Processing a Deceased Student Record
Purpose: Use this document as a reference for processing a deceased student record.
Audience: College Staff responsible for maintaining student records.
Overview
This procedure outlines the recommended steps for updating a deceased student's record in ctcLink. Depending on your college's business practices, the process may include recording the student's decedent information, applying the RDC Service Indicator, updating active Student Program/Plan stacks, and updating the student's mailing and electronic addresses to prevent future communications.
You must have at least one of these local college-managed security roles:
- ZC CC Personal Information
- ZD CC Personal Information
- ZD CC Super user
- ZZ CC Pers Info NID Update
- ZZ CC Personal Information
You must also set these SACR Security permissions:
If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access
Navigation
Campus Community > Personal Information > Biographical > Personal Attributes > Decedent Data
- The Decedent Data search page displays.
- Enter search criteria to locate the student.
- Select Search.
- The Decedent Data page displays.
- Enter the Date of Death.
- Enter the date of death, if known. If the date of death is not known, enter the date that the institution was notified.
- Enter the Place of Death.
- Enter the Death Certificate Number, if available.
- Select Save. "DECEASED" will display at the top of PeopleSoft pages associated with the student.
You must have at least one of these local college-managed security roles:
- ZD CC Service Indicate Student
- ZZ CC Service Indicate Student
- ZD CC Service Indicators
- ZD CC Super user
- ZZ CC Service Indicators
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Users who have been granted the role ZZ CC Service Indicate Student would be given access to "placement" and "release" of Service Indicators but cannot perform that work until they have been granted SACR Security to the relevant Service Indicator codes.
Navigation
Campus Community > Service Indicators > Person > Manage Service Indicators
➡️Both the Decedent Data page and RDC (Deceased) Service Indicator can be used to display the DECEASED indicator throughout the CS pillar. The DECEASED indicator appears on applicable pages, such as Add/Update a Person, Student Program/Plan, and the Student Services Center.
Entering information into the Decedent Data page records information about the student's death, while assigning the RDC service indicator prevents additional activity from occurring on the student's account without a manual override. Both steps are required in order to ensure that the decedent data is properly recorded and that unauthorized account activity is prevented.
- Search for the student.
- Add a new Service Indicator. View Service Indicators QRGs.
- Select the RDC (Deceased) Service Indicator.
- Complete any required fields.
- Select Save.
- Once applied, DECEASED displays on applicable PeopleSoft pages such as the following:
- Add/Update a Person.
- Student Program/Plan.
- Student Services Center.
You must have at least one of these local college-managed security roles:
- ZC SR Student Program
- ZD SR Student Program
- ZZ SR Student Program
- ZZ Student Program Limited
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access. Institutional level security views will prevent you from viewing student program plan(s) from another institution. For this reason, the Student Career Nbr sequencing may look different when searching for a student.
Navigation
Records and Enrollment > Career and Program Information > Student Program/Plan
➡️Updating a deceased student's Student Program/Plan with a Program Action of DISC and an Action Reason of DEAT changes the student's program stack status to Deceased. This status is reported to the National Student Clearinghouse (NSC).
- Search for the student by ID.
- Review all Student Career Numbers.
- Identify each Active program stack for both:
- UGRD.
- CNED.
- Open an active program stack.
- Select the Add a New Row (+) icon.
- Enter the Effective Date.
- Use the student's date of death. If the date of death is unknown, use the date that the institution was notified. Do not adjust the Effective Date to align with typical between-term processing practices.
- Select Program Action = DISC.
- Select Action Reason = DEAT.
- Select Save.
- Verify the program stack Status changes to Deceased.
- Repeat these steps for each Active Student Career Number.
⚠️Important: Do not update program stacks that are already Completed or Discontinued.
➡️After updating the student's record as deceased, complete the following steps to process any eligible credit balance refund.
Add the Refund Recipient
- Locate or create the individual who will receive the deceased student's credit balance. Refer to the Using Add/Update a Person QRG for detailed instructions.
Associate the Refund Recipient and Process the Refund
- Associate the refund recipient with the deceased student's account, then process the refund to that individual. Refer to the Student Sponsor Refund Process QRG for detailed processing instructions.
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