Ad hoc Caseload groups in AdRx

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As an authorized user of Advising Records (AdRx), you can access Caseload to identify and manage your assigned advisees as designated in SIS, or to create a custom ("ad hoc") group of students to manage and monitor. Caseload's filter options enable you to find students possessing common characteristics in your assigned advisees group or in an ad hoc group. You can generate and save a list of your assigned advisees or ad hoc group members for later viewing in Microsoft Excel. You can also use Caseload to send messages to individual students or groups of students.

Log into AdRx and access Caseload

Go to AdRx, click Faculty/Staff Login, and follow any login prompts.

  1. On the AdRx landing page, in the header, click Caseload:

    AdRx Dashboard with Caseload link highlighted

  2. By default, you'll go to the Assigned Advisees tab. Here, you'll see all of your assigned advisees in one group at the top of the list. All the other groups listed on the tab are organized by academic program plan. The expectation is that every student has at least one advising assignment (individual advisor or advising office) while they are active in an academic degree plan. Assigned advisees can be added individually or in a batch process within the Student Information System (SIS).
    Advisor assignments are visible to students in the Student Online Advising Record (SOAR) system, in the Student Appointment Scheduler (SAS), and in the Student Center. The advisor/office email address and phone number are displayed.
  3. If you wish to create an ad hoc group, select the Ad Hoc Caseload Group tab. Here, you'll see an alphabetical list of all of the ad hoc Caseload groups that you've created. Ad hoc Caseload groups are static lists of students created and maintained by individual users, and your groups will remain visible to you as long as you have permission to access this feature.

Create a new ad hoc Caseload group

To create a new ad hoc Caseload group:

  1. From the AdRx Dashboard, click Caseload, and then select the Ad Hoc Caseload Groups tab.
  2. At the top of the list, click Create New Caseload Group.
  3. In the pop-up window, enter a name for the new group.
  4. Under "Caseload Group Members", paste or type a list of student usernames or University IDs, with entries separated by a space, comma, or new line. If you want to create an empty ad hoc group, leave the "Caseload Group Members" box blank.

    Create new Caseload group pop-up

  5. Click Find Students to import the student names and confirm your list has no errors.
  6. To remove any student that should not be in the group, click the x to the right of the student's information.
  7. Once you've established that the list is complete and does not include any students that don't belong, click Create Group to add this group to your other ad hoc groups.
    Ad hoc Caseload groups have a size limit of 10,000 students in a single group. You can create an ad hoc Caseload group with over 10,000 students, but you won't be able to open it. In such cases, you'll need to either delete the group or remove all members from it; see Rename, delete, or remove all members from an ad hoc Caseload group.

Add students to an existing ad hoc Caseload group

There are several methods to add students to an existing ad hoc Caseload group:

  • Option 1:
    1. From the list view of an ad hoc group, at the top of the list, click Add Students.
    2. In the "Add Students" dialogue box, paste or type a list of student usernames or University IDs, with entries separated by a space, comma, or new line.
    3. Click Find Students.
    4. Verify that the students listed are correct, and then click Add Students.
  • Option 2:
    1. From the list of students for a particular Caseload group, select at least one student, and click Add to a Caseload Group.
    2. In the dialog box that appears, you'll have the option to add the student(s) to a new ad hoc group, or to add the student(s) to an existing group selected from a drop-down list of your groups.

      Add Students to Adhoc Caseload Group pop-up

Rename, delete, or remove all members from an ad hoc Caseload group

To modify an ad hoc Caseload group, navigate to the Adhoc Caseload Groups tab. To the right of the group you want to change, click the three vertical dots, and then, as appropriate, click Rename Group, Remove All Members, or Delete Group.

Menu to modify ad hoc Caseload groups

Remove members of an ad hoc Caseload group

To remove specific members of an ad hoc Caseload group, navigate to the group, select the member(s) you want to remove, and click Remove Members. This button will become active once you've selected at least one student.

Set Caseload filters

You can use Caseload's filter options to help you find students that have common characteristics within your assigned advisees group or an ad hoc group.

The filters pane is displayed to the left of any group, and always contains the same options to start:

  • Campus
  • Career
  • Action Items
  • Admit Term
  • Alerts
  • Area of Study
  • Class Standing
  • Course Grades
  • Course Registration
  • Enrollment
  • GPA
  • Graduation Review Status
  • Hours
  • Service Indicators
  • Student Engagement Roster
  • Student Groups
  • Transfer Students

    Caseload filters

To apply filters to a group:

  1. Select and set filter values as desired, either one at a time or all at once; a summary of all the filters you have selected will display as you go.
    • If you wish to delete a filter before it's applied, click the x next to it. To remove all filters and start again, click Clear All.
    • Once you've selected at least one filter value, it will be displayed above the selections. At that point, you can either apply that filter, or you can return to the larger list to add more. In other words, you can continuously filter the list one parameter at a time, or you can add multiple filters at once; the results will be the same.
    • If you are applying multiple filters at once, you will see limited options in some categories for filtering based on the values you've already chosen.
  2. Once you've selected all the filters you want, click Apply to Results.

    List of selected filters with clear all and apply to results options

    Once a filter is applied, it will be displayed at the top of the page under "Selected Filters". All available filters will also continue to be displayed on the left side of the page.

  3. Your results will be displayed. The number of students in the filtered group as compared to the number in the entire group will appear next to the group name.

    Filtered results displaying number of students included and all applied filters

If you choose to export your list, the exported file will only include the students in the filtered list (as opposed to all students in the Caseload group). The file will display an addition column for each filtered value.

When you click the name of a student in the list, you'll be taken to the "Student Summary" page, and a secondary header will display. The secondary header provides two navigation options:

  • To return to the Caseload group, click the group's name at the upper left of the secondary header; any filters you selected will still be applied when you return to the group.
  • To page through the list of students without returning to the overall Caseload group, use the arrows on the right side of the secondary header; these arrows work on entire Caseload groups or on filtered lists.

    Secondary header showing options to return to Caseload list or page through results

Export Caseload lists

You can use Caseload to generate and export a comma-delimited (.csv) file containing a Caseload group page. Such files store data as plain text and are viewable in Excel.

To export a Caseload list:

  1. On the Caseload landing page, select the group you want to export from either the Assigned Advisees tab or the Adhoc Caseload Groups tab.
  2. Click Export in the upper right corner.
    The exported list will contain all members of the chosen group, regardless of whether any students were selected or not. For each student, the list will include a standard set of student data along with the values of any filters you may have used.
  3. If you wish to save the list as an Excel file, open the .csv file in Excel, click Save As, and save the file as an Excel file type (such as .xlsx or .xls).

Send messages or add an advising note via Caseload

For details about sending messages and adding advising notes with Caseload, see Email a group of students using Caseload in AdRx.

This is document bhjl in the Knowledge Base.
Last modified on 2023-07-24 13:11:40.