Protocol for Death of Student

  • Verify ID.Verify identity of student.
  • Notify George Fox Center for Study Abroad. (See Emergency Protocol above) which will contact the appropriate University individuals.
  • Notify US Embassy or Consulate. Notify the US Embassy or Consulate of student’s death. Request name of the US Consular Officer assigned to the case. If deceased student is not a US Citizen, work with College to notify appropriate Embassy. For more information go to
  • Gather information. Gather as much information as possible about the circumstances surrounding the student’s death. Be sure to gather and keep any receipts for expenditures relating to incident for insurance reimbursement.
  • Begin written log. Begin a written log of communications and actions as the crisis progresses. Include as many details as possible about location, timing of events, and witnesses. Itemize all steps taken before, during and after the death.
  • Communication with family members. George Fox University will contact family members.
  • Request witness statements. Request that all students and affected participants prepare signed and dated witness statements while details are still fresh in their minds.
  • Obtain death certificate with the help of the local consulate.
  • Arrange for repatriation. Consult the Center for Study Abroad Office and US Consular Services in arranging for repatriation of remains.
  • Mortuary Certificate and Affidavit. The US Consular Officer will ensure that the required consular mortuary certificate and affidavit is executed by the local (overseas) funeral director.
  • Transit permit. In addition, the US Consular Officer will ensure that a transit permit accompanies the remains.
  • Receive and assist parents and/or designated college official (with airport pick-up and accommodations) arriving to accompany body back to the US.
  • Bill of Lading. If the remains are not accompanied by a passenger, a bill of lading must be issued by the airline company to cover the transport.
  • Student belongings. Arrange to have student belongings shipped home to family.
  • Arrange in-country care for remaining students:
Group meeting. Call student group together to communicate accurate information about the student’s death along with resources, which will be made available to students for processing their grief.
In-country pastoral/counseling care. Designate second on-site leader or an in-country resource to provide pastoral care, if possible, to the student group as the primary on-site leader is occupied with logistical arrangements surrounding the death.

  • Discuss options.Consult with Center for Study Abroad Office (who will consult appropriate on-campus administrators) to determine whether the experience should continue or be canceled.
If canceled, work with the Center for Study Abroad Office to arrange flights home for students.
If applicable, consider extending course work deadlines and deferring assessments of assignments.

  • Media coverage. Do not speak with the US or host country press corps. All statements to the press will be made by and referred to George Fox’s Director of Public Relations. It is critically important that public statements be factually correct, are not contradictory, and do not speculate as to blame or liability.
  • Final written summary. Upon returning home, the faculty leader should finalize the written summary of all critical events and submit copies to the Center for Study Abroad who will forward the summary to appropriate university individuals.
  • Consult Campus Protocol for Student Deaths. This protocol can be obtained from the Vice President for Student Life and should be used in addition to the steps outlined here.