HCS80-Staff Death Support Policy

Registration Number: {{org_field_registration_no}}

Staff Death Support Policy

1. Purpose

The purpose of this policy is to outline the procedures and support mechanisms in place when a staff member passes away, ensuring a compassionate, efficient, and compliant response that considers the well-being of colleagues, people we support, and the staff member’s family. This policy aligns with Care Inspectorate Scotland regulations, employment law, and best practices in bereavement support.

2. Scope

This policy applies to:

All employees of {{org_field_name}}.
Management and HR teams responsible for handling staff deaths.
Colleagues and teams affected by the loss.
People we support and their families, where appropriate.
External agencies and regulatory bodies where notification is required.

3. Legal and Regulatory Requirements

Health and Social Care Standards (Scotland)
Scottish Social Services Council (SSSC) Codes of Practice
Employment Rights Act 1996
Data Protection Act 2018 & GDPR (for handling personal information)
Reporting requirements under the Care Inspectorate Scotland Guidelines

4. Immediate Actions Following a Staff Death

4.1 Notification and Internal Communication

Immediate Notification to Management: Any staff member who becomes aware of a colleague’s passing must inform the Registered Manager or HR Department.
Verification of Information: The HR team will confirm the details with the relevant authorities (e.g., family, hospital, police).
Senior Management Briefing: The Registered Manager and HR will coordinate a response plan.

4.2 Notifying the Staff Member’s Family

If the death occurs at work, emergency services will be contacted, and the next of kin will be informed by a senior manager in a compassionate and professional manner.
If the death occurs outside of work, the organisation will confirm details with the family before notifying colleagues.
Support for the Family: HR will offer assistance, including guidance on workplace benefits, final pay, pension arrangements, and bereavement support.

4.3 Notifying External Organisations

Care Inspectorate Scotland must be informed if the death has implications for service delivery.
SSSC must be notified if the staff member was a registered care professional.
Insurance and Pension Providers must be contacted where applicable.

5. Supporting Colleagues and Teams

5.1 Emotional and Well-Being Support

Counselling Services: Employees affected by the loss will be offered bereavement counselling.
Manager Support Meetings: Line managers should check in with affected staff individually.
Peer Support: A designated well-being officer will provide additional support.
Flexible Work Arrangements: Staff may request time off or adjustments to their workload.

5.2 Memorial and Recognition

A moment of silence or remembrance gathering may be arranged if appropriate.
A condolence book or digital message board will be set up for staff to share thoughts.
A charity donation or memorial tribute may be arranged with family consent.

6. Operational Considerations

6.1 Covering Shifts and Service Continuity

Immediate Staffing Adjustments: Line managers will ensure shift coverage with minimal disruption to care services.
People We Support Communication: Where appropriate, people receiving care will be informed with sensitivity.
Recruitment Adjustments: HR may implement emergency recruitment if required.

6.2 Data and Payroll Management

Final Payroll Processing: HR will process any remaining salary, unused holiday pay, or pension benefits for the staff member’s family.
Access to Work Systems: IT must revoke access to systems, emails, and sensitive data promptly.
Secure Disposal of Personal Belongings: Personal items will be handled with care and returned to the family.

7. Reporting and Compliance

Internal Investigation (if required): If the death occurred at work, an internal review will be conducted.
Incident Reporting: Any sudden or unexpected workplace-related deaths must be reported to Care Inspectorate Scotland and relevant authorities.
Data Protection: All personal information will be handled in line with GDPR and confidentiality policies.

8. Training and Awareness

All employees will be provided with guidance on how to cope with workplace bereavement.
Supervisors will be trained in supporting affected teams professionally and sensitively.

9. Related Policies

Bereavement Leave Policy
Health and Well-being Policy
Incident Reporting and Management Policy
Workplace Health and Safety Policy

10. Policy Review

This policy will be reviewed annually or immediately after any workplace-related staff death to ensure it remains comprehensive, effective, and compassionate. {{org_field_name}} is committed to providing appropriate support while maintaining service continuity and regulatory compliance.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.