Managing Your Caseload

How to maintain your student list, monitor assigned cases and follow-ups, recognize students who need contact, and close out your responsibility appropriately.

What your caseload is

Your caseload is your personal working list of students for whom you have an ongoing support or follow-up responsibility. It brings those students, your assigned cases, and your upcoming work into one focused workspace.

Caseloads do	Caseloads do not
Give you a personal list of students to monitor.	Make you the only staff member who may support a student.
Surface your follow-ups, service activity, and open-case counts.	Automatically create a case, goal, task, or service.
Keep a history of when a student entered and left your caseload.	Replace the student’s full record or the district’s assignment procedures.

A student may be on more than one provider’s caseload.

Your assignment belongs to you. Adding or removing the student does not add or remove them from a colleague’s caseload.

When to add a student

Add a student when you are responsible for ongoing outreach, service delivery, monitoring, or coordination. Simply viewing a record or completing a one-time consultation does not necessarily require a caseload assignment.

Add a student from their profile

Open Students and find the student by name, ID, school, or grade.
Open the student profile and verify that it is the correct student.
Find the Assigned To card.
Select Add to My Caseload.
Confirm that your name and the assignment date now appear in the card.

Before adding, the Assigned To card states that the student is not on your caseload.

After adding, the card records your name, role, and assignment date.

Verify the student before adding.

Caseload additions are limited to students in your district and schools you may access, but similar names can still occur within that scope. Compare school, grade, and student ID.

Understand the Caseload workspace

Open Caseload from the main navigation. The summary cards and tab counts are scoped to your own accessible work.

Caseload workspace showing summary cards, tabs, filters, and a student row — The workspace begins with your key workload counts, then separates students from active and closed cases.

Summary card	What it counts
Caseload Students	Your active student caseload entries that remain within your district and school access.
Active Cases	Open cases assigned to you.
Follow-ups Due	Your incomplete follow-up tasks due today or overdue for students on your caseload.
High-Priority Cases	Your open cases with High or Urgent priority.
Cases Requiring Attention	Your open cases whose student has one of your follow-up tasks due today or overdue.

The student and case counts use related but different assignments.

Caseload Students comes from students you added to your caseload. The case cards and case tabs come from cases assigned to you.

Work the Students tab

The Students tab is your active caseload list. Search by student name or student ID, or filter by school and grade.

Caseload Students tab showing Aaliyah Liu and Marcus Patel — The worked example shows the newly added student alongside another active caseload student.

Column	How to use it
Last Service	The latest service-log date for the student, regardless of which caseload row you are viewing.
Next Follow-up	Your earliest incomplete follow-up task for the student; overdue dates are highlighted.
Active Cases	The number of your own open cases for the student.
Recent Activity	A quick indicator based on assignment date and recent service contact.
Actions	Open the profile or remove the student from your caseload.

Caseload Students tab filtered by the name Aaliyah — Search and filters narrow the table without changing who is assigned to your caseload.

Select a student row to open the full profile, where you can review services, cases, goals, consents, referrals, family contacts, and other authorized information.

Use activity indicators as prompts

Indicator	Meaning	Suggested response
New	The student was added to your caseload within the last 14 days.	Confirm the reason for assignment and record the first planned action.
Active	The student has a service logged within the last 14 days and is no longer in the New period.	Continue the plan and keep the next follow-up current.
Needs Contact	The assignment is older than 14 days and no service has been logged within the last 14 days.	Review whether contact, documentation, or caseload closure is needed.

Needs Contact is an activity signal, not a clinical determination.

It is based on dates. Review the student’s actual plan and circumstances before deciding what action is appropriate.

Work your Active and Closed Cases tabs

The Active Cases and Closed Cases tabs list cases assigned to you. Search by student or case number, then filter by school, status, or priority.

Closed Cases tab showing an attendance support case assigned to Amanda Davis — Case rows show status, priority, opened date, team, next action, and last recorded case activity.

Use Active Cases for current intervention work and Closed Cases when you need to review completed or transferred history. See the Cases guide for opening, working, and closing a case.

A suggested daily caseload routine

Review Follow-ups Due and Cases Requiring Attention.
Scan the Students tab for overdue dates and Needs Contact indicators.
Open the relevant student or case and confirm the next action.
Complete the outreach, service, or coordination work.
Log the service or communication and update the related task or case.
Remove students whose ongoing responsibility has ended, recording a useful reason and note.

Keep tasks and service logs current.

The caseload workspace reads follow-up dates from your incomplete follow-up tasks and recent activity from service logs. Timely documentation makes the workspace more useful.

Remove a student responsibly

Open the row’s action menu or the student’s Assigned To card and select Remove from My Caseload. A closure reason and exit note are optional, but they make the history more useful.

Remove from My Caseload dialog with Needs met selected and an exit note — The example records that short-term support ended and follow-up transitioned to the school counselor.

What removal does	What removal does not do
Ends your active caseload assignment and records the removal date.	Delete the student or any student history.
Stores the optional closure reason and exit note.	Close cases, goals, tasks, or referrals automatically.
Removes the student from your active Students tab.	Remove the student from another provider’s caseload.

If responsibility returns later, you may add the student again. SocialNote creates a new active assignment and preserves the earlier entry-and-exit history.

Access and shared students

Any authenticated user may manage their own caseload.
You may add only students in your district and within your school access.
Your Caseload workspace does not display a colleague’s caseload.
The student profile may show how many other providers currently carry the student without exposing their names in that summary.
Authorized cross-staff caseload review belongs in the Caseload by Staff reporting area.

Good caseload practice

Add students only when you have an ongoing responsibility.
Confirm student identity before adding.
Use follow-up tasks for the next concrete action.
Log services promptly so recent-activity indicators remain meaningful.
Keep case status and priority aligned with current work.
Review Needs Contact students rather than treating the badge as an automatic conclusion.
Remove students when responsibility ends instead of leaving inactive work on the list.
Record a closure reason and concise exit note whenever practical.