PASS - Entering Deceased Student Information (Staff)

This section outlines how Student Records updates a student’s information if a student should die while attending the University of Wisconsin-Platteville.

1. Two pages are used to enter information concerning a student’s death.
   1. Decedent Data – the student’s date of death and place of death are entered on this page.
   2. Addresses – the student’s address type is set to DECS and the address of the Registrar’s office is entered on the page, then inactivate other address types.
2. Update the Student Program page with the Program Action of Administrative Withdrawal and Action Reason of DEAT.
3. Add transcript text indicating the student’s date of death.

Displaying the Biographical Details page
In PASS, navigate to Campus Community - Personal Information - Add/Update a Person

Selecting the Student
Complete the following steps to display the page for an individual.

1. Enter the identification number of the individual or the first and last name in the appropriate fields.
2. Click the Search button to display a list of valid values. When multiple records meet the criteria, a list of Valid Value displays. Click on the record you want to display.

Modifying the Address Type and Address
Complete the following steps to set the Address Type to Deceased.

1. Click the Addresses link on the Biographical Detail page to display the Address page.
2. In the Add Address Types portion of the page, mark the Deceased Addr Pointer checkbox.
3. In the Add Address portion of the page, click the Edit Address link to display the Edit Address page.
4. Enter the following information as the deceased address:

   Address 1 --- Registrar’s Office

   Address 2 – 2100 Ullsvik Hall

   City – Platteville

   State – WI

5. Click OK to save the information and return the Address page.
6. On the Address page, click Submit. 
7. Click Save.
8. Click on all address types, one at a time, update the status to inactive.  
9. Check the box of that address type.  Save.

NOTE:  If you don’t click the Save button on the Address page after clicking the Submit button, the addition or modification will not be saved.
Information entered on the page should be similar to the following page.

Displaying the Decedent Data page

In PASS, navigate to Campus Community - Personal Information - Biographical - Personal Attributes - Decedent Data

Entering Date and Place of Death
Complete the following steps to enter the date and place of death.

1. Verify the individual’s name and identification number are correct.
2. Enter the date of the student’s death in the Date of Death field. Enter the date in the following format: mm/dd/yyyy where “mm” represents the two-digit month, “dd” represents the two-digit day, and “yyyy” represents the four-digit year.
3. Enter the name of the city and 2-character state where the death occurred in the Place of Death field.
4. Click Save.

Information entered on the page should be similar to the following page.

Displaying the Student Program/Plan page

In PASS, navigate to Records and Enrollment - Career and Program Information - Student Program/Plan

Selecting the Student
Complete the following steps to display the page for an individual.

1. Enter the identification number of the individual or the first and last name in the appropriate fields.
2. Click the Search button to display a list of valid values. When multiple records meet the criteria, a list of Valid Value displays. Click on the record you want to display.

Updating the Student Program/Plan
Complete the following steps to update the student’s program/plan record.
NOTE:  Only update the Student Program/Page page when the student is active at the time of their death.

1. Click in the Effective Date field and click on the plus (+) sign to insert a new row.
2. Click on the down arrow to the right of the Program Action field and select WADM.
3. Click on the down arrow to the right of the Action Reason field and select DEAT.
4. Click Save.

Information entered on the page should be similar to the following page.

Displaying the Transcript Text page

In PASS, navigate to Records and Enrollment - Transcripts - Transcript Text

Selecting the Student
Complete the following steps to display the page for an individual.

1. Enter the identification number of the individual or the first and last name in the appropriate fields.
2. Click the Search button to display a list of valid values. When multiple records meet the criteria, a list of Valid Value displays.
3. Click on the record you want to display.

Entering Transcript Text
Complete the following steps to enter text on the student’s transcript.

1. Click in the Text Seq Nbr field and click the plus (+) sign to insert a new row of information.
2. Click on the down arrow to the right of the Transcript Type field and select UGUN.
3. Enter the following information in the Transcript Text field.  **** DECEASED – MONTH DD, YYYY ****
4. Click Save.

Information entered on the page should be similar to the following page.