Definitions for caseloads vary: for some institutions, a caseload refers to a grouping of students assigned to an advisor, coach, or counselor; for others, caseloads are processes that require the creation of a case, which is then documented and seen to some conclusion, as with conduct or disciplinary reviews. We describe how you might represent either in Slate in this article.

Before you begin

Your first task in representing your caseload process is to implement the staff assignment rules that assign students to advisors, coaches, or counselors. If you haven’t already, set those up now.

Once staff are assigned, you can start using other tools to help advisors manage their caseloads. Queries and reports can provide advisors with aggregate data, and communication to students can be personalized with Liquid markup.

Managing cases as workflows in the Reader

In reviewing a case, advising staff might need to refer to student documents as an admissions counselor might when they review an application. This process can be managed by a workflow in the Reader.

In Slate, you can create workflows that consist of bins. Then, through a combination of automations and manual approvals, records move from one bin to another. These workflows are rendered in the Reader.

The Reader can manage cases that deal with documentation, like intake or screening forms. It also lets multiple staff review one student’s case.

When you place an academic hold on a student’s account, you might need their advisor and a faculty member to review the student’s documents simultaneously. Despite this faculty member not being assigned to the student as the result of a rule, we can still bring them into the loop as-needed with a workflow.

Example case management workflows

Here, we’ve created a couple of workflows to cover our caseload, including:

• Athletics Review

• Case Management

• Conduct

To learn how to construct these workflows, see Planning Workflows.