School incident reporting and case management for districts
School incident reporting and case management for every district office that opens a case. Title IX, student conduct, bullying and harassment, HR, and 504 teams each get their own workflow, forms and permissions, with the records to show what happened and when.
Who uses it
Title IX coordinators
Track every report and formal complaint, with the dates and documents federal rules require you to keep.
Student services and discipline
Conduct, bullying and harassment cases with consistent steps across every building.
HR and employee relations
Employee complaints kept separate from student records, with their own access rules.
Special education and 504
Disagreements, complaints and accommodation disputes tracked alongside their deadlines.
What school incident reporting covers
- Title IX reports and formal complaints
- Student conduct and discipline
- Bullying and harassment
- Threat assessment
- Restraint and seclusion
- HR and EEO complaints
- ADA and 504 matters
- Civil rights complaints that arrive through any door
Built for district teams
One case management system spanning every school, with each office configuring the part it owns.
One K-12 report form for every school
Staff, families and students submit through a single district form. A report can be filed anonymously, and the district still holds a line back to the person who sent it. Each school can share the form's link or QR code, and the anonymous reporting system page covers how the access key works.
Reporting in the languages families speak
Publish the form and standard correspondence in multiple languages, so a family is not shut out of a process concerning their child.
Each office switches on what it uses
Turn capabilities on department by department. Behavioral intervention runs for the schools that have a team and stays dark everywhere else.
A building sees a building
Scope access by site and by role. A principal works in their school; district administration looks across all of them.
District wording, used district-wide
Write the family notification one time and every school sends the same text, with a copy retained against the case.
District case numbers that mean something
Choose the prefix, sequence and annual reset so an identifier reads the way your district has always written one.
Alerts that match who is responsible
Decide which events notify which roles, so a counselor is not reading messages meant for the transportation office.
District case reports for a board meeting
Assemble counts by school, type and outcome, store the definition, and run it again without rebuilding anything.
Questions we get
What makes case management software different from a student information system?
A student information system records enrollment, grades and attendance. Case management software records what a district did about an incident: who reported it, when each employee learned of it, what steps were taken, what was decided and what records were kept.
Can each department have its own process?
Yes. Each department builds its own workflow, forms, case types and permissions through a setup wizard, so a Title IX case and a facilities complaint don't have to follow the same steps.
Where is the data stored?
Casearoo is cloud-hosted on servers located in the United States. Clients own their data, and data return is included in the agreement.
How is it priced?
One annual price scaled to your enrollment, covering unlimited departments, users, cases and storage. There are no per-seat fees.
How long before the first department is live?
A single department is usually a short setup rather than a project. The guided wizard builds the forms, stages and roles, and most of the time is spent deciding your own process rather than configuring software.
Can we bring across the cases already in spreadsheets?
Yes. Existing records can be imported so open work moves with you and history is not stranded in a file somebody has to keep opening.
Do school-site staff get access, or only the district office?
Both. Site staff can submit and work cases for their own school while the district office sees across all of them. What each person sees is set by role and by site.
Can we report by school as well as district-wide?
Yes. Counts, time-to-close and overdue work can be viewed for one building or for the whole district without rebuilding the numbers by hand.
Does it work on a phone for staff who are not at a desk?
Yes. Submitting a report and checking a case work on a phone, which matters for the people who see incidents first and are rarely sitting at a computer.
What happens at the end of the school year?
Open cases carry over. Closed cases stay in the record under your retention settings rather than being archived into a drive nobody searches.
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See it on your own process
Thirty minutes, no slide deck. Bring the workflow that gives you the most trouble and we will build it on the call.
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