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In the Portal, school based staff can be assigned an access level of Caseload Viewer or Caseload Editor, which restrict the list of students a user can see and act upon. The Portal uses the ATS RACL and/or the STARS program to try to automatically associate users to their caseload of students. Additionally, caseloads can be manually adjusted in the Portal by assigning a user as a Point Person or Support Lead for one or more students.


Overview


What are the rules for auto-assigning students to a user’s caseload?

For K-5 Students:

  • The ATS RACL associates a teacher’s name with an official class


  • The pedagogue file associates a teacher’s name with their EIS number, which we are able to link to a teacher’s email through personnel tables from STARS

  • We assign students to a teacher’s caseload if:

    • The student’s official class is associated with the teacher on the RACL

    • We were able to match the teacher to an email address

For 6-12 Students:

  • The STARS program associates a teacher with the students they teach via a nickname that is linked to the teacher’s EIS number


  • The pedagogue file associates a teacher’s name with their EIS number, which we are able to link to a teacher’s email through personnel tables from STARS

  • We assign students to a teacher’s caseload if:


    • The student is associated with a course taught by the teacher

    • We were able to match the teacher to an email address

To have the Portal reflect the correct user caseloads, schools should use the CMOD screen in ATS to create and assign advisors to official classes. Advisors can be mass modified in the UTEA screen. The RACL is synced in the Portal every Tuesday.

How are user caseloads manually adjusted?

To manually add a student to a user’s caseload:

  • Assign the student to a Portal Support that the user leads

  • Designate the user as the student’s point person

    • Attendance Point Person (ES, MS & HS)

    • Academic Point Person (EMS & HS)

    • Regents Point Person (HS only)

    • Credits Point Person (HS only)

    • Postsecondary Point Person (HS only)

These actions can be taken individually on a single student in the Student Profile, or in bulk using the Batch Actions feature from any List or the Data Grid.

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