Caseload User Settings

Overview

Caseload settings are individual user settings listed on the "Settings" menu accessed by clicking on the logged-in user's top right profile pic SS&E menu dropdown.

After selecting the Settings menu, each user can scroll to the Caseload section to view or edit which students are considered as included "on caseload".

• The Caseload setting determines which students are included in each staff user's built-in Caseload filter (when applicable), what activities appear on the Caseload Activity Feed, on the Dashboard etc.
• By default, Current Students is ALWAYS checked for all SS&E staff users.

Caseload Options

General Settings

Depending on the logged-in user's permissions, General Settings will display the following options:

• Current Students - Students Registered in Current or Future Terms
• Continuing Students - Non-Registered Students that have attended in the Previous Year

• When Continuing Students is checked, caseload will include students that are not registered in a current or future term, yet have attended/been registered in the past year.
• When Continuing Students is unchecked, caseload will NOT include students that are not registered in a current or future term.

Instruct Settings

Instruct Settings display the following Caseload option for Faculty/Instructors:

Automatically Follow students Enrolled in Current Courses that I Instruct

When checked:

Students enrolled in current term courses instructed by the logged-in user will automatically be included in the logged-in faculty member's caseload when the current date falls within the individual course section start-end date. 

• Students will only be added to the instructor's caseload when the course section is "in-session".
• SSE will automatically add and remove students from the instructor's caseload based on each individual course section start/end date as it imports from the SIS.

When unchecked:

Students enrolled in current term courses instructed by the logged-in user will NOT automatically be included in the logged-in faculty member's caseload.

• Depending on the faculty user's roles and permissions, students may be added to the instructor's caseload a different way, either by an instructor being allowed to manually follow a student, or by the instructor appearing as a student's primary advisor, primary coach, or follower.

Note: The "Instruct - Caseload" option only displays in a staff member's User Settings when at least one of the logged-in user roles has "Settings - Can automatically Follow Instructed Students" enabled. When disabled on all of the user role(s), this Instruct - Caseload user setting does not appear.

Q & A

Why are Students Missing from a Caseload?

If students are missing from a caseload, reviewing the individual user's General and/or Instruct Caseload settings will most likely identify why certain students are missing.

For example:

• If only current or future term students are included in the staff user's caseload, check "Continuing Students" to add caseload students that are advisees/coached/the staff member is following yet are not registered in a current or future term and attended school in the previous year.
• If Instruct Caseload is checked and students are missing, check if the current date is within/outside of each individual course section start/end date. If outside of the instructed course section start/end date, that would explain why some/all students are not "on caseload".

Note: Current Students cannot be unchecked/removed from General Caseload user settings as this is hard-coded by design.

• If any Caseload setting was checked by accident and students are being unintentionally followed (i.e. students are "on caseload" by mistake), unchecking the caseload setting will automatically unfollow all relevant students and remove them from the user's caseload.

Are all students missing from a caseload?

If all students are missing from a caseload, check Relationship Administration to view what has been recently expired.

• What is the basis/reason for the expected "relationship"? Has it been recently expired?
• If set by a tag, verify that the "follow by tag rule" is assigned correctly.
• For more information, please review the article linked here.

Student links display Empty Pages

Student links will display an empty white page when the student is not "on caseload" and the user does not have any "Limited Profile View" permissions on any assigned roles.

To fix this, either the student has to be added to the logged-in user's caseload (by any permitted method available to the user), or the logged-in user needs to request role permissions that allow them to view students that are "off caseload", eg. Limited Profile View permissions.

• Limited Profile View permissions are set in Role Administration and allow staff/faculty to view selected information on student records even when the student is "off caseload".
• If a logged in user does not have any Limited Profile View permissions, the staff/faculty will only be able to view (Full Profile View) student information for/when students are "on caseload".

If the logged-in user does not have any students "on caseload", check the Caseload User Settings.

• For example, is the user an instructor? If yes, is the option to "Follow Students I Currently Instruct" checked? If not - that will explain why there are no students on caseload and why the links open on an empty page.
• By checking the Instruct - Caseload setting, all students that are enrolled in courses that are currently being instructed, i.e. display on the logged-in user's Courses tab and are in session (today's date falls between the course section start-end dates) will be added to the instructor's caseload.
  • • When the course ends, students will automatically be removed from the instructor's caseload, and without "Limited Profile View" permissions enabled on any of the user's assigned roles, the user will once again see a blank page when clicking on a student they are no longer instructing or have not yet started instructing.

If clicking into a student record displays a white/empty page, and the logged-in user is NOT an Instructor, then most likely reason is that the logged-in user does not have any students in their caseload, i.e. the logged in user's caseload is empty and/or they do not have "Limited Profile View" permissions set on any of their assigned roles.

• For example, users may not have (Limited Profile View) permission to view students that are off-caseload, and may not have any students "on-caseload. If this is the case, then it is by design that they cannot see any student information tabs when they click on a student name.
• To fix this, ask your SS&E Administrator to assign a role with Limited Profile View permissions or change an assigned role to include Limited Profile View permissions. 

Note: Changing role permissions will update permissions for ALL users that are assigned this user role.

For more information about Limited Profile View permission settings, please review the article linked here.