Student Death

Response Protocol

In the event of the death of a student who is currently enrolled for classes or registered for the next subsequent semester at Texas Woman’s University, the University must respond with compassion, thoroughness, and in a timely manner. The following protocol has been established to achieve these goals.

Any individual (e.g., faculty, staff, student, police, family member, or friend) who becomes aware of the death of a TWU student should notify the Vice President for Student Life immediately. Contact Dr. Monica Mendez-Grant directly at mmendezgrant@twu.edu or by phone at 940-898-3615. After hours, please contact TWU Police Department at 940-898-2911.

Upon confirmation of the death (by local police authorities, and/or an obituary), the following offices will be immediately notified:

Office of the Chancellor
Office of the President- Dallas Campus and Houston Campus
Office of the Provost
Dean of the College
Marketing & Communication
TWU Police Department
Assistant Vice President for Student Life and Dean of Students
Counseling and Psychological Services
Student Health Services

These additional offices will be notified when and as appropriate:

International Affairs
- Status as an international student with an F-1 visa will be verified immediately to ensure the delivery of insurance benefits and timely notification of the deceased student’s family. The Executive Director for International Affairs will coordinate this response in conjunction with the Vice President for Student Life.
University Housing
Office of Registrar
Department Chair and and Faculty of Record (indicated on student’s schedule)
Financial Aid
Bursar’s Office
Vice President for Finance & Administration
Vice President for Enrollment Management
CIO for IT Solutions
ID Services
Vice Provost for Faculty Affairs

University-wide Response

Communication with Family:

If the reporting party is not a family member, the Vice President of Student Life will contact the family when appropriate to express condolences on the behalf of the University and to facilitate appropriate University response. Additional contact will be made with the family after formalities have concluded to determine if the family requires additional assistance.

Posthumous Degree/Certificate of Attendance:

A posthumous degree may be awarded, if the deceased student is close to satisfying all degree requirements and is otherwise eligible to graduate. This is based upon whether the student is at least 75-80% completed with their degree. For undergraduate students that means within 30 hours, for master’s students that usually means within 6-10 hours, and doctoral students within 12-18 hours. If an Application for Graduation is not already on file, Student Life will collaborate with the Registrar, the Dean of the College and the faculty to award a posthumous degree.

Withdrawal from courses and Tuition/Fee Refund:

The Registrar’s office will review the student’s record and change to mark as deceased. Once completed the Director of Financial Aid and Bursar will review the circumstances and student account to determine if any action is necessary (removal of outstanding balances, notification to lenders)

Letter of Condolence:

The Vice President of Student Life will initiate contact with the family by phone call, write a letter of condolence; and send flowers to respective memorial services. In some circumstances, the Vice President for Student Life may travel to visit with family members.

Community Assistance:

The Vice President for Student Life with the Dean of Students will consider if additional services related to grief counseling may be required for segments of the University population (classes, roommates, organizations) and will coordinate those services with the Associate Vice President for Student Enrichment, Health and Support, as well as Counseling & Psychological Services.

Pioneers Remembered:

Each year the University host a memorial ceremony honoring all members of the TWU community who have passed away in the preceding year. Immediate family members will be invited to campus, along with any members of the TWU community who wish to attend. The Director of Communications for Student Life is responsible for organizing and overseeing the ceremony.

The following people are current members of the first response team.

Primary University Resources	Name of Current Contact
Vice President of Student Life	Dr. Monica Mendez Grant
Associate Vice President for Student Enrichment, Health and Support	Dr. Stephanie Brown
Dean of Students	Heather Snow
Chief of Police	Sam Garrison
Director of Communications	Amy Evans

Page last updated 1:21 PM, May 23, 2025