Case Transfer Automation- BTA
This article provides insights about how districts can automate case transfers within BTA.
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What is case transfer automation?
Case transfer automation ensures that a student's case stays with them throughout their time in the district. This functionality promotes greater continuity in handling student cases as they change schools within the district.
Utilizing Case Management’s SIS integration, case transfers between school-based teams can be automated to follow students as they move vertically between grades or laterally between locations. Configurability allows stakeholders to nuance the flow of different case types to specific teams and whether to include historical closed cases.
Example:
During the 2023-2024 school year, John Doe is an 8th-grade student at Maple Middle School. During this time, Maple Middle School's Threat Assessment Team completed case numbers 24553 and 35321.
In June 2024, John Doe is transferred to Highland High School in the district's Student Information System.
During the subsequent sync, the case manager automatically transfers case numbers 24553 and 35321 to the Highland High School Threat Detection Team in Case Manager. This transfer provides the Highland High School team with visibility into those cases moving forward.
Is case transfer automation a good fit for my district?
District should ensure they have a plan/policy in place prior to enabling this feature.
- Plan for students who have classes in multiple buildings – our system will share cases with teams associated with all buildings a student is taking classes within.
- Plan for buildings with multiple teams serving them – this can be facilitated in mapping, but requires planning and intentionality, or teams/buildings that should be left un-mapped (and thus their caseloads un-automated)
- Please note, when case transfers occur, an email is sent to the team members receiving the new case. This can be inundating when a district does SY roll over or during the initial set up of the feature. Please make staff aware to expect these emails, no action is required.
How do I enable case transfer automation?
- Please reach out to your Navigate360 Customer Experience Consultant to enable the access to the feature.
- Once the feature is enabled you will have access the “Manage Buildings” under the “Admin” tab. Here is where you need to match buildings to teams following the steps below.
FAQ’s
What is a case is manually moved by a team member?
Any cases manually moved from one team to another will be removed from automation and can be returned with the ‘revert to SIS’ option found under multiselect on the case dashboard.
What does the ‘Add’ option allow?
The ‘add’ option allows users to add additional teams to a given building, in the event districts would like to specify further case types specific to a given team.
Does Auto transfer work on all cases of just Navigate360 Models?
All case types (Navigate 360 models and custom models), although users can specify if they want some types automated and others not.
Will it be retroactive to existing cases that need to be moved?
This can be decided upon by the district
What happens when a student with cases is unenrolled in my SIS?
Notification emails are sent to team members whenever a student’s cases can not transfer any further (due to them leaving the district SIS, or moving to an unmapped building/team within the district).
Can I leave some teams (like my district threat assessment team) out of the automation flow?
Yes, unmapped buildings and teams can be left in a manual state for case transfers; cases transferred manually will leave the automation logic unless reverted to SIS feed, ensuring manual manipulation is always an option.