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 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

  1. Assign the "RDC" Deceased Service Indicator.
Add Service Indicator page RDC Code outlined with a red box
  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).
Student Services Center DECEASED outlined with a red box
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: 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.
  5. The Student Program tab displays.  
  6. Add a New Row [+] icon at the top right of the page.
  7. Select the Program Action "DISC."
  8. Select the Action Reason "DEAT."
  9. Select Save.
  10. Status = Deceased.
  11. Repeat the process for each "Active" Student Career Nbr. Do not take any action on stacks that are already discontinued or completed; only apply this process to active stacks.
  12. Process complete.
Student Program Plan page
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: Campus Community > Personal Information > Biographical > Addresses/Phones > Addresses

  1. The Addresses search page displays.
  2. Enter the ID of the deceased student.
  3. Select Search.
  4. Under the Add Address section, select the Edit Address link.
Edit Address link outlined with a red box.
  1. Enter your college's address.
  2. Select OK.
Edit Address page with OK button outlined in red.
  1. In the Add Address Types section, select Mailing.
  2. Select Submit.
Submit button highlighted with a red box
  1. Verify that the Mailing address was updated.
  2. Select Save.
  3. Process complete.
Mailing Address highlighted with red box
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: 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.
  4. The Electronic Addresses page displays.
  5. Enter Email Type.
  6. Enter your college's Email Address.
  7. Check Preferred for the primary of several email addresses for the student or
  8. Select the Delete a Row [-] icon to delete additional email addresses.
  9. Select Save.
  10. Process complete.
Electronic Addresses
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.

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

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

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