G.O. 6.16 - Death Notifications

INTRODUCTION & ADMINISTRATIVE FRAMEWORK

  • General Order: 6.16 – Death Notifications
    • Original Issue Date: 3/2/20193/2/2019
    • Reissue / Effective Date: 10/31/202210/31/2022
    • Section: 6 – Investigative Functions
    • Accreditation Standard: POSTC 3.4.163.4.16
    • Applies to: All Norwich Police Department Personnel
    • Legal Caveat:
    • Order is internal guidance; it does not raise the civil or criminal legal duty of care toward third‐parties.
    • Violations lead to departmental administrative sanctions; criminal/civil actions are pursued separately in court.

PURPOSE

  • Establishes written directives for prompt, considerate, and professional notification of the next-of-kin when a person is:
    • Deceased
    • Seriously injured
    • Seriously ill
  • Ensures officers apply accepted crisis-intervention techniques while giving survivors useful information and support.

POLICY STATEMENT

  • Notifications must be timely and compassionate.
  • All officers are required to familiarize themselves with the procedures outlined herein.

DEFINITIONS

  • Next-of-Kin (NOK): Closest relative in the sequential order:
    1. Spouse
    2. Parents
    3. Brothers or sisters
    4. Children

TIMELINESS OF NOTIFICATION

  • Duty Trigger: Any sworn officer who responds to or encounters a deceased person while on duty.
  • Deadline: Notification must occur as soon as practicable, but no later than 2424 hours after positive identification.
  • Documentation Requirements:
    • If notification is delayed or unsuccessful, officer must record:
    • Reasons for failure/delay
    • All attempts made
  • Out-of-Jurisdiction NOK:
    • Officer/supervisor may contact the local agency where NOK resides.
    • Must request in-person notification and confirmation once completed; document both.
  • Failure to Notify:
    • NOK may petition the Office of the Inspector General (OIG).
    • OIG investigates for malfeasance.
    • OIG may recommend discipline to POSTC.
    • POSTC can revoke certification for intentional/reckless failure to notify.

INFORMATION GATHERING & PREPARATION

  • Resource Coordination
    • Request agency chaplain or crisis-intervention specialist when feasible.
  • Essential Facts to Compile prior to approach:
    • Full name, age, race, home address of deceased
    • Detailed circumstances of death
    • Location of body & personal effects
    • Any other pertinent info
  • Identify Appropriate NOK in strict relational order; consult supervisor if unclear.
  • Assess Survivor Factors:
    • Age, disability, vision/hearing issues, medical problems, language barriers
    • Names of close relatives, friends, doctor, clergy
  • Referral Materials: Have a list of community resources to leave with survivors.
  • Radio Discipline: Avoid broadcasting the deceased’s name prior to NOK notification.
  • Notification Team Preference:
    • Ideal: Officer + Agency Chaplain
    • Alternate: Officer + Supervisor (if chaplain unavailable)
  • Delivery Mode: Must be in-person unless exigent circumstances require phone notification.
  • Personal Effects: Do NOT deliver at the notification visit.

MAKING NOTIFICATION (IN-PERSON PROCEDURE)

  1. Arrival Protocol
    • Verify address/location accuracy.
    • Ask to speak to immediate survivor.
    • Identify self (name, rank, department).
    • Request entry to private space.
  2. Privacy Priority – Strive for survivor’s home or other private area.
  3. Gather Family – If possible, bring all present family members together first.
  4. Language & Tone
    • Direct, simple wording: explicitly state the person is dead.
    • Avoid euphemisms ("passed on", "gone to a better place").
    • No police jargon; no graphic details unless asked.
    • Refer to deceased by first name or relational term (son, daughter).
  5. Manage Emotional Reactions
    • Expect hysteria, numbness, or potential aggression.
    • Allow time for composure; avoid cliché comfort phrases ("I know how you feel").

PROVIDING ASSISTANCE & REFERRAL AFTER NOTIFICATION

  • Do NOT Leave Immediately – Remain until reasonably certain the survivor has:
    • Emotional stability
    • Supportive adults/friends present
    • Capacity to care for dependents
  • Information Survivors May Need
    • Body disposition procedures
    • Location of personal effects
    • Identification requirements
    • Names & phone numbers of responsible officers
  • Medical Awareness
    • Monitor for health crises; stage EMS if pre-existing conditions are known.
  • Communication Technique
    • Speak slowly; write down critical information.
  • Well-Being Assessment Checklist (officer should internally confirm):
    • Survivor oriented to person, place, time?
    • Shows emerging grasp of reality of death?
    • Displays controllable emotions (no intent of self-harm)?
    • Physically capable (no collapse, adequate support network)?
  • No Lone Survivors – Never leave a survivor alone until support arrives (family, friends, clergy, counselors, etc.).

LEGAL / DISCIPLINARY MECHANISMS

  • Office of Inspector General (OIG)
    • Investigates failures to notify.
    • Determines malfeasance, can recommend discipline to POSTC.
  • Police Officer Standards and Training Council (POSTC)
    • Holds authority to revoke certification for failures under this policy.

ETHICAL, PHILOSOPHICAL & PRACTICAL IMPLICATIONS

  • Balances duty of compassion with procedural accountability.
  • Reinforces public trust by ensuring transparency and timeliness.
  • Reduces secondary trauma via structured crisis-intervention methods.
  • Reflects broader policing principles: dignity, respect, and victim support.

CONNECTIONS TO OTHER GUIDELINES & REAL-WORLD CONTEXT

  • Mirrors best practices from national death-notification models (e.g., U.S. DOJ, military casualty teams).
  • Integrates crisis-response principles applicable to:
    • Mass-casualty events
    • Traffic fatalities
    • Homicide investigations
  • Complements prior lectures on victim assistance, community policing, and trauma-informed communication.

QUICK-REFERENCE TIMELINE

  • 00–2424 hours post-ID: Complete NOK notification
  • Post-notification: Provide continuous support until stable help network present

NUMERICAL & STATISTICAL REFERENCES (FORMATTED)

  • Notification deadline: 24 hours24\ \text{hours}
  • POSTC standard: 3.4.163.4.16
  • Effective dates: 3/2/2019 (original), 10/31/2022 (reissue)3/2/2019\ (original),\ 10/31/2022\ (reissue)