When critical student information lives across spreadsheets, inboxes, point solutions, and shared drives, every case takes longer than it should, and students feel disconnected.

That’s where Simplicity Advocate (and especially Advocate Flex) comes in.  

With Advocate, institutions move from reactive, siloed case management to a unified, integrated model that connects care, conduct, and compliance around one shared goal: helping students stay, succeed, and graduate. 

What is Integrated Case Management and Why it Matters 

Integrated case management is the framework that brings all your student support work into one secure, unified ecosystem.

Instead of treating conduct, care, academic integrity, human rights, and basic needs as separate workflows, integrated case management connects them under a single infrastructure for student success. 

At its core, integrated case management means: 

• Shared visibility where it matters 
  Care, conduct, Title IX/VI, academic integrity, and other teams can see enough context to respond holistically, without oversharing sensitive details. 

• Consistent, structured workflows 
  Every student gets a fair, predictable process, even as you tailor support to individual needs. 

• Retention, not just resolution 
  Case data, provides opportunities to intervene early, keep students engaged, and protect tuition revenue. 

The Hidden Cost of Fragmented Student Support 

Many institutions still manage student cases in a legacy model: different teams, different systems, and different ways of working. That fragmentation creates risk at every step. As a result, teams often struggle with:

• Multiple systems and duplicate data entry 
  Notes in one system, documents in a shared drive, emails in a staff inbox, and an Excel tracker on someone’s desktop. 

• Everyone has a piece, but no one has the full picture 
  Conduct sees one story. Care sees another. Academic advising has a third. No one is sure who’s leading the outreach. 

• Disjointed outreach to students 
  Multiple offices email or call a student about the same concern. 

• Staff burnout and slower response times 
  Time is lost searching for information, chasing updates, and manually coordinating across teams. 
  
  
• Eroding student trust 
  From a student’s perspective, campus is “one office.” When an office can't coordinate, students disengage and feel unsupported.

Fragmentation doesn’t just slow things down. It can be the difference between a student staying enrolled or quietly disappearing. Integrated case management turns that fragmented reality into a connected ecosystem that moves faster, collaborates better, and keeps students at the center. 

How Symplicity Advocate Excels at Integrated Case Management

Advocate transforms scattered case processes into a unified system built for modern student support. 

Centralized Student Case Management

With Advocate Flex, your institution has a single, secure system where every relevant case can live: 

• Conduct 

• Care and wellbeing 

• Academic integrity 

• Title IX and Title VI 

• Basic needs and financial concerns 

• Human rights and sexual violence complaints 

• Academic advising and student success cases 

Each case type has its own configuration and workflow, but all live in one platform, allowing teams to collaborate without losing security or control. 

Smart, Configurable Workflows

Complex cases require structure. Advocate Flex delivers that through custom workflows with built-in stages and tasks.

• Each case type has a clear set of stages (intake, review, investigation, outcome, follow-up, etc.). 

• Each stage has required tasks (like sending notices, documenting meetings, or logging outcomes). 

• Staff only see the actions that are appropriate for the current stage. 

The result? You still have the flexibility to tailor support to individual students, but within a predictable framework. Ultimately, this leads to fair and consistent case management and risk reduction. 

Custom Forms 

Before Advocate, many institutions relied on external tools like Google Forms, Qualtrics, or spreadsheets. 

Those forms might capture FERPA releases, risk assessments, leave requests, or basic needs data, but they also scatter sensitive information across multiple systems. 

With Advocate Flex Custom Forms, teams can: 

• Build any form they need (risk rubrics, leave of absence requests, basic needs intake, academic integrity reflections, etc.). 

• Send forms directly from a case. 

• Have completed forms automatically attached back into the case record. 

Collaboration without Oversharing

Advocate Flex was designed to balance integration and privacy: 

• Case-level access 
  You can specify exactly which users or groups may view or edit each case type. 

• Configurable visibility 
  For sensitive areas like human rights and sexual violence, you can choose the level of exposure each team has. 

• No “super user” who sees everything by default 
  Permissions are intentional and tightly controlled. 

This means you can maintain an integrated ecosystem without compromising trust or compliance.

Reporting with AI Insights That Turn Data Into Early Intervention

Advocate Flex includes robust reporting and analytics that let you:

• See caseload by office, staff member, case type, or severity 

• Identify bottlenecks and stalled cases 

• Track outcomes and follow-through 

• Understand which students, cohorts, or patterns need earlier intervention  

Symplicity customers use early-intervention data to move away from punishment to prevention. For example, one campus identified students with multiple alcohol violations and reached out proactively before a major event. They say a drastic reduction in violations. 

Advocate Flex is also evolving with ethical, secure AI: 

• AI-powered insights on reports help surface trends and next steps when you’re facing thousands of rows of data. 

• Summaries can help supervisors quickly understand long, complex cases without combing through months of notes. 

• All of this is done using a closed, Symplicity-managed model, with no student data sent to public AI providers and no personally identifiable information exposed. 

The goal isn’t to replace human judgment but to give your teams faster, clearer insight so they can act earlier. 

Advocate is the Right Fit for You If... 

Why juggle multiple tools and disconnected workflows when your institution could be working from one integrated case management system? 

Advocate is the right fit if: 

• You’re tired of fragmented systems and want one secure hub for student conduct, care, wellbeing, and compliance. 
• You need consistent, trackable workflows that still allow tailored student support. 
• You want to move from reactive crisis to proactive prevention using data and early alerts. 
• You’re looking for a platform that protects sensitive information while still enabling collaboration across campus. 
• You want to demonstrate retention impact and ROI to leadership and show how your work keeps students enrolled. 
• You value a partner who will walk with you through implementation, change management, and continuous improvement.