Fayetteville Policies and Procedures  502.0 

Crisis or Catastrophic Emergency, Death or Serious Injury or Illness of a University Employee or Student: Notification and Response Guidelines

Purpose

A crisis or catastrophic emergency exists when a University community member has died or appears in immediate danger of dying because of illness, accident, suicidal behavior, homicide, or an instance of extreme violence or similar trauma in the community. This policy provides guidelines for the notification and response steps to be followed when a crisis or catastrophic emergency occurs involving a faculty member, staff member, or student.

For Faculty Events:

The member of the University community who first learns of a crisis or catastrophic emergency should call 911 or the University of Arkansas Police Department (UAPD) at: (479) 575-2222. They should describe the incident and provide the names of all individuals affected and their location. UAPD then notifies the Office of the Dean of Students On-Call Staff who notifies the Postvention Coordinator (ADMN 325/479-575-5004).

The Postvention Coordinator notifies the Senior Vice Provost for Academic Affairs who then notifies the Provost and Executive Vice Chancellor for Academic and Student Affairs, Vice Provosts, the Dean of the College, the Associate Vice Chancellor for University Relations, the Associate Vice Chancellor for Human Resources, and a designee of the Office of the General Counsel. The Provost and Executive Vice Chancellor for Academic and Student Affairs notifies the Chancellor.

The Dean of the college for which the faculty member belongs notifies the Registrar and Associate Dean(s). The Associate Dean(s) then notify Department Chairs and affected students.

The Postvention Coordinator, members of the Office of the Dean of Students, Counseling and Psychological Services (CAPS), Employee Assistance Program (EAP), Senior Vice Provost of Academic Affairs, Associate Vice Chancellor for Human Resources, and other identified staff will assist those affected by the incident.

In cases of the death of a faculty member, applicable law enforcement agencies (i.e., UAPD, FPD, Washington County Sheriff’s Office, etc.) will notify the family. The Postvention Coordinator, the Senior Vice Provost for Academic Affairs, and/or designee usually makes follow-up contact. The Senior Vice Provost for Academic Affairs notifies the Provost and Executive Vice Chancellor for Academic and Student Affairs, Associate Vice Chancellor for University Relations, the Dean of the applicable college, and the Associate Vice Chancellor for Human Resources. The Provost and Executive Vice Chancellor for Academic and Student Affairs will notify the Chancellor. The Dean of the college will notify the Registrar and the Associate Deans(s). The Associate Dean(s) who will in turn notify the Department Chair and impacted students. The Dean of the college provides faculty with guidelines regarding students who may wish to miss classes to attend a memorial service or the funeral. In consultation with the Postvention Coordinator, the Senior Associate Vice Chancellor for Student Affairs/Dean of Students is responsible for determining how and when to notify the student body, the Senior Vice Provost for Academic Affairs for determining how and when to notify the faculty body, and the Associate Vice Chancellor for Human Resources for determining how and when to notify all staff.

The Employee Assistance Program (EAP) provides support for faculty and staff adversely affected by a crisis or catastrophic emergency. CAPS will provide support to the campus community, including faculty and staff, as needed in the wake of a crisis or catastrophic emergency. The EAP will be available to faculty and staff who choose to make appointments to further process the events. CAPS and the Office of the Dean of Students will make their staff available to help students who are adversely affected by such an event.

For Staff Events:

The member of the community who first learns of a crisis or catastrophic emergency should call 911 or the University of Arkansas Police Department (UAPD) at: (479) 575-2222. They should describe the incident and provide the names of all individuals affected and their location. UAPD then notifies the Office of the Dean of Students On-Call Staff who notifies the Postvention Coordinator (ADMN 325/479-575-5004).

The Postvention Coordinator notifies the Vice Chancellor for Finance and Administration who then notifies the Provost and Executive Vice Chancellor for Academic and Student Affairs, Associate Vice Chancellor for University Relations, and Associate Vice Chancellor for Human Resources, and a designee of the Office of the General Counsel of the event. The Provost and Executive Vice Chancellor for Academic and Student Affairs will notify the Chancellor. The Associate Vice Chancellor for Human Resources or their designee works to inform the Staff member’s supervisor.

The Postvention Coordinator, the Associate Vice Chancellor for Human Resources, Office of the Dean of Students, and the Office of the Provost assist all of those affected by the incident.

In cases of the death of a staff member, applicable law enforcement agencies (i.e., UAPD, FPD, Washington County Sheriff’s Office, etc.) will notify the family. The Postvention Coordinator, the Associate Vice Chancellor for Human Resources, and/or designee usually makes follow-up contact with the family. The Vice Chancellor for Finance and Administration notifies the Provost and Executive Vice Chancellor for Academic and Student Affairs, Sr. Vice Provost, Associate Vice Chancellor for University Relations, and the Associate Vice Chancellor for Human Resources. The Provost and Executive Vice Chancellor for Academic and Student Affairs will notify the Chancellor. The Postvention Coordinator notifies the Senior Associate Vice Chancellor/Dean of Students and the Director of CAPS. The Dean of the college provides faculty with guidelines regarding students who may wish to miss classes to attend a memorial service or the funeral. In consultation with the Postvention Coordinator, the Senior Associate Vice Chancellor for Student Affairs/Dean of Students is responsible for determining how and when to notify the student body, the Senior Vice Provost for Academic Affairs for determining how and when to notify the faculty, and the Associate Vice Chancellor for Human Resources for determining how and when to notify staff.

The Employee Assistance Program (EAP) provides support for faculty and staff adversely affected by a crisis or catastrophic emergency. CAPS will provide support to the campus community, including faculty and staff, as needed in the wake of a crisis or catastrophic emergency.  The EAP will be available to faculty and staff who choose to make appointments to further process events. CAPS and the Office of the Dean of Students will make their staff available to help students who are adversely affected by such an event.

For Student Events:

The member of the community who first learns of a crisis or catastrophic emergency should call 911 or the University of Arkansas Police Department (UAPD) at: (479) 575-2222. They should describe the incident and provide the names of all individuals affected and their location. UAPD then notifies the Office of the Dean of Students On-Call Staff who notifies the Postvention Coordinator (ADMN 325/479-575-5004).

The Postvention Coordinator notifies Senior Associate Vice Chancellor/Dean of Students for Student Affairs, Associate Vice Chancellor for University Relations, Director for Counseling and Psychological Services (CAPS), the Dean of the College or designee of the student, and a designee of the Office of the General Counsel. The Senior Associate Vice Chancellor/Dean of Students notifies the Provost and Executive Vice Chancellor for Academic and Student Affairs, The Provost and Executive Vice Chancellor for Academic and Student Affairs will notify the Chancellor.

The Postvention Coordinator, on behalf of the Office of the Dean of Students, will notify the Dean of the College or designee, faculty/instructors of the student, and University offices with administrative duties associated with the student.

The Postvention Coordinator, members of the Office of the Dean of Students, CAPS, Senior Vice Provost of Academic Affairs, and other identified staff will assist those affected by the incident.

In cases of the death of a student, applicable law enforcement agencies (i.e., UAPD, FPD, Washington County Sheriff’s Office, etc.) will notify the family, although representatives of the Office of Dean of Students may also talk to them. The Postvention Coordinator communicates information to the Senior Associate Vice Chancellor for Student Affairs/Dean of Students. The Senior Associate Vice Chancellor/Dean of Students notifies the Provost and Executive Vice Chancellor for Academic and Student Affairs, the College Dean, and a designee of the Office of the General Counsel, and the Associate Vice Chancellor for University Relations. The Provost and Executive Vice Chancellor for Academic and Student Affairs will notify the Chancellor. The Dean of the College in turn notifies the Senior Vice Provost for Academic Affairs and works to notify applicable faculty of the deceased and provides faculty guidelines for students who may wish to miss classes to attend a memorial service or the funeral. In consultation with the Postvention Coordinator, the Senior Associate Vice Chancellor/Dean of Students is responsible for determining how and when to notify the student body, the Senior Vice Provost for Academic Affairs for determining how and when to notify the full faculty, and the Associate Vice Chancellor for Human Resources for determining how and when to notify staff.

CAPS and the Office of the Dean of Students will make their staff available to help students who are adversely affected by a crisis or catastrophic emergency. The EAP provides support for faculty and staff adversely affected by such an event.

Postvention Coordinator

The Postvention Coordinator referred to in this policy is designated by the Provost and Vice Chancellor for Academic and Student Affairs and is in the Division of Student Affairs. 

 

April 12, 2021
Revised January, 1999
May 16, 1994