Supporting Departments After Loss

Guidance for Loyola Leaders and Departments 

The death of a colleague is a profound loss to our Loyola University Chicago community. Grounded in the Jesuit value of cura personalis, this guide is intended to help supervisors, department leaders, and HR partners respond with care, clarity, and respect for the employee’s family and coworkers. The information provided in this guide is intended to provide general guidance. Each situation is unique and should be handled with care, judgment, and sensitivity. As each situation will be unique, good judgment and sensitivity should be used when supporting the deceased employee’s family, significant others, and co-workers. 

Our goals are to: 

• Support the family of the deceased employee
• Care for colleagues and students affected by the loss
• Ensure timely and accurate processing of employment and benefits matters
• Maintain privacy and dignity in all communications 

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When a Family Member Notifies the Department of a Loss 

In some cases, a family member or loved one may contact a supervisor or department directly to share news of an employee’s passing. These conversations are often unexpected and may be deeply emotional. Please respond with care, presence, and compassion. 

During the Conversation 

• Express sincere condolences on behalf of the department and university
• Acknowledge and honor the employee’s contributions  
• Thank the caller for informing the department
• Gently confirm and note the date of death*, if shared (see below)
• Avoid discussing employment, pay, or benefits details during this initial conversation 
• Let them know that Human Resources will follow up to provide guidance and support on the next steps 
• If appropriate, ask about the family’s wishes regarding communication with colleagues 

Gather Key Information* 

If appropriate and with sensitivity, you may gather the following: 

• Full name of the person calling 
• Their relationship to the employee 
• Preferred phone number 
• Email address 
• Mailing address (if they are comfortable sharing) 

You may find it helpful to say: “To ensure the right team can support you, may I confirm the best contact information for you?” 

Immediately Notify HR 

Departments should coordinate with Human Resources before issuing communications or processing employment actions to ensure information has been appropriately confirmed. 

After the call: 

• Send an email to the HR Manager of your business unit with the information collected.
• Follow up with a phone call to ensure timely action
• The HR Manager will contact the Benefits Department
• The Benefits Department will coordinate with Payroll and other HR partners as needed
• The Benefits Department reaches out directly to the family or designated beneficiary

Do not promise specific benefits, payments, or timelines. The Benefits Department will serve as the primary university contact for the family regarding benefit-related matters such as insurance policies, final payroll, and other benefit-related matters. 

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Benefits Coordination 

Once notified by the HR Manager, the Benefits Department will coordinate: 

• Employment separation processing 
• Final paycheck and accrued leave payout
• Life insurance and retirement benefit notifications
• Benefits termination or continuation information
• Required documentation and claim processes
• Payroll coordination
• Outreach to other HR Business Partners if necessary 

The Benefits Department will serve as the primary point of contact for the family regarding benefit-related matters. 

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Contacting the Family (Department Role) 

After coordinating with HR, the department head (or designee) may reach out to: 

• Offer condolences on behalf of Loyola
• Express appreciation for the employee’s contributions
• Ask about the family’s wishes regarding communication to colleagues.

Communicating with the Department and Campus 

All communication should: 

• Be coordinated with HR
• Respect the wishes of the family
• Protect confidential information

Departments should avoid posting information on social media or public platforms unless coordinated with University Marketing Communications and aligned with the family’s wishes. 

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Department Notification 

Supervisors should: 

• Inform team members promptly and compassionately
• Share available support resources
• Allow space for staff to process the loss

Supporting Employees and Students 

Grief affects individuals in different ways. Leaders are encouraged to create space for reflection and support. 

Employee Assistance Program (EAP) 

The Employee Assistance Program with AllOne Health offers confidential counseling and support services to employees and eligible household members. Leaders should share EAP information with affected teams. If individual or group counseling is needed for your team, please connect with your HR Manager, who will coordinate counseling resources with AllOne Health. 

When a Co-Worker Passes Away 

Sudden Death in the Workplace 

Counseling and Mental Health Resources 

Employees and students may seek support through Loyola’s counseling and mental health services. For more information about available resources, please visit our Mental Health resources page. 

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Campus-Wide Communication 

If broader communication is appropriate, coordinate with University Communications ad before issuing any announcement. No public or campus-wide communication will be distributed without confirmation and family acknowledgment.