Protocol to be followed upon the death of an employee

• Notification of death

  As a rule, the notification of death of a VU Amsterdam employee is sent to the supervisor of the unit where the deceased was employed. In cases where the notification is sent elsewhere, it is important that the supervisor be notified of this as soon as possible.   

  Before contacting the employee’s surviving relatives, the supervisor should first inform the Director of Operations and the Faculty Dean or the head of the division or service department of the employee’s death, in order to decide who will contact the relatives and what matters need to be discussed.   

  The secretary of the Executive Board will also be informed, so that he or she can notify the Executive Board and, where appropriate, the Board of the VU Foundation at the earliest possible opportunity.   

  The person within the unit appointed to contact the relatives in order to offer the university’s condolences, will inquire about the following (if not already known):  

  • the date of death;  
  • the date, time and location of the funeral service; 
  • the correspondence address;  
  • a death certificate or funeral notice card; 
  • the relatives’ consent to place an obituary in the newspaper on behalf of the employer.  

• Informing the HR, Health & Safety department

  • The Director of Operations, the Faculty Dean or the director of the service or department will inform the HR Service Desk of the death and pass on the information obtained under header 'Notification of death', on telephone number +31 (0) 20 59 82882.  
  • The HR Service Desk will then immediately inform the personnel consultant and the relevant HR Advisor from the HR Service Centre in the HR, Health & Safety department to complete the administrative requirements after a death.  
  • The Director of Operations or the Faculty Dean will then inform the relevant personnel consultant, the Director of HR, Health & Safety department, and, in the event of the death of a professor or professor emeritus, also the Beadle.  

• Placing an obituary on behalf of the employer

  If the relatives agree to the placing of an obituary notice, then the university and the relatives will jointly choose a newspaper. The following guidelines should be adhered to when placing an obituary:  

  • The faculty or service will draft an obituary and place it in the newspaper (signed by the Faculty Dean, Director of Operations or Service Director) in agreement with the family.    
  • Where it concerns a professor or professor emeritus, the faculty (respectively ACTA or VUmc) will ensure that the obituary is placed also on behalf of the Executive Board of the university. This is in effect a joint obituary by the Faculty Board (signed by the Dean) and the Executive Board of the university (signed by the Chairman of the Board, the Vice-chairman and the Rector Magnificus). In both cases, under certain circumstances (for example, long-term absence), another member of the Board may sign the joint obituary. The faculty prepares the text and submits it to relevant Executive Board members via the Executive Board secretariat prior to posting.
  • Where it concerns the death of a former or current director of a service or faculty, the secretary will see to the placing of a notice on behalf of the Executive Board (in his or her own name). The Chairman of the Executive Board, the Vice-chairman and the Rector Magnificus will sign the obituary. The faculty prepares the text and submits it to relevant Executive Board members via the Executive Board secretariat prior to posting.
  • The VU Amsterdam logo will be added to the obituary notice.  

• Letter of condolence

  The faculty or service department will send a letter of condolence to the relatives. Where it concerns a director, dean, professor or professor emeritus, the Executive Board will send a letter of condolence to the relatives. 

• Funeral services

  The employees of the faculty, service or work unit concerned will be given the opportunity to attend the funeral service. 

• Administrative settlement after death

  Approximately two weeks after the death of an employee, the relevant HR Advisor from the HR Service Centre (in consultation with the personnel consultant or the supervisor) will send the relatives a letter confirming the termination of employment. The relatives will also receive an overview of matters that VU Amsterdam is taking care of for the heirs and matters that the heirs themselves should arrange. 

• Survivor and death benefit

  The remuneration will be based on all days up to and including the last day of the month following the employee’s death. In accordance with Article 7.4 of the Collective Labour Agreement (CLA), the widow or widower, or registered partner as referred to Section 674 of Book 7 the Dutch Civil Code, will also receive a survivor’s benefit. At the relatives’ request, if the deceased has no widow, widower or dependent children, part of or the entire sum of the survivor and death benefits may be used to pay for the recent medical costs and the funeral costs if these are not covered by the deceased’s estate.  

• Former employees

  The above is not applicable in cases concerning the notification of the death of a former employee, unless the deceased was a professor emeritus or a former service director. The faculty or service is free to make arrangements as it sees fit and at its own discretion.  

• Signature

  The procedure is as follows: 

  • When it concerns an employee of a faculty, the application must be signed by the director of the faculty in question. 
  • When it concerns an employee of a service department, the application must be signed by the director of the service department in question. 
  • When it concerns a professor or professor emeritus a joint obituary will be placed and signed by the Faculty Board (signed by the Dean) and the Executive Board (signed by the Chairman, the Vice-chairman and the Rector Magnificus). In both cases, under certain circumstances (for example, long-term absence), another member of the Board may sign the joint obituary. The standard signature is as follows:   
    
    On behalf of the Executive Board,  
    
    [name], Chairman
    [name], Vice-chairman    
    [name], Rector Magnificus   
    
    On behalf of the Faculty Board [name faculty]  
    
    [name], Dean 
  • When it concerns a (former) member of the Executive Board, (former) member of the Board of the VU Foundation, (former) member of the Board of the VU Association, the Board of Members or the Supervisory Board, the obituary will be signed by the VU Foundation. The signature is as follows:
    
    On behalf of the VU Foundation
    
    [name], Chairman Executive Board
    [name], Chairman Supervisory Board
    
    Prior coordination always takes place with the secretary of the Executive Board of the VU Foundation. The secretary Executive Board immediately informs the secretary Supervisory Board and secretary VU Association.
  • Where it concerns the death of a former or current director of a department or faculty, the secretary of the Board will see to the placing of a notice on behalf of the Executive Board. The Chairman of the Executive Board, the Vice-chairman and the Rector Magnificus will sign the obituary. The signature is as follows:  
    
    On behalf of the Executive Board,
    [name], Chairman
    [name], Vice-chairman 
    [name], Rector Magnificus  

• Sharing the costs of a joint obituary

  Where it concerns placing a joint obituary on behalf of a faculty and the Executive Board, the faculty may claim back a proportionate share of the costs from the Executive Board.

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