A behavioral intervention team agenda written before the meeting, with every level cited and confirmed by the chair
Every report scored the same way within a day, with a trail of what the team knew and did.
See one case, screen by screen ↓Behavioral intervention team case management is software for the behavioral intervention team (BIT), often called a CARE team: the small group of deans, case managers, counselors and campus safety that meets every week to review students whose behavior or circumstances worry someone. It gives that team agents that read every concern report as it lands, score it on the team's own rubric with the sentence behind the level, link reports about one student across campuses and write the agenda, while the chair confirms every level.
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A behavioral intervention team (BIT), often called a CARE team, is the small group of deans, case managers, counselors and campus safety that meets every week to review students whose behavior or circumstances worry someone. Reports come from faculty, advisors, financial aid, campus safety and students, on forms and in email, at all hours, and about one student they reach different offices on different campuses under a preferred name, a legal name or only a license plate. Nobody sees the pattern until a crisis.
Today a case manager reads each report, looks up the student, guesses whether two reports from different campuses are the same person, scores it on the team's risk rubric from memory and builds Thursday's agenda by hand. The same facts get mild from one reader and moderate from another; an urgent report sent at 11:48 p.m. to a shared inbox waits until morning; actions agreed in the room have no owner or date. When a review, a lawsuit or the state asks what the team knew, and when, the answer is in email threads. Behavioral Intervention Team Case Management puts eight agents in front of that work, so the team spends its meeting deciding, not reading.
Estimated hours for one moderate report, by hand and with the agents; the 'after' column totals about one hour of a person's time, nearly all of it reading, confirming and signing. Our arithmetic, kept modest.
Eight agents score, link, page and draft; the chair confirms each level and a second member co-signs.
Jordan Avelar, student ID 2261-4408, is in his second term at Brandvale Community College: an HVAC Technology certificate at the West Workforce Center and ENGL 101 at Central campus. In one week three people on three campuses worry about him. Here is what happens, screen by screen, in the working solution.
Campus safety report R-26-0889, West campus, Lot C: a student asleep in his car at 38°F, a couple of weeks since losing his apartment, calm, and given the warming room in Building W2. The officer files it on the parking permit, P-26-3317.
An English instructor's note about an essay at Central on Oct 15, a financial aid advisor's report at North on Oct 19, and this morning's patrol at West are linked, six minutes after the patrol report lands, at 0.97 on three identifiers: parking permit P-26-3317, student ID 2261-4408 and the ENGL 101-C07 roster. A name-only match at 0.78 on Oct 19 had been held for a person.
Never links on a name alone; links only at 0.90 or above, and a wrong link is undone with "Not the same student".
The Intake agent proposes moderate at 0.93 confidence, cites housing, money and coursework each to its source, reads the three linked reports, finds no signs of imminent danger, and lists every step it took from 6:10 to 6:19 a.m. The chair confirms; the agent only proposes.
Distress affects more than one area of the student's life, such as housing, money and coursework, with no threat to self or others.
Jordan was mild on Oct 15 and Oct 19. The Consistency agent shows the three most similar past reports, CR-25-0611, CR-25-0533 and CR-25-0287, and all three were confirmed moderate, so the chair decides with precedent on the screen.
Twenty-four students are grouped critical, elevated, moderate and mild on rubric v2.3, each row with what is new, the rubric sentence and the report it came from, and the owner of the next action with its date. Three levels need confirming, four students are new and one action is overdue.
Meeting mode walks the six members present through the 24 students one at a time. For each, the chair records "Agree, as proposed", "Change the action" or "Defer to next week", and the Minutes agent writes the decision into the minutes with its owner and due date.
Renata confirms moderate with a reason code. The plan moves money and sends a notice to the student, so Dean of Students Dr. Marcus Penhallow co-signs at 10:14 a.m. The person who confirms cannot co-sign, and the basis is cited to the three reports, rubric v2.3 and Procedure 5.12.
The Support Plan agent built six actions from the college's support menu, including a $750 emergency grant of up to $1,000 a term under Procedure 5.12. Eligibility is checked in the financial aid system: 12 credits, a 2026–27 FAFSA on file, no grant this year. Keith approves, and the housing navigator, Tamsin Ruelas, is booked for Mon Oct 26 at 10:30 a.m.
The Outreach agent drafts an email and a text that do not say who reported, use no diagnosis or risk words, read at a grade 7 level and ask Jordan's consent before anyone contacts his instructor. Aisha signs and sends; if he does not reply, a call follows at 24 hours and a second text at 48.
The chair's confirmation, the Dean's co-signature, the $750 approval, the link at 0.97 and the Intake agent's score sit on a read-only trail with the reason and the evidence for each. Elaine builds an export pack for a review, an accreditor, the state or a court.
The same student, seen by the four people who carry the case: what their week looked like, and what it looks like now.
Eight agents score, link, page and draft; the chair confirms each level and a second member co-signs.
Reads every concern report as it lands, identifies the student, screens for signs of imminent danger and scores the report on rubric v2.3 with the sentence that justifies the level.
Connects reports about one student across the three campuses using independent identifiers: student ID, parking permit, course roster and college email.
Pages the on-call dean at once, answers the reporter with 911, 988 and Campus Safety, and drafts the record of any disclosure under 34 CFR 99.36 for the dean to sign.
Finds the three most similar past reports and shows how the team scored them.
Builds the plan from the college's support menu, checks emergency grant eligibility in the financial aid system and proposes an amount within policy.
Drafts outreach to the student in plain, warm words, tracks replies and escalates when there is none.
Writes the agenda, records each decision and owner during the meeting, and sends every owner their actions when the meeting ends.
Drafts the term report from the cases, with no names, and the audit export pack.
Confirms every level, co-signs money. The agents propose; a named person decides.
Every team member can ask the assistant in plain words. It answers from the reports and records the CARE team may see, cites each one, and never reads counseling or medical records.
Why did Jordan Avelar move to moderate?
Three reports from three campuses are the same student: an essay at Central, a financial aid visit at North and a campus safety patrol at West this morning. Housing, money and coursework are all affected with no threat, which is the moderate sentence of rubric v2.3.
Who on the agenda has an overdue action?
One: Isaiah Thorne-Mbeki (CR-26-0372). Aisha Kerrigan-Bello's outreach call was due Wednesday, October 21. I have filtered the agenda to it; I can send her a reminder if you want.
What does the grant policy allow?
Procedure 5.12 allows up to $1,000 a term for a student with 6 or more credits and a FAFSA on file, once a year, with housing needs first. Jordan has 12 credits, a 2026–27 FAFSA and no grant this year. The agent proposes $750; Keith Abernathy-Lowe approves.
What did we disclose under the health or safety exception?
Two disclosures this term, both recorded with the threat and the recipient: D-26-002 to the county mobile crisis team on Oct 21 at 12:04 a.m., and D-26-001 to a student's emergency contact on Sep 18. Both were decided by the Dean of Students.
13 screens from the working solution, on its sample data. Pick one to see it large.
The rules every report is scored and tracked against are settings the administrator holds, versioned and on the audit trail.
| Setting | Default | Choose from |
|---|---|---|
| Risk rubric | v2.3, adopted Aug 4, 2026 | Mild, moderate, elevated, critical; a change is a new version, approved by the chair and the Dean of Students |
| Score every report | 1 day | Target 1 hour; never more than 1 school day |
| Urgent page to the on-call dean | 5 minutes | Re-page the backup dean after 5 minutes without an answer |
| Outreach, moderate and above | 24 hours | Mild: a check-in email within 5 school days |
| No reply to outreach | 24 / 48 / 72 hours | A call, then a second text, then the chair decides on a wellness check |
| Agent confidence thresholds | Link 0.90 · score 0.80 | Below them, a person decides; override reason codes required |
| Counseling, health center and disability records | Never read | Locked; changes only by a release the Dean of Students and the compliance officer approve |
| Retention | 7 years after the last contact | Legal hold for named cases; other students' names and IDs redacted in exports |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
Sources: The Hope Center for Student Basic Needs, 2023–2024 Student Basic Needs Survey Report (74,350 students at 91 institutions; 59% food or housing insecure, 14% homeless in the past year) · FERPA, 34 CFR 99.31(a)(10), 99.32(a)(5) and 99.36 · "target" = design goal, measured in the live solution · "demo" = seen in the working solution, on its sample data · "typical" = published figures · "estimated" = our arithmetic. Brandvale Community College and the people named on this page are fictional: characters and sample data in the working solution.
Behavioral intervention team case management is software for the behavioral intervention team (BIT), often called a CARE team: the small group of deans, case managers, counselors and campus safety that meets every week to review students whose behavior or circumstances worry someone. It gives that team agents that read every concern report as it lands, score it on the team's own rubric with the sentence behind the level, link reports about one student across campuses and write the agenda, while the chair confirms every level.
The Intake agent scores each report with the exact sentences of the team's rubric and shows the one that set the level, cited to the report. The Consistency agent shows how the team scored the three most similar past reports, and the chair confirms or changes the level with a reason code. In the working solution, the chair confirmed 251 of 268 proposed levels this term as proposed and changed 17, each with a reason.
It does not wait for the meeting. The Urgent agent answers the reporter at once with 911, 988 and Campus Safety and pages the on-call dean, re-paging the backup dean after 5 minutes without an answer. The agent never contacts law enforcement or family itself; the dean decides what happens next.
FERPA's health or safety exception, 34 CFR 99.36, allows a disclosure to appropriate parties when there is an articulable and significant threat, and 34 CFR 99.32(a)(5) requires the college to record it. Here the Urgent agent drafts that record, with the threat, the recipient, what was shared and what was not, and the dean decides and signs.
The Linking agent matches reports on independent identifiers such as a parking permit, a student ID, a course roster or a college email, never on a name alone. It links at 0.90 confidence or above and holds anything lower for a case manager, and a wrong link is undone with a reason.
No. Counseling records, health center and medical records and disability documentation are never read by any agent, and those settings are locked. Campus Safety sees only safety facts, and a reporter sees a receipt, never the case.
Yes. The agents propose, draft and record; people decide. The chair confirms every level, a second member co-signs elevated and critical levels and any plan that moves money or sends a notice, the Director of Financial Aid approves every emergency grant, and the case manager signs every outreach.
The Agentic Solution Engine builds and deploys it from your requirements and documents, such as your rubric, support menu and emergency aid procedure and a sample of past reports, and it goes live once every quality gate has passed. We will walk you through it on your own reports first.
Every notice and deadline held to the rule; investigator and decision-maker kept apart.
1-min demoStudent Conduct Case ManagementEvery sanction checked against three years of like cases, with a complete hearing record.
1-min demoClery Act ComplianceEvery published number tied to its source reports, ready for a program review.
1-min demoWe'll run Behavioral Intervention Team Case Management on your own rubric and a sample of past reports.