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Closing cases

Last updated 2026-06-08

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At a glance

  • Who uses it: Facilitators owning the case, or administrators.
  • When to use it: When the coaching plan is complete and the student no longer needs active intervention — or when the case is being administratively closed (transfer, withdrawal, duplicate).
  • Permissions required: Assigned facilitator or admin.
  • Navigation path: Cases → open a case → Status menu → Closed.

Purpose

Closing a case marks the end of active coaching. It clears the follow-up date, locks the case from the active dashboard, and feeds the outcome data that powers intervention-trend reports.

Before you begin

  • Capture the outcome on the case (improvement / no change / withdrawn / referred out).
  • Add a final summary note. Mark it Parent-visible if your district shares closure summaries with families.
  • Confirm any open follow-up is no longer needed — closing will clear it.

Step-by-step

  1. Open the case.
  2. Click the Status menu and choose Closed.
  3. Confirm the closure reason.
  4. Optional: add a closure note in the prompt.
  5. Click Confirm. The case moves out of the active queue immediately.

[SCREENSHOT: case-status-close-dialog] Cases → open case, Close confirmation dialog with reason picker and optional closure note.

What happens automatically

  • The case status flips to Closed and is audit-logged.
  • Any Follow-up date is cleared.
  • The attached teacher receives a "case closed" notification.
  • The case stays fully readable for everyone with prior access; it just no longer counts toward open caseload metrics.

Tips & best practices

  • Always write the outcome — empty outcomes degrade the intervention-trends report.
  • If a student transfers schools, close as "Transferred / out of scope" rather than deleting the case.

Common mistakes

  • Closing without an outcome — the case disappears from active reports but contributes nothing to learning.
  • Closing a case that should be on On hold — On hold preserves the follow-up date and keeps the case on the watch list.

Related articles

FAQ

Can I reopen a closed case? Yes. Move the status back to any open value (New, Assigned, In Progress, On Hold). See Reopening cases.

Does closing a case delete its notes? No. The case is read-preserved indefinitely (subject to your retention policy).

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