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EC Card and Flower Policy
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EC Card and Flower Policy

Establishment of a EC Card and Flower Fund:

An EC Card and Flower Fund has been established to provide financial resources for expressing concern or sympathy in an appropriate and timely manner in the event of staff-related hospitalizations or deaths. In addition to actions coordinated through the Assistant Provost's office following guidelines established for the Card and Flower Fund, it is anticipated that individual staff or EC departments will at times wish to take additional steps to express concern. Although Fund reserves are rather modest in size, careful procedures have been established as outlined below for handling these resources.

In the Case of Hospitalization

In the event of the hospitalization of any full-time or part-time EC employee (other than student workers, in which cases see below) where the hospital stay extends beyond twenty-four hours, a get well card will be sent using resources from a EC Card and Flower Fund. Information about a hospitalization should be conveyed as soon as possible to the Administravie Associate so that action can be taken without delay.

In the Case of Death

In the event of the death of a full-time or part-time employee (other than a student employee), or an “immediate family member” of an employee (as defined below), a sympathy card will be sent without delay, using resources from the Fund. In addition, either flowers will be sent using resources from the Fund, or a memorial contribution will be collected and sent to a designated charitable organization. An attempt will be made to determine whether flowers or a charitable donation is preferred. If some alternative form of memorial action is suggested by parties close to the family of the deceased, the Assistant Provost will confer with several staff to make a decision about what action should be taken. If flowers are sent, they will normally be sent to the appropriate funeral home, and resources from the Fund will be used for a $40 arrangement. (Taxes and delivery charges will be paid over and above the $40 flower expense.) If a charitable donation is preferred in lieu of flowers, the EC Card and Flower Fund will provide a $40 donation, and the Assistant Provost's office will notify the staff of the opportunity to make additional voluntary contributions to the charitable organization identified.

“Immediate Family,” “Step-Relatives,” and “Eligible In-laws”

“Immediate Family,” “Step-Relatives,” and “Eligible In-laws”

In cases of death (see above), for the purpose of implementing this policy “immediate family” includes spouse, children, step-children, parents, brothers, sisters, grandparents, and grandchildren. In the case of the death of other “step-relatives” of staff, the appropriateness of staff contributions may vary from situation to situation. EC directors are therefore encouraged to consider each “step-relative” death on a case by case basis (other than the cases of step-children already covered above)--and then alert the Assistant Provost's office if flowers should be sent from the Fund, or if EC staff should be given an opportunity to make a voluntary charitable donation as a memorial gift.

In the case of the death of an EC employee in-law (as defined below), the employee will be sent a sympathy card. Flowers will not be sent with resources from the Fund and charitable contributions will not be solicited by the Assistant Provost's office. An “eligible” in-law for the purpose of this policy includes a mother-in-law, father-in-law, brother-in-law, sister-in-law, daughter-in-law, or son-in-law.