Accessing Your Compliance Requirements

1. Log in to Exxat Prism using your university credentials.
2. On your dashboard, locate the Compliance tile. This provides an overview of:
   • Total compliance requirements
   • Uploaded documents
   • Remaining document uploads
3. Select > to open the Compliance page. You can also access Compliance from the left hamburger menu.
   
4. Review your requirements and their current statuses.

Understanding Compliance Statuses

The Compliance page displays information about your requirements, including their category, status, due date, follow-up date, and expiration date.

Uploading Compliance Documents

Follow these steps to submit a document for a compliance requirement.

1. On the Compliance page, locate the requirement you want to complete.
2. Select its status to open the requirement details.
3. Review the guidelines, any templates or sample documents provided by your school, and previously uploaded information.
4. Select the plus (+) icon next to the document name to add a record. If you need to edit an existing record, select the pencil icon.
5. Enter the requested document information, such as the start date, expiration date, or notes, as applicable.

Depending on the requirement, you may also see options such as Vaccination, Titer Details, or Declination Details.

1. Select Browse Files to attach your document. You can upload a file from your device or select an existing file from your Document Library.
   
2. Once you have completed the required fields, select Submit for Review.
   
3. In the confirmation window, select OK to submit the document.
   

After submission, the requirement status changes to Pending Review.

Choosing Where to Upload Your File From

Upload from your device

1. Select Upload.
2. Select Browse Files to choose a file from your device, or drag and drop the file into the upload area.
   
3. Complete the upload process.

By default, the uploaded file is also saved to your Document Library. You can disable this option if you do not want to save the file there.

Use a file from your Document Library

1. Select Document Library.
2. Locate the document you want to use.
3. Select its file name to attach it to the requirement.
   

Supported File Formats

You can upload files up to 25 MB in the following formats:

.pdf, .doc, .docx, .jpg, .jpeg, .png, .heic, .xlsx, .pptx, .pptm, .potx, .potm, .ppt, .rtf, .xls, .docm, .bmp, .csv, .gif, .tiff, and .mp4.

If you have trouble viewing an uploaded file, try uploading it again in PDF format.

Uploading Immunization Records

Your school determines how immunization requirements are organized.

If your school has created separate requirements for immunizations such as MMR, Varicella, or Hepatitis B, upload the appropriate document under each requirement.

If your school accepts a single Immunization Summary, you can submit that document under the corresponding requirement.

Always review the guidelines provided for each requirement. Contact your program administrator if you are unsure which documents to submit.

Checking Your Document Review Status

After submitting your documents, return to the Compliance page to monitor their statuses.

• Pending Review: Your document is awaiting review.
• Approved: Your submitted document meets the requirement.
• Not Approved: Your document needs attention.

If a document is marked Not Approved, select the requirement to review the reason or comments. You can then select the pencil icon to update the information or upload a replacement document.

Document approval timelines depend on your school's review process. If your school uses Approve Services, submissions are typically reviewed within 24 hours.

For questions about your document review, contact your school administrator or the Approve team, depending on the service your school uses.

Updating an Approved Compliance Record

If a requirement is already approved, you cannot directly replace the approved document. However, you can add a new record.

1. Open Compliance.
2. Locate the requirement with the Approved status.
3. Select the status or the pencil icon under the Action column.
4. Select Add New Record.
   
5. Enter the new information and attach the updated document.

The previous record will be archived when the new record is added.

Removing an Uploaded File

You can remove an uploaded file only if its status is Pending Review and it has not yet been approved.

1. Open Compliance from your dashboard or left navigation menu.
2. Locate the requirement with the Pending Review status.
3. Select the edit icon.
   
4. In the document details drawer, select the pencil icon next to the uploaded document.
5. Select the Delete icon to remove the file.
   

Downloading Your Compliance Report

You can download a PDF summary of your compliance requirements or retrieve copies of the files you have uploaded directly from the Compliance page.

This is also useful when you need to retain compliance records associated with an old profile.

How to Download Your Compliance Records

1. Log in to Exxat Prism and select Compliance from your dashboard or the left navigation menu.
2. On the Compliance page, locate the Download icon (a tray with a downward arrow) in the upper-right corner, above the compliance requirements table.
   
3. Select the Download icon to open the available download options.
4. Choose the option that matches what you need:
   • Download PDF Report: Download a PDF summary of your compliance requirements and records.
   • Download Files: Download the documents and attachments you previously uploaded.
     

Your selected report or files will be downloaded so you can retain a copy of your compliance documentation.

Troubleshooting

Frequently Asked Questions