Notification of the Passing of a School of Medicine Affiliated Person

Date: May 25, 2022
Status: Final

Contact Office:
Chief of Staff
School of Medicine
Dean’s Office
PO Box 800793
Charlottesville, VA 22908-0793
Phone: 434-243-8131

Oversight Executive:
Chief of Staff
School of Medicine
PO Box 800793
Charlottesville, VA 22908-0793
Phone: 434-243-8131

Applies to:
School of Medicine faculty, staff, and students.

Reason for this policy:
Inform on procedures for announcement of the passing of current and former, faculty and staff, current students and alumni of the University of Virginia School of Medicine.

Policy Statement:
All faculty and staff must adhere to the School of Medicine policy for Obituary and Notice of Death Announcements to ensure we properly honor the service of the individual to the university when appropriate, while continuing to respect the privacy of the family.

A: Obituaries and notice of death e-mailed from the School of Medicine and published in the School of Medicine newsletter

The School of Medicine will send e-mail notifications from the Office of the Dean and publish obituaries in the Medicine in Motion newsletter on behalf of the Dean for select members of the School of Medicine community.   Obituaries provide information about the deceased’s career, professional activities, and their impact on the School of Medicine and the community.  Departments should coordinate with the School of Medicine Chief of Staff for e-mail notifications from the Office of the Dean and for publishing obituaries in the SOM newsletter on behalf of the Dean.

Obituaries should be posted in an e-mail and published in the SOM newsletter on behalf of the Dean when the deceased is one of the following:

• A current faculty member or student.
• A former Chair of a UVA School of Medicine Department.
• A former School of Medicine Dean or Senior Associate Dean.

B: Obituaries and notice of death shared through e-mail or School of Medicine Newsletter

For persons associated with the School of Medicine that are not listed in paragraph A, an e-mail can be sent to select faculty and staff or a notification of a passing can be shared in the School of Medicine Newsletter.  An e-mail or a posting in the School of Medicine newsletter is often the most appropriate and timely way to inform the School of Medicine community of the passing.  E-mails should be sent from Department Chairs or senior department administrators.  Newsletter notifications should be coordinated by posting the death notice through the newsletter submission portal.

An e-mail or newsletter posting is appropriate for:

• A current UVA School of Medicine staff member.
• A current UVA Health resident or fellow after coordinating with UVA Health.
• A retired faculty or staff member.
• A longtime major donor whose giving has had/will continue to have a significant impact to the school.

The e-mail should not include detailed information about the person’s passing as this information is often protected by the family.

C: Communicating Student Deaths

Communication regarding the death of a student should be coordinated through the Chief of Staff as outlined in paragraph A of this policy.  The School of Medicine Chief of Staff will coordinate timing and release of messages with the School of Medicine Associate for Admissions and Student Affairs to ensure proper coordination with relatives.

D: Resources

There are counseling resources available for faculty, employees, and students that are affected by the passing of a colleague. Leaders should communicate the availability of resources to their departments after the passing of a colleague.

– Faculty and Staff: Faculty Employee Assistance Program (FEAP)

Faculty and Employee Assistance Program | University of Virginia (uvafeap.com)

– Students: Counseling and Psychological Services (CAPS)

Counseling & Psychological Services (CAPS) | Student Health and Wellness, U.Va. (virginia.edu)

Next Scheduled Review:  May 2025

Revision History: Implemented 5/25/22

Approved May 25, 2022 by:
Melina R. Kibbe, MD
Dean