9.2 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.

You must have at least one of these local college managed security roles:

  • ZD CC Service Indicate Student
  • ZZ 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.

Step 1 - Assign Service Indicator

Service Indicators can be assigned to prevent all enrollment activity except drops. Access to the pages used is limited and assigned by the local ctcLink security administrator. For example, 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:  NavBar > Navigator > Campus Community > Service Indicators > Person > Manage Service Indicators

  1. Assign the "RDC" Deceased Service Indicator.
  1. Once the Service Indicator is applied, "DECEASED" will display on PeopleSoft pages (e.g., Add/Update a Person, Student Program/ Plan, Student Services Center).
Step 2 - Update Student Program/ Plan

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.

Updating a deceased student's program/ plan with a "DISC" Program Action and "DEAT" Action Reason will set the Status to "Deceased." The Status will report to the National Student Clearinghouse (NSC).

Navigation:  NavBar > Navigator > Records and Enrollment > Career and Program Information > Student Program/Plan

  1. The Student Program/Plan search page displays.
  2. Enter the ID of the deceased student.
  3. Select Search.
  4. A student may return multiple program rows in the Search.
Search for deceased student
  1. The Student Program tab displays.  
  2. Add a New Row [+] icon at the top right of the page.
Student program tab displays
  1. Select the Program Action "DISC."
  2. Select the Action Reason "DEAT."
  3. Select Save.
Enter Program action and reason
  1. Status = Deceased.
  2. Repeat the process for each Student Career Nbr as needed. 
  3. Process complete.
Step 3 - Update Deceased Student's Mailing and Electronic Address

You must have at least one of these local college managed security roles:

  • ZC CC Personal Information
  • ZD CC Personal Information
  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Information

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Depending on your college's business process, you can update the student's mailing and electronic address to your college's address and email to ensure no communication is sent to the student.

Update Deceased Student's Mailing Address

Navigation:  NavBar > Navigator > Campus Community > Personal Information > Biographical > Addresses/Phones > Addresses

  1. The Addresses search page displays.
  2. Enter ID of deceased student.
  3. Select Search.
Search for deceased student
  1. Under the Add Address section, select the Edit Address link.
Edit address and update mailing address
  1. Enter your college's address.
  2. Select OK.
Enter address information
  1. In the Add Address Types section, select Mailing.
  2. Select Submit.
Select Mailing
  1. Verify Mailing address was updated.
Ensure address was updated
  1. Select Save.
Select Save
  1. Process complete.
Update Deceased Student's Email Address

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

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Campus Community > Personal Information > Biographical > Addresses/Phones > Electronic Addresses

  1. The Electronic Addresses search page displays.
  2. Enter the ID of the deceased student.
  3. Select Search.
Search for deceased student
  1. The Electronic Addresses page displays.
  2. Enter Email Type.
  3. Enter your college's Email Address.
  4. Check Preferred for the primary of several email addresses for the student or
  5. Select the Delete a Row [-] icon to delete additional email addresses.
  6. Select Save.
update email address with your college's email address
  1. Process complete.
Step 4 - Enter Decedent Data

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

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

When entering Decedent Data, you only need to enter the Date of Death if you do not have other information.

Navigation:  NavBar > Navigator > Campus Community > Personal Information > Biographical > Personal Attributes > Decedent Data

  1. Enter the Decedent Data.
Enter at least the Date of Death.
  1. Process complete.

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