{"id":8361,"date":"2020-03-31T09:24:29","date_gmt":"2020-03-31T16:24:29","guid":{"rendered":"http:\/\/cdcr.test\/dom\/chapter-3-personnel-training-and-employee-relations\/article-9-employee-death\/31090-6-on-duty-death\/"},"modified":"2025-09-03T06:20:27","modified_gmt":"2025-09-03T06:20:27","slug":"31090-6-on-duty-death","status":"publish","type":"dom","link":"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-3-personnel-training-and-employee-relations\/article-9-employee-death\/31090-6-on-duty-death\/","title":{"rendered":"31090.6 On&#8209;Duty Death"},"content":{"rendered":"\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Upon notification of an employee\u2019s death the hiring authority shall establish a team of staff to manage the associated tasks. This team may include the deceased employee\u2019s immediate supervisor, a member of the PSP, a personnel transaction Representative, and other members as determined by the hiring authority or their designee.<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The PSP shall be activated in accordance with DOM 31040.3.2. Members of the PSP team can assist the hiring authority with the policies in this article.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Media Contact<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>All media contacts shall be referred to the OPEC at opec@cdcr.ca.gov. Do not release the name of any individual involved in the incident to the media or others outside the department. Additionally, OPEC shall be notified of any death of a departmental employee which occurred under special circumstances.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Notification to CAL-OSHA<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Pursuant to California Code of Regulations, Title 8, section 342 and DOM section 31020.7, all employers are required to immediately, but no later than 8 hours, report all work-related deaths (Occurring in a place of employment or in connection with any employment) to CAL-OSHA.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Notification of Family<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Whenever possible, a department management Representative or the employee\u2019s supervisor shall, in-person, notify the family of the employee\u2019s death. If appropriate, a co-worker close to the deceased and a PSP chaplain may also be present.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The department Representative shall:<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Ask to enter the residence and inform the family or legal designee in a plain and concise manner; express condolences; and provide pertinent information regarding the circumstances surrounding the death. Any questions by the family may be addressed at this time. If this notification is to be made at a family member\u2019s place of work, a private area should be arranged in advance by the Representive at an appropriate time.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Discuss with the family the department\u2019s involvement with funeral arrangements. The family will determine the level of the department\u2019s participation in the funeral. The Representative will offer the department&#8217;s assistance to the family in making funeral arrangements.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the deceased was a correctional peace officer, inform the family of funeral arrangement options for peace officers.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Discuss available resources, services, and benefits, e.g. EAP, CPOF, etc.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Determine with the family if arrangements should be made for someone to remain with the family until relieved by another family member or friends.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>At the family&#8217;s request, assist in arranging for childcare with a provider who is acceptable to the family.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the family requests assistance to be isolated from the media and the public, staff may be assigned to screen telephone calls.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>As appropriate and necessary, arrange for police protection for the family.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Arrange with the family or legal designee an appropriate time to discuss all other pertinent matters.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Hospital Attendance<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the employee dies in a hospital and the family requests, the Representative shall transport or arrange for transportation of the family to the hospital and provide support. The Representative will coordinate with medical personnel to provide the family with information regarding the death. The hospital\u2019s Patient Services Coordinator will be asked to designate a private waiting area for the family. It is important for the family to be given as much information as possible regarding the death to prevent misinformation.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Notification to the HR, ADD<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The employee\u2019s death shall be reported to the department\u2019s HR, ADD. The following information shall be provided:<br>(A) Today\u2019s date<br>(B) Deceased employee\u2019s name<br>(C) Social Security Number<br>(D) Total state and CDCR\/CCHCS service<br>(E) Date of birth<br>(F) Classification title<br>(G) Collective Bargaining Unit Identifier (CBID)<br>(H) Supervisor name<br>(I) Work location<br>(J) Hiring authority\u2019s name<br>(K) Death category (in-the-line-of-duty, on-duty, or off-duty)<br>(L) Date\/time of death<br>(M) Suspected cause of death<br>(N) Location of death<br>(O) Last day worked (In-Office or Telework)<br>(P) Total state service (years and months)<br>(Q) Total years with CDCR\/CCHCS<br>(R) Next of kin or designee name<br>(S) Next of kin or designee relationship<br>(T) Next of kin or designee address<br>(U) Next of kin or designee telephone number<br>(V) Positive comments about the employee<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The HR, ADD shall be responsible for ensuring that the Secretary is notified as soon as practical following local operating procedures.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Notification of Governor<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The Secretary may advise the Governor\u2019s Office if the employee\u2019s death occurred under special circumstances.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Letter of Condolence &#8211; Hiring Authority<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The department\u2019s HR, ADD shall prepare a letter of condolence for the hiring authority. The hiring authority shall review, sign, and send the letter of condolence to the family.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Letter of Benefits \u2013 Personnel Officer<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>In addition to the letter of condolence from the CDCR or CCHCS hiring authority, the Personnel Specialist shall prepare a letter of benefits to the family or legal designee for the Personnel Officer\u2019s review and signature.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Workers\u2019 Compensation Analyst\/Return to Work Coordinator<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The field\/institution return-to-work coordinator, or Workers\u2019 Compensation Analyst, OEHM, and WC Unit shall work with the HQ-HR office or the local personnel office to ensure all information is provided to the family or legal designee regarding workers\u2019 compensation benefits.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>This shall include:<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Coordinating the completion and submission of SCIF Form e3067 and e3301 DWC Form 1 to the appropriate SCIF office.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Notifying the DIR, Division of Workers\u2019 Compensation, of the employee\u2019s death and completing DIR Form 510. The completed form shall be forwarded to DIR, Death Without Dependents, P.O. Box 422400, San Francisco, California 94142.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Immediately (if not completed by the POC or delegated staff) notifying the nearest district office of the Division of Occupational Safety and Health Administration of the employee\u2019s death, but no later than 8 hours after the formal notification of death. Notification information shall include:<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Time and date of accident\/event.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Employer\u2019s name, address, and telephone number.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Name and job title of person reporting the accident.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Address of the site of the accident or event.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Name and address of deceased employee (s).<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Nature [cause] of death.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Location where deceased employee was moved.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Identify and list other law enforcement agencies present at site of accident.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Description of accident and whether the accident scene or instrumentality has been altered.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Displaying the Flag<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Upon the death of an institutional employee while on duty, the Governor shall determine if it is appropriate to have the state flag flown at half-mast on the day of the funeral following local operating procedures in accordance with DOM section 51090.16.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Draped Badges<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Upon notification of the death of an employee and until immediately after the funeral, each hiring authority may authorize their peace officer staff to wear their badges draped pursuant to DOM 33020.9.6.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Funeral Arrangements<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If requested by the family, the department may provide assistance in making funeral arrangements.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Funeral Attendance<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Department representation at the funeral services of any employee who passes away while on duty is desirable.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Staff may attend an employee\u2019s funeral on state time with authorization of the hiring authority. The number of employees permitted to attend the funeral shall be governed by the department\u2019s needs as determined by the hiring authority.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>When the funeral is beyond the immediate geographic area, the hiring authority may approve attendance on state time, using a state vehicle.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Funeral Uniform<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>When uniform staff who are not participating as the honor guard attend the funeral of a department or other law enforcement agency employee in an official capacity, the department Class \u201cA\u201d uniform shall be worn, including the draped departmental regulation badge. The DOM \u00a733020 describes how the departmental regulation badge shall be draped and the Class \u201cA\u201d uniform.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Overtime And Travel Expenses<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Claims for overtime and\/or travel expenses to attend the funeral of an employee who died on duty shall be pre-authorized in writing by the requesting employee\u2019s hiring authority. The employee may then submit a request for travel advance in CalATERS. The travel advance must be cleared within 30 days of the issuance with a CalATERS travel expense claim or personal check.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Family Liaison<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The hiring authority shall designate a staff person to act as liaison to the family. This may be the department Representative or another staff member who shall discuss with the family benefits, collection of state-issued property, and return of personal effects.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Personnel Office Responsibilities<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Personnel staff are responsible for the following:<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Reviewing the employee\u2019s official personnel file and other employment records to determine final pay and benefits for which beneficiaries are eligible.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Meet personally with family to discuss information regarding appropriate benefits and final pay.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Notify the following of the employee\u2019s death:<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>HR, ADD (If the Personnel Office staff is the first person)<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Chief, Office of Employee Wellness (If not completed by the HA)<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>California Public Employee Retirement System (CalPERS)<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>State Controller\u2019s Office (SCO)<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>California Department of Human Resources (CalHR), Savings Plus Program office (if applicable) <\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Appropriate employee union or associations, insurance companies, or credit unions (if applicable)<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>CPOF \u2013 Custody Staff (if peace officer)<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Process final pay and other appropriate disbursements or collections (e.g., outstanding accounts receivable, salary or travel advances, or garnishments); 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