What to do when a colleague dies
Updated on: 21 October 2025
Guidance for line managers on what to do if an employee dies while employed by the University.
When a colleague dies, it is a difficult time for their family, team and students. This guide explains what to do in the first few days and who to contact for help. It also outlines how to support your team and manage practical tasks with care and respect.
Immediate steps if you are notified of a death
If you are told that a colleague has died, take these steps straight away.
- take the name of the deceased and their School or professional services unit
- record the notifier’s name, contact number and relationship, and who the University should contact for updates
- ask whether the cause of death can be shared and if funeral details will be available later
- inform the Head of School or Service Director and the Director of Human Resources immediately
- tell the notifier that the Head of School or deputy will be in touch soon
Human Resources will then notify relevant services, including the Principal’s Office, Corporate Communications, Payroll and Pensions, Occupational Health, Chaplaincy, Student Services, Insurance (where appropriate) and the Technology Transfer Centre for intellectual property
If a death occurs on University premises
If a colleague dies on University premises, follow the steps below to ensure the right people are notified quickly and sensitively.
- Call Emergency Services first on 999.
- Then notify the Security and Response Team on +44 (0)1334 46 8999.
- Contact the Director of Human Resources.
- Contact Environmental, Health and Safety Services (EHSS) as soon as possible. EHSS will advise on the next steps and coordinate any required investigations.
Your responsibilities as a line manager
As a line manager, you are responsible for supporting the team and ensuring that essential information reaches the right people.
The actions below show what to do within specific timeframes.
Within 24 hours
- Contact the notifier to offer condolences and provide a point of contact for pay or pension questions.
- Check that Human Resources and the Principal’s Office have been informed.
- Inform colleagues and, if appropriate, students; contact the Chaplain for guidance if you need help with wording.
- Identify close collaborators outside your team who should be told.
- Signpost available support, including
- Occupational Health
- Chaplaincy
- Human Resources
- Student Services if students are affected.
Within two to three days
- Send a condolence card and, if appropriate, flowers or a donation (reasonable expenses up to £50).
- Agree who will be the main contact for the family or next of kin.
- Contact the family to express sympathy and ask about funeral arrangements.
After the funeral
- Arrange for the return of personal belongings.
- Liaise with the Chaplaincy about any memorial service or event.
- Ask the next of kin to return University property such as laptops, screens and mobile phones, offering to collect these if easier for them.
Central communications and actions
These steps are managed by central teams, but you should be aware of what they involve.
- Principal’s Office and Corporate Communications – prepare and send the Principal’s message to the University community, and send a letter of condolence to the next of kin including funeral details if known
- Human Resources – notify relevant parties, arrange end-of-employment processing including payroll, instruct IT Services to withdraw access, provide information for communications, and write to the next of kin about salary and pension arrangements
Support for you and your team
Grief affects people in different ways. Use the support options below and ask HR or the Chaplaincy for guidance if needed.
Look after yourself as a manager
- Seek support from colleagues, Human Resources and the Chaplaincy.
- Take time for your own wellbeing so you can support others effectively.
Support your team
- Check in regularly with staff and ask what would help.
- Explain available support routes at work and beyond.
- Keep regular contact with those most affected.
- Seek HR advice if you are concerned about anyone.
- Where possible, bring the team together to share memories and provide mutual support, and follow up with those unable to attend.
Ways to remember a colleague
- Open a book of condolence.
- Arrange a memorial or commemorative event.
- Raise funds for a charity chosen by the family or meaningful to the colleague.
Time off to attend the funeral or memorial
Attendance at the funeral by a senior colleague and two or three close work friends is normally appropriate.
This time is treated as paid compassionate leave.
If more people wish to attend, discuss short-term arrangements to maintain essential services and, if needed, coordinate shared transport.
Managing workload and duties
After a colleague’s death, the priority is to maintain stability for the team and those they worked with.
- Focus on covering essential work while longer-term plans are agreed.
- Share priority tasks across the team.
- Notify key contacts outside the University if work will be delayed or reassigned.
Who to contact
If you need advice or emotional support, the following services can help.
Chaplaincy
Email: chaplaincy@st-andrews.ac.uk
Phone: 01334 46 2866
Occupational Health
Email: occhealth@st-andrews.ac.uk
Phone: 01334 46 2750
Human Resources
Email: hr.general@st-andrews.ac.uk
Phone: 01334 46 2556
Student Services
Contact Student Services for advice and support when students are affected.
Related resources
Find policies, contacts and support services that can help you and your team.
External bereavement support
Independent bereavement support is also available.
Links to external sites and information
The University is not liable for external web content and may not be aware when this content is changed or removed.