Lansing Community College
Procedure Details

Procedure Title: Deceased Student - Record Management
Procedure #: RO.031
Revision #: 000

Unit Responsible: Registrar’s Office
Individual Responsible: Registrar

Effective Date: 10/25/2024
Initial Approval Date: 10/25/2024
Last Review/Update Date: 10/25/2024
Next Review Date: 10/01/2027

*Does this procedure support a Board Policy? Yes
If yes, identify: 3.030 - Academic Records

Board policies can be found at: LCC Board of Trustees Policy Page

*Does this procedure support HLC criteria and/or Assumed Practices? Yes
If yes, identify: 2A, 4A, and 5A

HLC Criteria can be found at: HLC Accreditation Criteria
HLC Assumed Practicies can be found at: HLC Assumed Practices

*Does this procedure support a State or Federal Regulation? Yes
If yes, identify: Title IV Financial Aid Regulations

*Note: Standard Operating Procedures should be in furtherance of some LCC policy and/or accreditation criteria, even if the relationship is not direct. Assistance in determining this information can be obtained from the Academic Procedure Advisory Committee (APAC) and/or the Accreditation Liaison Officer.

Deceased Student - Record Management, BP 3.030

1. Purpose

To update the educational record appropriately when an active or inactive student becomes deceased.


2. Scope

Applies to the Registrar’s Office and other areas when applicable. 


3. Prerequisites

This procedure occurs when the Registrar’s Office is notified of the death of a student with documentation. Notification can occur from College personnel, family of the deceased student, or review of obituaries by the Registrar’s Office staff.

  • Notification to the Registrar’s Office may come from a phone call or email to one of the staff members in the Registrar’s Office or to the department email at registrar@star.lcc.edu.

4. Responsibilities

  • Registrar’s Office – Responsible for updating student information in the Student Information System (SIS), dropping student enrollment, and contacting additional areas to report notice.
  • Financial Aid – Responsible for ensuring student’s aid package is completed, and financial loan servicers are notified.
  • Student Finance – Responsible for managing any outstanding balances or credit balance refunded appropriately on student’s account.


5. Procedure

If notification of death is reported with no supporting documentation, Registrar staff will:

  1. Take no further action on the student’s educational record until supporting documentation is received.
  2. Notify the Financial Aid Office and all other relevant staff or departments as applicable.

If notification of death is reported with documentation, Registrar staff will:

  1. Review the student account and inactivate the address on file.
  2. Check to see if registration exists for the current semester.
    1. If no registration history exists, staff will check the deceased indicator in the student information system and enter date of death
      1. If the student is active, and had registration activity within the previous 3 years, staff will notify Financial Aid Office and all other relevant staff or departments as applicable.
    2. If registration history exists, staff check to see if student received Financial Aid and if the student has a balance due on account.
      1. Staff will drop student from all courses.
      2. Staff will send notification email to Student Finance and Financial Aid as applicable. A refund may be issued, with the amount determined by whether or not the student has a balance due or has received Financial Aid.
      3. Staff check the deceased indicator in the SIS and enter the date of death.
      4. Registrar’s Office, and Human Resources if applicable, will keep record of notification and documentation of student death in accordance with the retention schedule.

The Financial Aid office receives email from Registrar’s Office with student obituary and student’s Banner number for the deceased student. Financial Aid reports notice to loan officers in the following manner:

  1. Review the student record and the National Student Loan Data System (NSLDS) to determine if any federal loan, Pell, or other Title IV disbursements occurred at Lansing Community College (LCC) after the deceased date. Aid cannot remain as paid if it occurred after the deceased date.
  2. Review the loan status(es) in NSLDS. If loans >$0 exist in any status other than default, notify the servicer of the deceased borrower.

Registrar’s Office staff notify Academic Success Coach Director, Associate Dean of Student Support, the academic area(s) in which student is currently taking courses, LCC Police Department, and other programs or departments as applicable.

 

6. Reference


7. Definitions

n/a