University Advancement Services :: University of Rochester

Memo to: All University of Rochester Advancement & PR departments
Re: Reporting deaths of alumni and donors
Date: February, 2005

You may have noticed some changes to various records procedures during the past year, as we try to get a better handle on systems, streamlining where possible. One area of concern to many is how we handle alumni deaths on FIST, and reporting in the alumni magazines (Rochester Review, Medical Review, Eastman Notes, etc).

Because of historical embarrassments when alumni were mis-reported as deceased, we are now requiring some definite confirmation of a death: an obituary, a mass-card or program from a funeral or memorial service, or a signed letter giving details of date and place of death from a relative or identified friend.

We have some new sources for acquiring printed obituaries from more sources, but they are not comprehensive. For situations when a family member or friend calls up a University office to report the death, that caller is often the best source for confirming information. Please, if you talk to someone calling to report a death of a University friend or alumnus/a, offer sympathy and then explain that we need further documentation as mentioned above. Ask that documentation be sent to you, or to me (address below). At the very least, please get the name and contact information for the person on the phone, and the date and place of death of the person being reported. Our office is happy to follow up with the family if necessary to obtain more information.

If we cannot retrieve documentation of a death, this office will send a letter to the supposed-deceased's address, or that of the survivor if we have it, requesting further information. A sample letter is below:

Address envelope to specific name (if someone reported without details) or XXXXX or heirs

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Dear Sir or Madam (unless we have a name):

We have been notified of the death of XXXX, and are sorry to hear of your loss. Please accept the University's condolences.

The deaths of University of Rochester alumni are reported in the appropriate alumni magazine. Unfortunately, several of our alumni have had the unpleasant experience of seeing themselves listed as deceased, and receiving inquiries from concerned classmates and friends, because we had changed our records without sufficient documentation.

So we may avoid these unfortunate errors, please send us a copy of the obituary, a program from a memorial service, or a signed letter with details of date and place of death. We will then be happy to record the information on our records.

If you have any questions or concerns, please let me know. Thank you.

Mary Pat Walton
Interim Executive Director, University Advancement Services
University of Rochester
P.O. Box 270032
Rochester, NY 14627-0032

University Advancement Services

Reporting Deceased Alumni