Cases
What:
What:
An electronic “case file” where staff and instructors across departments (e.g., financial aid, bursar, tutoring, and advising) can collaborate on the follow up with students.
Cases create a more formalized next step for action or intervention on progress reports and issued kudos/referral/alerts.
Where:
Where:
Open and closed cases are stored on the student’s profile page, the Cases page, and in Reports.
Who:
Who:
Each case has a workflow. The department or person assigned a case will know and be a part of the conversation before cases are assigned. The ability to view cases is permission based.
How to Manage Cases
How to Manage Cases
Step 1: Click on “View Case Details” from the email notification in your HCC gmail or shared email inbox. This link will bring you directly to the Navigate Staff page to work with the case.
Step 1: Click on “View Case Details” from the email notification in your HCC gmail or shared email inbox. This link will bring you directly to the Navigate Staff page to work with the case.
If you are starting from Navigate Staff, click on the cases icon to open the Cases page. Use the filtering tools to narrow down your search to find the ones that are specific to you.
If you are starting from Navigate Staff, click on the cases icon to open the Cases page. Use the filtering tools to narrow down your search to find the ones that are specific to you.
Step 2: Once the Manage Case box opens, you can add a comment after you have spoken with the student or after you have assigned the case to another individual to include the necessary details. If there is more than one person assigned to the Case, the main person should assign themselves as Owner and is responsible for closing the case.
Step 2: Once the Manage Case box opens, you can add a comment after you have spoken with the student or after you have assigned the case to another individual to include the necessary details. If there is more than one person assigned to the Case, the main person should assign themselves as Owner and is responsible for closing the case.
Note: Navigate is FERPA Compliant, not HIPAA Compliant.
Note: Navigate is FERPA Compliant, not HIPAA Compliant.
Manage one or multiple cases with the Actions dropdown menu. Select student(s) from your list and perform actions.
Manage one or multiple cases with the Actions dropdown menu. Select student(s) from your list and perform actions.
Tip: If messages are sent to students through this actions menu, it will automatically be recorded under the case activities.
Tip: If messages are sent to students through this actions menu, it will automatically be recorded under the case activities.
Step 3: If the case should be closed, click on “Close Case” in red on the bottom right-hand side of the Case box.
Step 3: If the case should be closed, click on “Close Case” in red on the bottom right-hand side of the Case box.
Note:
Note:
- Cases that are opened through Progress Reports should be closed within 2 weeks of the Progress Report ending.
- Cases will be forced closed by App Admin if not closed at the end of the term that it was issued.
Step 4: Select a case outcome (reason for closing the case), add comments to provide context to closing the case, and click submit.
Step 4: Select a case outcome (reason for closing the case), add comments to provide context to closing the case, and click submit.
If you would like a new Case Outcome added please let us know at Navigate@hcc.edu. Case Outcomes should be discussed as a team so that when reporting is done, there is an agreed-upon understanding of positive and negative Case Outcomes.
If you would like a new Case Outcome added please let us know at Navigate@hcc.edu. Case Outcomes should be discussed as a team so that when reporting is done, there is an agreed-upon understanding of positive and negative Case Outcomes.
