Student services case management software
Student case management software for referrals from teachers, families and staff, tracked by the people who follow up, with the history a counselor or social worker needs when a student comes back.
Who uses it
Counselors and social workers
Referrals and follow-up in one place instead of a personal spreadsheet.
Student services directors
What is open, who owns it and what is overdue across every building.
Attendance and engagement staff
Concerns tracked with their outreach, meetings and outcomes.
Principals and assistant principals
Building-level visibility without opening every file.
What student services case management covers
- Support and wellness referrals
- Attendance and engagement concerns
- Bullying and harassment reports
- Crisis follow-up
- Family outreach and meetings
- Handoffs to conduct
- Title IX or special education when a concern becomes a formal case
Built for student services teams
Student services case management, built for counselors rather than investigators. As student case management software it keeps every referral, contact and outcome on one record.
A student services referral any staff member can make
One short form routes a concern to counseling, attendance or social work. Families may also raise something without being named.
Outreach families can read
Publish forms and standard messages in the languages spoken at home, so contact does not stall on comprehension.
The people around a student
Capture guardians, counselors, teachers and outside providers in their actual roles, so support is coordinated rather than duplicated.
A support plan with steps that stick
Turn your usual run of check-ins and contacts into a template applied at referral, each step owned and dated.
Check-ins that recur on the record
Register the contact types your service uses and book them onto the student, so a plan outlives any one person's absence.
A quiet case still raises its hand
Alert the owner when a referral has had no contact, so nothing drifts simply because nobody looked.
Counselor caseload, director overview
Each counselor works their own referrals; a program director is given the view across the whole service.
Student services case reports: sources and outcomes
Summarize by source, by concern and by what was put in place, retained as a definition you can rerun.
A record of who did what, and when
Student services cases pass between advisors, deans and support staff. Every action is stamped with the person and the time, so a handover never costs the history.
The student can see what happens next
Students respond, upload documents and check where their matter stands without emailing to ask. Staff stop fielding status questions and the exchange stays on the case.
A route for the student who is not ready to be named
Concerns can be raised without identification, with an access key for follow-up, so a hesitant first report still becomes something the office can act on. Read about the anonymous reporting system behind it.
Questions we get
Is this a student information system?
No. Your SIS holds enrollment, grades and attendance. Casearoo holds what your team did about a concern: the referral, the outreach, the meetings and the outcome.
Who can see a student services case?
Access follows the role, so counseling records aren't open to every department with a login.
Can a referral come from a teacher or a family?
Yes. Internal and public forms feed the same queue, so a concern reaches the team without anyone guessing which office handles it.
What happens when a concern becomes a formal case?
Cases can be connected across departments, so the conduct or Title IX case starts with the history already attached.
Can we see attendance, counseling and front-office signals together?
Yes, and that is the point. Three small things noticed by three people become one visible picture rather than three notes nobody compares.
Does a concern have to become a formal case?
No. A concern can be logged, acted on and closed without ever becoming formal, and the record still shows what was noticed and what was done.
Can families be contacted and logged from the case?
Yes. Outreach is recorded against the case with its date, so what was offered and whether anyone responded is part of the record.
Who sees a wellbeing concern?
Only the people you nominate. These are among the most sensitive records a school holds, and access is per case with every view logged.
Can we report on which supports were offered and taken up?
Yes. Offered and accepted are tracked separately, which is the difference between a referral and a service a student actually received.
Does it connect to a behavioral team when it needs to?
Yes. A concern can be escalated with its history intact, so the receiving team starts from what is already known rather than from a fresh form.
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