I. Executive Summary
This procedure outlines how to request a Posthumous award of a Degree or Degree in Memoriam.
II. Procedure Statement
- Notification is sent to University business offices via the Dean of Students Office of the student’s death. This notification terminates all mailings, billing, etc. The Dean of Students Office:
- Contacts the faculty of the courses for which the student is enrolled that term, advisors listed in Banner, department chair, and associate dean of the academic college
- Coordinates a post-vention resource team as needed to address campus-related circumstances and responses to the student’s death
- Communicates directly with and serves as a resource to the family in partnership with faculty or staff as appropriate for personal and financial issues related to the student’s involvement with the University
- Provides support for roommates and other peers impacted by the student’s death
- Invites the family to a memorial service held each spring for those students who have passed away
- Eligibility for Posthumous Degree or Certificate is determined according to policy by the Office of the Registrar and Office of Academic Affairs (for undergraduate students) and by the Graduate School (for graduate students).
- Memo is sent from Office of the Dean of the College (for undergraduate students) or from the Office of the Dean of the Graduate School (for graduate students) to the Provost requesting a Posthumous Degree or Certificate (may include information about the student and their academic record) or a Degree in Memoriam (if student did not meet requirements for a posthumous degree).*
- Motion is sent from the Provost to the Faculty President for consideration of the Posthumous Degree or Certificate or Degree in Memoriam at the next meeting of the Faculty Executive Committee.
- If approved by Faculty Executive Committee, motion is considered at next Faculty Council meeting.
- If motion is approved by Faculty Council, the Office of Academic Affairs will alert the college, Graduate School (if applicable), Office of the Registrar, Office of Events and Special Projects, and Dean of Students Office of the approval. The Dean of Students Office:
If Posthumous Degree or Certificate:
- Contacts the family to share that a Posthumous Degree or Certificate will be awarded and to determine appropriate way to award the degree (i.e., during a Department and/or Collegiate reception following Commencement or send via mail)
- Determines from the family specific requirements for the printed diploma(s) or certificate(s) and places the order with the Office of the Registrar including:
- How many diplomas/certificates are needed (i.e., if parents are divorced, more than one diploma may be requested, etc.)
- How the student’s name should appear
- To whom it should be sent/delivered (i.e., Department/College contact)
- If family will attend Commencement, the Dean of Students should:
- Send the name(s) and mailing address(es) of the family contact(s) to the Office of Events and Special Projects indicating the number of parking passes and seats necessary
- Coordinate with the associate dean of the academic college to make all arrangements necessary for awarding the degree at a Department and/or Collegiate reception, including meeting and escorting the family to all locations**
- NOTE: The family parks in the Cone Deck and are seated in the Chancellor’s special seating section
If Degree in Memoriam***:
- Determines from the family specific requirements for the certificate and places the order with the Office of the Registrar including:
- How many certificates are needed (i.e., if parents are divorced, more than one certificate may be requested, etc.)
- How the student’s name should appear
- To whom it should be sent/delivered
* Internal collegiate procedures may exist prior to the memo sent from the Dean to the Provost. Please contact the Associate Dean for more information.
** If it is the wish of the family to receive the diploma or certificate during the Commencement ceremony, the Dean of Students Office should consult with the Office of Events and Special Projects. The Office of Events and Special Projects will review the request with the Chancellor and coordinate all special accommodations including but not limited to receiving the diploma or certificate in the Platform Party room prior to the Commencement ceremony and/or walk during the Commencement ceremony, attire, parking, and arrival location and time.
*** Degrees in Memoriam are not presented at Commencement.
- Posthumous Degree or Certificate – A regular UNC Charlotte degree or certificate that is included as part of the University’s official count of degrees, but is awarded posthumously.
- Degree in Memoriam - A recognition provided to honor a deceased student’s progress toward the degree. The Degree in Memoriam is not included in the official count of degrees.
IV. Policy Contact(s)
- Authority: Office of the Provost and Vice Chancellor for Academic Affairs
- Responsible Office: Office of the Provost and Vice Chancellor for Academic Affairs
- Additional Contact(s): Office of Student Affairs
- Established: October 2, 2012
- Revised: September 15, 2017
- Revised: October 25, 2018 [added Certificates and Degrees in Memoriam]
VI. Related Policies, Procedures and Resources
VII. Frequently Asked Questions
- Where is this procedure referenced?
The procedure is published on the Academic Policies & Procedures webpage of the Provost website.