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1. When a Western ¾ÅÒ»Â鶹ÖÆƬ³§ University employee becomes aware of the death of a Western ¾ÅÒ»Â鶹ÖÆƬ³§ University student, the Vice President or Associate Vice President for Student Affairs shall be immediately notified.

2. Student Affairs will notify the President's Office and other units on campus (including Business Services for insurance purposes). Each unit will take responsive steps as required. Student Affairs shall also notify professors/instructors of the classes that the deceased student had been taking.

3. When applicable, Financial Aid will send letters and notifications as mandated by federal law and other requirements and complete the Return to Title IV (Federal Financial Aid) forms in accordance with federal legal requirements.

5. Accounts Receivable will review the student’s account to determine if any credits need to be posted or any outstanding charges cleared. If a credit balance remains on the account after all necessary adjustments, Accounts Receivable will issue a check to the Estate of the Student unless a notarized Affidavit of Decedent's Successor for Delivery of Certain Assets Owned by Decedent form is received outlining the name(s) of any individual entitled to the credit balance.

7. If a refund of tuition or any other funds is requested by a parent, relative, guardian, child, or any other individual, the unit receiving that request will inform the requestor that the request will be directed to Accounts Receivable for review and response in accordance with University procedures.

Approved by Associate Vice President for Business and Finance and Assistant Treasurer for the Board of Trustees Effective March 2024.