SH.05 - Counseling


SH.05.A – Counseling

College is a time of change and transition. Many Tulsa Community College students are juggling classes, jobs, financial and family responsibilities while pursuing their education. Wellness Services offers a full spectrum of services that encompass education, prevention and intervention strategies so that students may choose the service level that is right for their needs:

  • Health Promotion & Education
  • Short-term counseling and connection to community resources
  • Student Assistance Program
  • Student Wellness Advisory Board
  • Online Screenings & Resources

For more information or for contact information to make an appointment with one of the counselors, please visit Student Wellness Services or visit the “Safety & Wellness” section of the My TCC portal.

SH.05.B – Death Notification for Students

In the unfortunate event of a student death (current or former) Tulsa Community College has processes in place to address the matter when notification is given. This procedure is intended to ensure that the College can respond in a timely and compassionate manner.

Definitions

Active Student
Any person admitted, enrolled in and/or taking courses from Tulsa Community College. Active student status lasts until an individual graduates, is dismissed, or is not in attendance for three consecutive, 16-week semesters (Example: fall-spring-fall semesters).
Former Student
Any person who has been assigned a TCC Student ID number, but does not meet the criteria for an active student.
On Campus Death
Any death that occurs at a College owned, operated, leased, controlled or supervised property or college-sponsored activity.
Off Campus Death
Any death that occurs outside of college jurisdiction or responsibility as described by On Campus Death definition.

Notification of Death Procedure

The Office of the Senior Student Affairs Officer may receive death notifications from a variety of sources, including but not limited to a family member, TCC faculty or staff, TCC Campus Police, other campus services offices, local newspapers, general public, etc. If a death is reported to any TCC employee, the employee should contact the Office of the Senior Student Affairs Officer (SSAO).

Verification of Death

The Office of the Senior Student Affairs Officer will then work with the TCC Campus Police, the College Registrar and/or other sources to confirm the death of the student. Items such as obituaries, newspaper articles, law enforcement records, or communication from next of kin will be used for this purpose.

Determination of On Campus or Off Campus Death

The Office of the Senior Student Affairs Officer will work with any relevant parties to determine whether the reported death is designated as an on-campus or off-campus incident.

Actions for Confirmed Deceased Student

The intent of the college is to advantage the student when possible, support the bereaved family through management of the student record, prevent any adverse notifications, and ensure affected members of the college community are aware and have administrative support in the loss of our TCC student.

Active Students: College Notifications & Actions

Immediate written notification will be given to the College Registrar, the College Bursar, Director of Financial Aid, the Chief Technology Officer appropriate Campus Provost(s) and Dean(s) of Student Affairs. This group will then coordinate and communicate with others as appropriate.

The purpose of this group will be to ensure the following:

  1. The student record is flagged deceased in the student information system; a mail hold is placed and student PIN is disabled.
  2. The student financial aid standing is updated and required federal notifications are made if the student is receiving Title IV funding. The College must internally attempt to resolve the report of a student’s death within 30 days of notification if the students is currently receiving Title IV aid.
  3. Any outstanding student financial obligations to the Bursar Office are forgiven or a refund is issued if appropriate.
  4. Faculty in any course where the student is enrolled are notified.
  5. The student academic record is reviewed to determine if the student is eligible to graduate, earn a certificate, or meet eligibility for a posthumous degree recommendation to the Oklahoma State Regents for Higher Education.
  6. If appropriate the student is administratively withdrawn from all coursework or faculty are contacted to determine whether the student is eligible to be assigned a course grade.
  7. A letter from the college is sent by the SSAO Office to the next of kin or designated family member expressing condolences and providing a summary of the actions taken related to the student record.

Other Possible Notifications:

  • TCC President & Cabinet
  • Academic School Dean(s)
  • Academic Program Chair(s)
  • Bookstore
  • Faculty
  • Human Resources
  • Information Services
  • Student Organization Advisor(s)-if applicable
  • Student Affairs areas (e.g., academic advising, disability support, international student services, retention specialists, student life, veterans’ services, etc.)
  • Special Programs offices (e.g., Honors, TRIO, Tulsa Achieves, etc.)
  • Students

Other Possible Actions (if circumstances warrant):

  • Notification to TCC Public Relations
  • Coordination of bereavement counseling at the college for students and/or employees
  • Arrange return of any college materials, property with next of kin or designated family, e.g., textbooks for a refund, rented equipment, library books, etc.
  • Issue any credentials or a copy of credentials to next of kin or designated family member, e.g., diploma/certificate, honor roll certificate, official transcript, etc.
  • Assist faculty in providing next of kin or designated family member with student projects, assignments, etc.
  • Assist student organizations or groups in recognition/memorial efforts for student
  • Determine student’s academic standing and eligibility for other honors, e.g., Dean’s Honor Roll
  • Issue a college, campus or office based communication

Active Student On Campus Death: College Notifications & Actions

Immediate notification must be made to 911 and then to the TCC Campus Police and the matter will be handled by the appropriate local authorities. TCC Campus Police should then notify the following persons who will communicate with key TCC personnel:

  • Vice President for Administration and Chief Operating Officer
  • Senior Student Affairs Officer
  • Vice President for External Affairs
  • Office of the President

If the student death occurs while traveling or participating in an off-campus event, any college faculty or staff or students present should immediately contact emergency officials and then contact TCC Campus Police. If the travel is international the initial contact should be with international authorities and then the TCC Campus Police, who will then notify the:

  • Vice President for Administration and Chief Operating Officer
  • Senior Vice President for Academic Affairs/Chief Academic Officer
  • Senior Student Affairs Officer
  • Vice President for External Affairs
  • Director of Global Learning

The same notifications and actions as described under “Active Student” will then be taken.

Former Student Deaths: College Notifications & Actions

When any member of college faculty or staff receives notification of the death of a former student the Office of the Senior Student Affairs Officer should be contacted. The SSAO will coordinate with key persons including campus police and the registrar to confirm this information. The actions taken will be based on how recently the death occurred and when the student was last enrolled at Tulsa Community College.

Notification will be given to the College Registrar, the College Bursar, Director of Financial Aid, and Chief Technology Officer. This group will ensure the following:

  1. The student record is flagged deceased in the student information system; if necessary, a mail hold is placed and the student PIN is disabled.
  2. The student financial aid standing is updated and required federal notifications are made.
  3. Any outstanding student financial obligations to the college Bursar Office are reviewed and updated.
  4. Campus Provost, Dean of Student Affairs, former faculty, staff or club advisors may be informed.
  5. The Public Relations Office may be notified.
  6. A letter from the college may be sent by the SSAO Office to the next of kin or designated family member expressing condolences and providing a summary of any actions taken related to the student record.

Directory Information

The college will follow the current policy related to the release of Directory Information for a deceased student.