

1. Crisis Management Team means the team, appointed by the Vice-Chancellor and President, responsible for the University's crisis and emergency management
2. Response Guidelines means the process of University administrative actions to be taken following the report of a student/staff death
3. Death Response Coordinator (DRC) means the staff member delegated to initiate, coordinate, monitor, record and  action the Response Guidelines
4. Next of kin means persons who are listed on formal student or staff University records as family or next of kin of the deceased student/staff member and those who have been chosen as the family contact person for the University. Next of kin may also be persons identified by police, consular officials, or medical personnel as family, significant others, or next of kin. The University will act in good faith with such persons during the implementation of this policy and does not investigate their bona fides
5. Reported death means advice of a student or staff death about which the University has not received formal documentation such as, but not limited to, a death certificate, death notice or police report
6. Verified death means advice of the death of a student or staff member for which the University has received formal documentation such as, but not limited to, a death certificate, death notice or police report, or where verification has occurred via Campus Safety and Security, media/social media reports, a person nominated by the family or staff members who knows the person.

Section 3 - Policy Statement

(5) The University is committed to responding to the death of any student or staff member with compassion, dignity, cultural sensitivity and respect, ensuring that all actions are trauma- informed and supportive of those affected.

(6)  The University will actively listen to, communicate and respectfully consider the wishes of the next of kin and family, recognising their grief and the importance of their voice in the process.

(7) The University recognises the significant role social media plays today and will consult with key staff when preparing any social media messaging, always ensuring the communication is compassionate, respectful and mindful of those impacted.

(8) The University's Response Guidelines and Plan are available to DRCs via an intranet site. The Guidelines and Plan will be implemented following the report of the death of a student or staff member, with sensitivity to the impact on the community.

(9) In the case of international partnerships, where the death occurs off-shore, the Response Guidelines will be followed to the extent that is reasonably possible, given local partner customs, conventions and processes.

(10) The Response Guidelines reflect formal administrative actions to be undertaken by the University in response to the death of a student or staff member. Personal acts of condolence by members of the University community are welcomed, provided they are respectful of the wishes and privacy of the next of kin and family. These acts are separate from the formal University response.

(11) In the event of an incident involving multiple deaths the University will maintain its commitment to a compassionate and coordinated response. The University makes arrangements for multiple Death Response Coordinators and alternates in such instances.

(12) In the event of a crisis or emergency, the death response process is not enacted until instructed by the Crisis Management Team.

Section 4 - Procedures

(13) A DRC initiates, coordinates, actions, monitors, and records actions following the Response Guidelines in the event of the death of a student or staff member.

(14) The DRC is appointed by the Dean of the School in which the student was enrolled, or the relevant Senior HR Partner in the Office for People for a staff member. In exceptional circumstances, a DRC from other Schools or trained alternates from within the School or Office for People, may be called on by the relevant Unit Head, Dean or Deputy Dean to assist.

(15) When the death of a student or a staff member occurs off-campus and is reported to the University, or on-campus residences, by any source to any member of staff, the relevant DRC should be notified immediately.

(16) The on-campus death of a student or staff member, including on-campus residences, will be considered a crisis and will be managed, in the first instance, by the Crisis Management Team who will inform the DRC at an appropriate time.  This will usually occur when the identity of the student/staff has been confirmed and next of kin have been notified.

(17) The DRC must record all actions in the relevant student or staff member's confidential TRIM file and managed in accordance with the Records and Archives Management Policy.

Contact with Next of Kin

(18) The DRC is usually the University's single point of contact for the next of kin.

(19) The University recognises that grief and mourning practices vary across cultures and communities and will seek to honour these practices wherever possible. The DRC seeks advice and guidance when and if needed from others. This may include other DRC network members or key university staff, especially in relation to any cultural, religious or other sensitivities.

(20) This may involve close collaboration between the DRC and key University staff. For example, when the deceased is an Indigenous Australian, the Pro Vice-Chancellor, Indigenous Education (or nominee) may become the point of contact for the next of kin or when the deceased is an international student the Pro Vice-Chancellor, Global Partnerships and Transnational Education (or nominee) may become the point of contact for next of kin or consular relations.

(21) If the Western Sydney University student or staff member's death is part of, or results in a critical incident, the situation will be managed in accordance with University policies including the Critical Incident Guidelines and the University Crisis Management Plan, which will take precedence.

(22) If a critical incident involves an under 18 International student under a Confirmation of Appropriate Accommodation and Welfare (CAAW), the critical incident management under the Admissions Procedures - Admissions and Welfare (International Students Under 18 Years) will apply.

Police Liaison in Relation to Criminal Matters

(23) In the event of a criminal matter, liaison with the police is normally the responsibility of the Executive Director, Campus Operations in the first instance. Where a matter proceeds to investigation, the Executive Director, Campus Operations (or nominee) coordinates internal aspects of the investigation.

DRC Network and Training

(24) The University's has established a DRC network, which includes Death Response Coordinators.

(25) The DRC Network is led by the Executive Director, Equity, Safety and Wellbeing (ED, ES&W) and meets for professional development, quality assurance and quality improvement in Death Response functions. The ED, ES&W may invite other areas as required.

Section 5 - Guidelines

(26) A list of DRCs is available in the Response Guidelines and in the Associated Information attached to this policy. If unsure contact the School Manager or the Senior HR Partner.