SH.05 - Counseling

SH.05.A – Counseling

TCC Wellness Services offers health education, short-term counseling, and connection to resources for everyday needs. For more information about services and student involvement opportunities, please visit Student Wellness Services or email wellness@tulsacc.edu. If you need to speak to a counselor immediately please call Family and Children’s Services COPES at 918-744-4800 24 hours a day/7 days a week or text RELIEF to 741741 to be connected to a crisis counselor. The 988 Suicide and Crisis Lifeline is available 24/7 by calling 988.

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 Vice President of Student Success and Equity may receive death notifications from a variety of sources, including but not limited to a family member, TCC faculty or staff, TCC Police, other campus services offices, local newspapers, the general public, etc. If a death is reported to any TCC employee, the employee should contact the Office of Student Success and Equity.

Verification of Death

The Office of the Vice President of Student Success and Equity will then work with the Associate Vice President for Enrollment and Retention 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 Associate Vice President for Enrollment and Retention 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 and Actions

Immediate written notification will be given to the College Registrar, the College Bursar, the Director of Financial Aid, and the Chief Technology Officer. 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 the 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 student 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's 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 Vice President of Student Success and Equity 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 and Cabinet
  • Academic School Dean(s)
  • Academic Program Chair(s)
  • Bookstore
  • Faculty
  • Human Resources
  • Information Services
  • Student Organization Advisor(s)-if applicable
  • Student Success and Equity 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 the 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 and Actions

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

  • Vice President for Administration and Chief Operating Officer
  • Vice President of Student Success and Equity
  • 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 Police. If the travel is international the initial contact should be with international authorities and then the TCC Police, who will then notify the:

  • Vice President for Administration and Chief Operating Officer
  • Senior Vice President for Academic Affairs and Chief Academic Officer
  • Vice President of Student Success and Equity
  • Vice President for Advancement
  • Director of Global Learning

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

Former Student Deaths: College Notifications and Actions

When any member of college faculty or staff receives the notification of the death of a former student the Office of the Vice President of Student Success and Equity should be contacted. The Vice President will coordinate with the Associate Vice President of Enrollment and Retention 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, the Director of Financial Aid, and the 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. 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 Vice President for Student Success and Equity 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.