Protocol in case of death of student

Summary
Description of the actions taken in the event of a student's death at Fontys ICT as a supplement to the Fontys protocol.

Introduction

The death of a student has a huge impact on everyone involved. Fontys has developed a protocol (which can also be accessed via the Fontys ICT Portal ) to act appropriately in organisational and administrative terms in the event of this event. For the Fontys ICT community, some additional assistance is provided below.

Primary responsible party

A case manager has been appointed as the first person responsible when a student dies, who is responsible for the entire process and communication. This is basically an Operations Manager (UM) of the location the student belongs to.
Back up to the first responsible person is the deputy UM, a People Manager (PM) ) of the location concerned.

The first responsible person ensures that the Fontys protocol is implemented and also the possible additional actions below as shown in Figure 1.

Figure 1
Possible additional actions to the Fontys 'Protocol on student death' and the implementer at Fontys ICT.

Action	Implementation
Report to the Student Desk (SD); The SD can check with the Student Facilities Service whether death has been reported.	UM
Set up memorial space.	Semestercoach (SC)
Agree with class to send a card or other notice of condolence. SC	SC
Have flowers delivered on the day (or before the day) of the funeral.	Marketing & Communicatie (M&C)
With the in memoriam message, offer the opportunity to respond. After several weeks, hand over responses to parents.	SC
Offer parents the opportunity to visit at the venue.	SC
Support parents with deregistration (Studielink) and Student Grant/OV (DUO). IGID of the student is needed for this. Via the Municipal Personal Records Database (GBA), this is also passed on to Studielink and DUO.	Student Desk
Fine-tuning specific matters for international students.

More info regarding death, see the Fontys Protocol overlijden student.

Accounts

Fontys
The Fontys protocol on the death of a student includes the accounts of the following systems:

Progress
Content Manager
Email

Account management by Student Desk
A notification is made to Student Desk on behalf of:

StudentVolg¹⁾
- Delete the class name with the student
- Delete components
- Remove SC and assessors
- Verify whether student is known to Student+; report to/action by PL Student+

Account management by II&A
Apply to II&A. Unlike regular changes performed by each functional administrator, when a student dies, the following is taken up by II&A.

Active directory:delete account (Sharepoint profile page disappears).
StudentVolg²⁾
- Delete account
Aura
- Check whether items are still on loan. Assess whether these are still being requested back or written off. Register this so that no more reminder emails or letters are sent..
- Delete student from Aura
Feedpulse: block account and delete data; apply by II&A; action by Functional Control Canvas.
StudyCoach: block account and remove data; apply by II&A; action by Functional Management Canvas.
Portflow: account blocking and data deletion; apply by II&A; action by Functional Management Canvas.
CanvasDbCore:delete history.

Coordinate accounts with PLOU and/or coach
For the following systems, it must first be agreed whether the account can be blocked, as this may involve group work. Coordinate with the PLOU.

Canvas: delete account.
GitLab: block account and delete data.
Webservers: block account and delete data.

Student+ account details
When a student has been in contact with Student+, there may be notes and data on Student+'s Sharepoint environment. These should be removed..

Educational organisation

¹⁾

Ensure that students who have been set to inactive are not visible in any reports.

²⁾

Ensure that students who have been set to inactive are not visible in any reports..