By Linda Abbott, L.M.H.C., Consultant, TNG Consulting, LLC
Throughout the BIT Standards refresh series, we have referenced the 3-phase BIT process: 1. Gather data, 2. Assess risk, 3. Deploy interventions. Standard 16 builds on the third phase by exploring how teams use case management to provide individual support and deploy the interventions suggested by BIT. Standard 17 focuses on case review and how teams make informed decisions about case status.
Standard 16. Case Management: The team invests in case management as a process, often as a role/position, that provides flexible, need-based support for individuals to address referral concerns, connect with resources, and improve overall wellness.
Case management, whether as a process for team interventions or a position within the team, is about helping individuals overcome obstacles to achieving their personal and academic goals by providing individualized support. As a process, case management leverages existing team members to provide direct services to individuals referred to the BIT. When structured as a position within the team, case management is led by a staff member whose full-time job is supporting referred individuals. Case managers assist students with a solution-focused approach that highlights their strengths rather than focusing on what has held the individual back. Case managers seek to help students reach their goals while avoiding becoming lost amongst departmental silos or while navigating institutional processes and systems.
When deciding who is best equipped to manage a case, BITs should first consider if any team members have an established relationship with a referred individual. Building on an existing positive relationship can increase the opportunity for engagement with BIT. Depending on the level of risk and suggested interventions, the source of the referral or other non-team members may be well-positioned to offer one-on-one support to a student. Teams should also consider if a team member’s area of expertise lends itself to working with particular individuals or deploying specific interventions, considering one’s capacity to provide case management. They should have time to reach out, meet one-on-one, provide follow-up services, and maintain documentation in the electronic recordkeeping system.
Practical Tip: Review NABITA’s Standards for Case Management to ensure your team’s process is aligned with best practices.
Standard 17. Case Review: The team regularly uses a written and formalized case review protocol to determine and document the need to keep a case active, engage in case monitoring, or move a case to inactive/closed status.
Following a written and formalized case review process allows teams to make consistent and objective decisions about keeping a case open/active, closing it, or moving it to a monitoring plan.
Case managers and BITs often struggle to know when to end BIT discussions or case management services and close a case. Without a case review process, cases can remain open indefinitely, preventing BITs and case managers from giving their full attention to the individuals and situations that need it most. A case review process helps to ensure that cases are closed in a timely and consistent manner and can help to create more manageable caseloads. This can lead to reduced stress and burnout, as well as improved quality of services.
Case review allows BITs to demonstrate the impact of their work. By tracking progress and outcomes, BITs can show that they are helping students to develop important skills, reduce their overall risk, and connect with appropriate resources. The review process should be intentional, structured, and based on written guidelines. This helps ensure that cases are closed fairly and equitably. This process should be formalized and rooted in an objective risk assessment, like the NABITA Risk Rubric, instead of relying on speculation, assumption, and subjective evaluations. Teams should have an articulated schedule for reviewing case status (e.g., weekly, bi-weekly, monthly).
If a case is initially rated at elevated or higher on the NABITA Risk Rubric, it should be moved from active to monitoring status rather than closing the case when the risk is reduced. Monitoring is an active process in which the team develops steps that a BIT member or the case manager takes based on various risk factors, presenting issues, and areas of support. These actionable and individualized steps are designed to check in on a student’s well-being and progress. Monitoring is not a behavioral agreement, plan, or contract that requires the student to do something but instead outlines the steps the staff member takes. For example, if the initial concern included classroom behavior and performance risks, the monitoring plan might include a step to check how things are going academically. The goal of the monitoring plan is to follow up on the efficacy of the interventions deployed and to ensure that risk reduction is sustained.
Practical tip: Monitoring plans should be in place for at least the remainder of the current and subsequent semesters. If, during that time, a new referral is received or the monitoring steps lead to knowledge of increased risk, the case is moved back to active status. If not, the case is moved to inactive/closed at the end of this designated time.
Stay tuned for the remaining Tips of the Week in the BIT Standards refresh series. NABITA offers certification courses for those engaging in case management, including Case Management Standards & Best Practices and Case Management Support & Interventions.