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UNC
CHARLOTTE PERSONNEL INFORMATION MEMORANDUM Category: Administration Contact:
Associate Vice Chancellor for Human Resources - ext. 4269, The death of a University employee requires responses from a number of University offices to assure that the deceased employee's interests and those of his or her family and loved ones are respected and protected. Any person in the University community who initially learns of the death of a University employee should notify: - If the deceased was an SPA Employee; the Associate Vice Chancellor for Human Resources, extension 7-4269 - If the deceased was an EPA employee; the Associate Provost for Academic Budget and Personnel, extension 7-4004. Upon receipt of such notification, those officers will be responsible for ensuring that the following items are addressed. Preferably, items 1-6 should be carried out on the same day notice of death is received. Item 5 must be carried out within eight (8) hours of death (or notice of death). 1. Notify the head of the employee’s academic department or other campus administrative unit. Generally, that officer will have the responsibility for establishing contact with appropriate members of the deceased person’s family. In cases where it is not clear that family members are yet aware of the death, the following suggestions for the delicate process of notifying family members of the death of a loved one may be of assistance - “Notification Guide”. 2. Notify the Payroll Office (x 7-2217) and the Benefits Office (x 7-4271). 3. If the employee was not a U.S. citizen or permanent resident, contact the Office of International Students and Scholars (x 7-2410). 4. Notify the Office of Public Relations (x 7-4286). 5. If the death appears to have been work-related, notify the Safety and Environmental Health Office (x 7-4291), which will assure that appropriate Workers’ Compensation and Occupational Safety and Health Administration (OSHA) officials are notified. 6. If the death may have occurred during a period of travel on University business, notify the University’s insurance office (x 7-2138). That office will, in turn, notify the State’s automobile insurance carrier, Travelers’ Insurance, as appropriate. Campus Police (x 7-2282) may be contacted for assistance in obtaining a copy of police accident reports from other law enforcement agencies. 7. Family members will, in most cases, take over the process of probating the deceased person’s will. If the deceased person appears to have died without a will, advise the family to contact the Estates Department in the Mecklenburg County Clerk of Court’s office (704-347-7815) (or the Clerk of Court’s office in the county where the deceased resided, if not in Mecklenburg County) in order to start the process of administration of the deceased person’s estate. If no family members are available to begin that process, contact the University’s General Counsel.
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