Navigating Employee Passing: Key HR Considerations and Steps

When an employee passes away, it’s crucial for school administration to navigate the situation with both compassion and professionalism. Often, the responsibility for coordination of these activities falls heavily on school HR professionals. This involves offering sincere condolences to the grieving family, colleagues, and students, managing administrative tasks such as updating records and processing final pay with sensitivity, and ensuring that all benefits and entitlements are addressed promptly. School administration should also provide support to the team by facilitating workload transitions and offering access to counseling services. By handling these matters with empathy and respect, the employer not only honors the memory of the deceased but also fosters a supportive and considerate work environment for all employees, students, and families affected by the loss. Here are the key steps and considerations HR should take in navigating the loss of a valued team member:

Acknowledge the Death:

• Express Condolences: Reach out to the family or loved ones of the deceased with a message of sympathy. This could be a card, email, or personal communication depending on the relationship and context.
• Inform the Team: Notify colleagues and other employees in a sensitive manner. This could be through a company-wide email or a team meeting, depending on the size and span of the school.
• Inform the Students and Families: Inform students and their families about the change in a professional and respectful manner. Consider sharing a written notice/memorial via the school’s email distribution list and on the school’s website or social media.

Handle Administrative Tasks:

• Notify Relevant Authorities: Inform the relevant government agencies and organizations such as Social Security Administration about the employee’s passing. In some cases, it may be necessary to inform the Texas Education Agency (TEA), particularly for matters related to certification.
• Update Company Records: Adjust the employee’s status in HR systems, ensuring that their records are marked appropriately.
• Process Final Pay: Ensure the deceased employee’s final paycheck is issued promptly. This includes any outstanding wages, unused vacation days, or other compensation owed.
• Return Personal Belongings: Pack the employee’s personal belongings with care and arrange to return them to the family.

Review Benefits and Entitlements:

• Life Insurance: If the employee was enrolled in life insurance, contact the insurance provider to start the claims process.
• Retirement Accounts: Inform TRS of the employee’s passing to begin the process of distributing benefits according to the plan’s provisions.
• Health Benefits: Notify the health insurance provider and discuss the continuation or termination of benefits for the family, if applicable.

Manage Workload and Coverage:

• Transition Work: Plan for the redistribution of the deceased employee’s workload. This may involve temporary coverage or hiring a replacement.

Participation in a Memorial:

• Local Tribute: Decide if the school will hold a memorial service or tribute, either in person or virtually, and ensure it is respectful and considerate of the family’s wishes.
• Formal Bereavement Service: Should the family plan a memorial or funeral, make arrangements for staff to attend while keeping campus open (if the service falls during school hours).

Legal and Compliance:

• Consult Legal Counsel: Ensure compliance with all legal requirements regarding the employee’s death, including final pay, benefits, and any other relevant issues.

Reflect and Support:

• Assistance: Offer support to the family in navigating the various processes, such as filing insurance claims or accessing benefits.
• Employee Assistance Program (EAP): If the school has an EAP, inform the family about counseling or support services available.
• Offer Optional Counseling Services: Recognize that the death of a member of your school family can be difficult for employees and for students. Provide support through counseling services or time off if needed. Utilize in-house counselors or community partners offering counseling to students and staff that may be affected to an extent requiring professional support. Consider offering group counseling sessions focused on coping with the loss during or after school in the weeks to follow.

Handling the death of an employee with care and respect not only honors the individual but also supports the well-being of the remaining team, students, and their families.

Questions?

Visit the Charter School Community Roundtable to discuss now.