Student Case Management Process

Start of the Workflow/Process.

Fetch the primary student record and associated demographic data from the Student Data Model.

Retrieve all past disciplinary or academic incident entries linked to the student.

Aggregate attendance entries to calculate the percentage of days present vs. absent.

Execute a formula based on attendance rate, incident frequency, and GPA to assign a risk level (Low, Medium, High).

Generate a new entry in the Case Management data model to track the current investigation/management period.

Create a task for the assigned Counselor to review the student's profile and risk score.

Create a task for the Administrative Assistant to coordinate a meeting between the school and parents.

Send an automated email to the student's registered guardian regarding the new case opening.

Update the status of the Case File entry to 'In Progress' once the counselor accepts the task.

Create a task for the Case Officer to perform a one-on-one interview with the student.

Create a new entry in the Meeting Notes data model containing the details of the interview.

Aggregate costs of any resources or external specialists used during the case management process.

Update the Case File entry with the finalized, agreed-upon action plan.

Send a short SMS notification to the student's primary contact if the risk score exceeds a critical threshold.

Create a task for the Department Head to review the case outcome and approve closure.

Update the Case File entry status to 'Closed' upon approval.

Create a periodic report summarizing all closed cases and their outcomes for the school administration.

End of the Workflow/Process.