Procedures for Awarding of Posthumous Degrees and Certificates of Achievement in Memoriam

Purpose

The purpose of these Procedures is to ensure that posthumous degrees and certificates of achievement in memoriam are awarded and presented in a timely and coordinated manner.

Definitions

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Scope and Authority

These procedures apply to all cases where an individual has died while registered as a student at the University, or was registered as a student of the University within twelve months of the student’s death. 

The Registrar, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of these Procedures.

Procedures

Assessing Eligibility

1. Upon receiving notice of the death of a student, the Faculty Dean in consultation with the Registrar may initiate an assessment of the student’s eligibility for a posthumous degree or certificate of achievement in memoriam.
2. Normally, this assessment will be undertaken within the first month following the notice so as to be able to provide the student’s family with reasonable expectations as to the outcome of the process.

Consulting with the Student’s Family

1. If the Dean determines that the awarding of a degree or certificate is appropriate, he/she will then contact the student’s family to discuss the details of the award and take its direction on how the degree or certificate will be conferred.

Awarding a Posthumous Degree

1. Approval of Degree
   1. For the granting of a posthumous degree, the Dean will make a recommendation to the Registrar, who will then take it forward as a motion to Academic Council for approval at its next regularly scheduled meeting.
   2. A degree parchment will then be prepared by the Registrar’s office. The notation “Degree Awarded Posthumously” will appear on the student’s transcript and in the convocation program at the next regularly scheduled convocation ceremony.
2. Presentation of the Degree
   1. In consultation with the student’s family, the Dean will organize a small function to present the degree parchment to the student’s family after the degree is approved by Academic Council. If the student’s family declines or is unable to attend the event, the parchment will be forwarded by courier to the student’s family.

Awarding a Certificate of Achievement in Memoriam

1. Approval of the Certificate
   1. For the awarding of a Certificate of Achievement in Memoriam, the Dean will make a recommendation to the Registrar, who will then prepare the certificate.
   2. The notation “Certificate in Achievement in Memoriam” will appear on the student’s transcript and on certificate. The certificate will be signed by the Faculty Dean and the Registrar.
2. Presentation of the Certificate
   1. In consultation with the student’s family, the Dean may organize a small function to present the certificate to the student’s family. If the family declines or is unable to attend a presentation, the certificate will be forwarded by courier to the student’s family.

Monitoring and Review

These procedures will be reviewed as necessary and at least every three years.  The Registrar, or successor thereof, is responsible to monitor and review these Procedures.

Relevant Legislation

University of Ontario Institute of Technology Act, 2002, SO 2002, c. 8, Sch. O

By-Law Number 1 of the University of Ontario Institute of Technology 

Related Policies, Procedures & Documents

Policy on Posthumous Degrees and Certificates of Achievement in Memoriam

General Academic Regulations, Undergraduate Academic Calendar

Policies and Procedures for Graduate Studies, Graduate Academic Calendar

Responding to the Death of a Student Guidelines