Human Resources - Death of a serving Officer, member of Special Constabulary, police staff or police pensioner protocol (L1140)

1.0 Summary of changes

1.1. The following amendments have been made to this protocol on 11 March 2026 - an additional sentence has been added to the final bullet point of para 3.1.2.

For Essex the Policy D2800 Ceremonial Policing should be read in conjunction with associated Procedure D2801 Ceremonial Policing.

2.0 What this protocol is about

2.1. This protocol sets out the administrative procedures to be considered following the report of the death of a serving officer, member of Special Constabulary, police staff, police pensioner or surviving recipient of a police pension.

Compliance with this protocol and any governing policy is mandatory. This protocol is not, nor is it intended to be, contractual.

3.0 Detail the protocol

3.1 Death of a serving colleague

3.1.1 Following the death of a serving officer, police staff or member of Special Constabulary, the relevant LPA/division/department has the responsibility to co-ordinate action on behalf of Essex Police or Kent Police, where that involvement is appropriate for and agreed by the family of the deceased.

3.1.2 Early notification of the death should be made as follows:

• in the case of Essex to Health and Wellbeing Services Administration on Ext. 872; please also refer to Essex Procedure D2801 Ceremonial Policing paragraph 3.10
• in the case of Kent Police to Training Administration Unit (Ext 19-2466 or External 01622 652466)
• Essex Police and Kent Police, please notify HR Transactional Business Services
• following contact with the family by local SLT or their designated person to explain the role of the chaplaincy service, and where family request it, notification to the lead chaplain for Essex Police and lead chaplain for Kent Police. It is suggested that the following wording could be used in explaining the role of the Chaplaincy Service: “We would like to offer you the option of support from our Police Chaplaincy Service. The Chaplains can provide emotional and spiritual support for you and your family in whatever way you may find helpful. This is entirely optional, and we will only make a referral if you would like us to. Chaplains may also be able to give practical advice about arranging a funeral”.

3.1.3 Counselling and Wellbeing Services are available to advise and assist with the provision of support, should the respective LPA/division/department require it. 

3.1.4 Corporate Communications must be informed of the death of any serving police officer, member of staff or member of the Special Constabulary or volunteer so that an intranet article and online book of condolence, can be published dependent on family wishes.

The notification to Corporate Communications must include:

• name and role of the deceased
• statement from appropriate SLT member
• funeral details if available

Confirmation that any still serving close relative (officer or member of staff) has already been informed and agree to the publishing of a Spotlight on ConnEXion and/or inSite must be sought prior to publication.

Corporate Communications will not publish any communications relating to the death of a retired officer or member of staff or anyone not employed by the force at their time of death.

3.1.5 There is a corporate responsibility to ensure the appropriate obituary notice is published on ConnEXion or inSite:

• Essex – Command Team of the deceased
• Kent - Training School Administration Unit. Check responsibility for below:

3.2 Police personnel killed whilst on duty

3.2.1 In addition to action being taken as described in paragraph 3.1 above, the Director of HR will notify Her Majesty’s Chief Inspector of Constabulary and Fire & Rescue Services, on behalf of the force, where a police officer, a member of the Special Constabulary, volunteer or cadet is:

• killed whilst on duty, including those circumstances where a police officer dies travelling either to or from work; or
• killed whilst executing their authorised powers whilst off duty.
  

3.2.2 Notification shall be:

• personal details of the colleague (name, age, rank, post)
• brief details of the incident or circumstances surrounding the death
• a note of the deceased’s next of kin (name and address, relationship)
• brief career details

3.2.3 The SLT of the individual concerned must notify the relevant force Health and Safety Department, who will notify the Health and Safety Executive (HSE) as soon as possible. A report must be submitted to HSE within ten working days of the occurrence.

3.3 Death of a police pensioner, widow, widower, civil partner or unmarried partner

3.3.1 In order to administer the police pension provision in a correct manner and to notify interested parties within the force and staff associations:

• Essex – In the case of pensioners, widow, widower, civil partner or unmarried partner notify the Health and Wellbeing Services Administration Team on 872. In the case of serving officers notify Essex Police HR; Please also refer to Essex Procedure D2801 Ceremonial Policing.
• Kent – the Training Administration Unit will be notified at the earliest opportunity by the division/department, where the death has been reported to them.

3.3.2 Information to be collated by the local SLT in respect of the deceased, including notification to other interested parties and publication of the obituary notice on the force intranet site:

• Essex - Health and Wellbeing Services Administration
• Kent - The Training Administration Team.

3.3.3 Police Pension Schemes are either pre or post 2006. Pre 2006, in general terms, it provides for the surviving spouse to receive an ongoing pension. Post 2006 the new pension scheme makes provision for civil partners and unmarried partners to also benefit. The local SLT contact for the family should signpost the next of kin to pension administrators for advice and guidance.

3.4 Pensioners living outside the Kent/Essex Police area

3.4.1 Information concerning the death of an Essex Police or Kent Police pensioner living outside the county is normally received at:

• Essex Health and Wellbeing Administration Team will be notified by Pensions Dept, family of the individual or NARPO - and will circulate the details to the LPA/departments via ConnEXions. Please also refer to Essex Policy D2800 Ceremonial Policing and associated Procedure D2801 Ceremonial Policing.
• Kent - The Training Administration Team.

3.4.2 In these circumstances Counselling Health and Wellbeing Services and the Kent Training Administration Unit will circulate the details to the LPAs/divisions and departments, via the intranet site.

3.5 Funeral arrangements

3.5.1 An LPA/division/department retains responsibility to publish the details of any funeral arrangements in accordance with family wishes. Essex - please refer to Essex Policy D2800 Ceremonial Policing and associated Procedure D2801 Ceremonial Policing.

3.5.2 Publication of funeral arrangements in respect of a police pensioner including the placing of the obituary notice on the force intranet site, will be the responsibility of:

• Essex - Please refer to Essex Policy D2800 Ceremonial Policing and associated Procedure D2801 Ceremonial Policing
• Kent - Training School Administration Unit

3.5.3 The wishes of the next of kin and/or family members regarding police attendance, police bearers and funeral details being published, must be sought. If the deceased was serving in another division/department, the divisional commander responsible for the funeral arrangements will liaise with the divisional commander of the division/department in which the deceased served. Whilst the force will consider requests for attendance, there may be occasions where such requests sadly cannot be accommodated. Each case would be considered with due regard to the ability to provide attendance and or police bearers. Essex – please follow Policy D2800 Ceremonial Policing and associated Procedure D2801 Ceremonial Policing. 

3.5.4 Kent - for death in service an officer in charge of the funeral arrangements will need to be appointed locally. All uniformed personnel who attend, will be under the direction of the Command SLT responsible for the funeral arrangements or the officer nominated by them. In cases where the officer in charge of funeral arrangements anticipates that because of the numbers who are expected to attend there may be some disruption to traffic or other similar need, they will circulate an operational order to the force for the guidance of those who wish to attend. Essex – please follow policy D2800 Ceremonial Policing and associated Procedure D2801 Ceremonial Policing.

3.5.5 Kent - the officer in charge of the funeral arrangements for the death of a serving officer, police staff or member of the Special Constabulary will inform the local departmental/LPA/divisional chaplain and in all cases the force lead chaplain for the force to ensure that the ceremonial arrangements are in accordance with the deceased’s family’s wishes.
Essex – please follow Policy D2800 Ceremonial Policing and associated procedure D2801 Ceremonial Policing.

3.5.6 The Command SLT will ensure that the ceremonial arrangements are in accordance with the next of kin and/or family’s wishes. If required, they will arrange for police bearers and ensure that the persons nominated are suitably briefed as to their dress and duties. Due regard will be paid to the seating arrangements in the church/chapel according to availability, taking into account the numbers and standing of the persons who are likely to attend. Essex – please follow policy D2800 Ceremonial Policing and associated Procedure D2801 Ceremonial Policing.

3.6 Floral tributes/donations/drapes/additional notifications

3.6.1 The Command SLT is responsible for making arrangements for a floral tribute to be provided at the funeral of any colleague who dies whilst serving in their division/department or who, in the case of a police pensioner, was resident in their division. These expenses will be costed to the local budget holder in Kent. In the case of Kent Police pensioners, Kent Training Administration Unit arrange floral tributes or donations, this comes out of the chief constable’s budget.

3.6.2 Kent - In the case of a serving colleague a floral tribute will be sent accompanied by a card, which should read ‘In deepest sympathy from the chief constable, all ranks, police staff and pensioners of Kent Police’. Consideration should be given for a donation if requested as many families ask for family flowers only with donations to a favoured cause.

3.6.3 In Essex, floral tributes will be provided as per policy D2800 Ceremonial Policing and associated procedure D2801 Ceremonial Policing.

3.6.4 The Essex Drill and Ceremonial Team can provide a force drape for funerals related to the deaths of serving and non-serving Essex Police officers as set out in policy D2800 Ceremonial Policing and associated procedure D2801 Ceremonial Policing.

3.6.5 Additional notifications:

• Essex and Kent Health and Wellbeing Services Administration Team will notify the Police Children’s Fund (Fomerly the Gurney Fund) for police orphans when the death of a serving police officer involves leaving dependent children. Permission to do so is sought from the next of kin. Children will receive a monthly allowance until they are 18 years of age or while they remain in full time education; Kent Training Administration Unit advise the family of the Police Children’s Fund for police pensioners with children under 18 years.
• Essex Health and Wellbeing Services Administration will in the case of the death of Essex Police widows/widower/spouse/partner who is in receipt of pension, inform County Hall Pensions, and update database and inform NARPO with permission of next of kin. They will also ensure details of the funeral are placed on the intranet.

3.6.5.1 Relevant LPA/division/department SLT should establish whether the  colleague was a member of UNISON, Police Federation and Kent Police Benevolent Fund seek permission from next of kin for notification to the relevant union or staff association, as additional benefits may be available to members. This includes retired officers and staff.

3.6.5.2 Essex Police Benevolent Fund and Essex Police Staff Benevolent Fund to be notified by the point of contact as there is the possibility of a grant to assist with costs following death of serving police officer. Kent Training Administration Unit will inform Kent Police Benevolent Fund of the death of a serving police officer, police pensioner or a member of police staff.

3.6.5.3 Consideration should be given to adding the name of the individual to the memorial book and memorial wall (Kent).

4.0 Equality impact assessment

4.1 August 2025.

5.0 Risk assessment

5.1.There is no specific risk assessment or health and safety consideration thought relevant to the content of this protocol.

5.2 A failure to fully adopt the principles set out in this protocol could have a detrimental effect upon families, loved ones, friends and colleagues, it is hugely important this protocol is followed to avoid any additional upset.

6.0 Consultation

The following have been consulted during the formulation of this document:

• Essex
  • Unison
  • Essex Police Federation
  • Essex Diversity and Inclusion Manager
  • Head of Operational Change
  • PSD D/Superintendent
  • Risk
  • Policy
  • Superintendents Association
  • Strategic Force Crime & Incident Registrar
  • DPO/Temp Head of Info Management
  • OPC Planning (Essex)
  • Chaplaincy Services in Kent and Essex
  • Essex Head of Ceremonial Policing
  • Special Constabulary
• Joint
  • Support Network in Essex and in Kent
  • Op HR
• Kent
  •  Unison
  • Health and Wellbeing Services Administration Team Leader
  • KPC Training Administration Team
  • Police Federation
  • Supts Association
  • Kent Network of Women
  •  Enable
  • Kent Chaplaincy Service
  • Mens Forum
  • Legal Services

7.0 Monitoring and review

7.1 The monitoring of this HR protocol will be by the head of Health and Wellbeing.

7.2 The protocol will be reviewed every two years.

8. Governing force policy - related force policies or related procedures (Essex)/linked standard operating procedures (Kent)

8.1. This HR protocol supports the overarching HR policy L1.

8.2 Data security

8.2.1 Essex Police and Kent Police have measures in place to protect the security of your data in accordance with our Information Management Policy – W 1000 Policy – Information Management.

8.3 Retention and disposal of records

8.3.1 Essex Police and Kent Police will hold data in accordance with our Records Review, Retention & Disposal Policy – W 1012 Procedure/SOP - Records Review, Retention and Disposal.

8.3.2 We will only hold data for as long as necessary for the purposes for which we collected.

9. Other source documents, e.g. legislation, Authorised Professional Practice (APP), force forms, partnership agreements (if applicable)

9.1 There are no other source documents.