How-To Log a Student Follow-Up

1. Log in to your Closegap staff account here.
2. Click ' Monitoring' on the navigation menu on the left-hand side of the page to see student check-in cards.
   • Note:  The date filter at the top defaults to 'Today.'  Click 'Today' to select a different date range. 
3. Use the filters at the top of the page to search for a specific student or to view check-ins that need attention by selecting 'Needs follow-up' from the 'All check-ins' dropdown.
4. Review each check-in card to see when the student checked in, the emotions, energy levels, and needs the student shared, along with their preferred contact method (if provided).
5. There are two ways to take action on a student’s check-in.  You can follow up directly in Closegap or record a follow-up that happened outside of Closegap.
   • Option 1: Follow up directly in Closegap using the options on the left side of the check-in card:

     • Send a message:  message the student directly through Closegap.

     • Recommend a resource (grades 6-12):  assign a short, self-guided activity to support reflection and skill-building.

Note:  When you take either action, the follow-up is automatically recorded on the student’s check-in card and marked as complete.

• Option 2:  Record a follow-up that happened outside of Closegap using the options on the right side of the check-in card:
  • I followed up:  record that you connected with the student.
  • No response needed:  mark the check-in as complete if follow-up wasn’t required
  • Add details or assign:  add a note, assign another staff member, or log an intervention to record the supports provided in the follow-up

6. After taking any follow-up action above, you can click 'Add details or assign' to:

   • Add a note:  write a brief note and choose which staff members can view it, then click 'Save.'

   • Assign another staff member:  select an educator from the dropdown, add an optional message, and click 'Save.'

   • Log an intervention:  select or create an intervention, choose the appropriate tier (1, 2, or 3), and click 'Save.'

Follow-up actions and notes are visible to all staff connected to the student.  Once a follow-up action is taken, the check-in moves to 'Completed Follow-Up,' letting the entire team know it’s been addressed.

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FAQ

Where can I find student check-ins that need my attention?

Go to the Monitoring page and use the filters at the top.  From the 'All check-ins' dropdown, select 'Needs follow-up' to view check-ins flagged for support.

What’s the difference between sending a message and logging a follow-up?

Sending a message allows you to follow up directly with a student via the Message Center in Closegap and automatically records the action.  Logging a follow-up is used when you connected with the student outside of Closegap.

Can I add context about the follow-up for my team?

Yes.  Click 'Add details or assign' to add notes, log interventions, or provide context for your team. Notes help keep everyone aligned on what’s been addressed and what support was provided.

Where can I view notes that have been added to a student’s follow-up?

Notes are documented directly on the student’s check-in card.  To view them, click 'note' on the card to see any notes that have been added as part of the follow-up.

What is an intervention and how do I log it?

Interventions are supports you provide during or after a follow-up. You can select from existing interventions or create your own, which will be saved for all staff to use in the future.  You can also label the intervention as Tier 1, 2, or 3.

Can I ask another staff member to respond?

Yes. Click 'Add details or assign' to select another staff member from the dropdown and add an optional message.  The assigned staff member will be notified to follow up.

Who can see the follow-ups I log?

Follow-up actions are visible to all staff connected to the student.  When adding notes, you can choose whether they’re visible to everyone, only you, or selected staff members.