This article outlines a step-by-step process to effectively manage faculty and staff using Exxat Prism, ensuring seamless access and optimizing your administrative operations.

In this article we will learn the following

• Add custom faculty rank & administrative positions 
• Adding and Inviting Faculty
• Adding Announcements for Faculty
• Setting Up Faculty Resources
• Managing Dashboard View for Faculty
• Send Bulk Email
• Check Email History

Add custom faculty rank and administrative positions

You can add and customize faculty rants and administrative positions for faculty and staff in Exxat PRISM.  This feature enables you to assign relevant ranks and positions when adding them to the system.

To add or customize faculty ranks and administrative positions follow these steps. 

1. Login to Exxat Prism using your university credentials. 
2. Navigate to the Faculty and Staff section by either: 
   • Clicking Faculty and Staff tile on the dashboard or
   • Selecting Faculty and Staff from the hamburger menu. 
     
     
3. Navigate to the Setup page. 
   
4. Select Faculty Organization from the left menu and configure the sections Faculty Rank, Administrative Position - Faculty, and Administrative Position- Staff. 
   
   
   These configurations are required when adding the faculty and staff to the Exxat Prism. 

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Add and Invite Faculty

Faculty & staff must be invited to Exxat Prism to complete their profile, access their courses, student placements, and more.

There are 2 ways of sending invitations to faculty or staff:

• Invite them yourself through the system.
• Contact prism-support@exxat.com and provide the date, time, and faculty list that should be invited.

If your program uses Single Sign On (SSO), which allows users to use one set of login credentials(for example: university's credentials) to access applications. 

Add Faculty and Staff

You can Faculty and Staff to the Exxat Prism in two ways. 

1) Add faculty and staff individually.

2) Bulk Import faculty and staff.

Add Faculty and Staff individually

1. Login to Exxat Prism using your university credentials. 
2. Navigate to the Faculty and Staff section by either: 
   • Clicking Faculty and Staff tile on the dashboard or
   • Selecting Faculty and Staff from the hamburger menu. 
     
     
     The Faculty and Staff page with list of all the faculty and staff previously added to the Exxat Prism loads.
      
3. To add faculty or staff, Click Add Faculty/Staff button.
   
    
4. Fill all the fields in the Add Faculty / Staff drawer.
   Important: Fields marked with "*" are mandatory.
   1. Select the radio button to define if you are adding a Faculty or Staff.
   2. Enter the First Name, Last Name, Faculty/Staff ID, Email Address, Phone Number, and Single Sign-On (SSO) Key.
      
      Note: If your program does not have an SSO, then this option is disabled.  contact prism-support@exxat.com. 

   3. Select the Administrative Position and Faculty Rank. 
      Note: The values in the drop-down menu are derived from the configuration done in

      "Custom faculty rank and administrative positions" during the Setup. 

5. Click Save.
   
6. Each faculty & staff member will have a profile of their own where they can add additional information. To view and edit this information, click on the user’s name. 
   
    
7. The faculty & staff profile contains the following sections:
   1. Profile
   2. Teaching
   3. Scholarship
   4. Service
   5. Associations
      

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Bulk Import Faculty and Staff 

1. Login to Exxat Prism using your university credentials. 
2. Navigate to the Faculty and Staff section by either: 
   • Clicking Faculty and Staff tile on the dashboard or
   • Selecting Faculty and Staff from the hamburger menu. 
     
     
     The Faculty and Staff page with list of all the faculty and staff previously added to the Exxat Prism loads.
3. In the Setup page, in the Faculty Management section, click Bulk Import.
4. Click the plus "+" icon in the top right of the window. 
   
5. In the Bulk Import drawer, read the instructions. 
6. Click Download the template to prepare the data to be imported and click Next.
   
7. Prepare the data. 
   Note: Columns marked with "*" is mandatory
   
8. In the Upload and Analyze step, Enter title for the Import.
9. Upload the excel sheet you prepared in Step 7 and click Next. 
   
10. Review the details and click Import to add the faculty to the system. 
11. Click Previous to go back and upload a different file. 
    
    The faculty and staff are added to the Exxat PRISM.

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Inviting Faculty & Staff

1. Select Faculty & Staff from your left-menu or dashboard.
   
    
2. Click on Setup
3. Click on Invite Faculty.
   
4. The page will load all active faculty & staff in the system who have not yet activated their accounts.
5. Once you have found the faculty & staff you’d like to invite, select them using the open checkbox and click Invite Faculty.
   1. You can easily verify whether an invitation has been sent, or if a faculty & staff account is active by checking the Account Status column.
      
       
6. A pop-up will appear informing you of the limited access your faculty & staff will receive. Click Proceed.
   
7. Faculty & staff access looks a bit like this:
   
8. If you’d like to provide your faculty & staff with full administrative access, please contact prism-support@exxat.com. Administrative access looks a bit like this:
   1. If your faculty & staff already have administrative access, they will get access to both views.
      
9. A drawer will open showing you a 3-step process you’ll complete to send invitations. The first step will list all the faculty & staff you are inviting. Click Next.
   1. Override recipient’s email: used for testing purposes, if an email is entered here the invitation will be sent to that user instead of the faculty or staff.
   2. Reply to: if a faculty or staff responds to this email, the reply will be sent to the email entered here.
   3. CC or BCC any users as needed.
   4. Upload files as needed.
      
10. In the second step, you will review the email that will be sent to the faculty & staff. The default email template will be the Standard template, but you can choose from others or create a new template.
11. While adding a new template please make sure you include the merge field "@Invitation Link" to your newly created template. This will ensure that your faculty can click on the link to access their profile on Exxat Prism.  
12. Click Preview.
    
     
13. On the third step, you’ll then decide when to send your emails! You can send your email immediately or schedule it for a specific date and time. Click Send.
    
    
     
14. The drawer will close, and you’ll get a message confirming your emails were sent successfully.
    
15. The grid will update showing you when you last sent an invitation in the Account Status column.
16. Account Status allows you to track the date when the email invite was delivered 
17. Once the faculty successfully logs in, the status will change to Activated.
    
18. See the example below, an email will be sent to the faculty using which they can create their accounts in Exxat Prism
    

Adding Announcements for Faculty

You can share important messages with your faculty and staff via announcements!

1. Select Faculty & Staff from your left-menu or dashboard.
   
    
2. Select Setup from the ribbon at the top of the page.
   
    
3. Select Announcements from the left panel.
   
    
4. The page will display all existing announcements. Click +Add Announcement.
   1. To edit existing announcements, click the pencil icon.
   2. To delete existing announcements, click the trash bin.
      
       
5. A drawer will open. Provide the start and end time, title and description. Once done, click Save.
   
    
6. Your announcement will be displayed on the list. Live announcements will be displayed to faculty and staff on their dashboard screen.
   

Setting Up Faculty Resources

1. Select Faculty & Staff from your left-menu or dashboard.
   
    
2. Select Setup from the ribbon at the top of the page.
   
    
3. Select Resources from the left panel.
   
    
4. The page will display your program’s existing Category List. Select an option to view resources available.
   
    
5. Not seeing any options within the category list, or would you like to update your list? Click on the pencil icon.
   
    
6. A drawer will appear showing you all your categories. Make all necessary changes and click Save once done.
   
    
7. Once you select an item within the category list, you will see all resources added for that category.
   1. To edit an existing resource, click on the pencil icon.
   2. To delete a resource, click on the trash bin.
      
       
8. To add a new resource, click +Add Resource.
   
    
9. A drawer will open. Click on the drop down to select the type of resource you’d like to add.
   
    
10. Enter the resource information and click save when done.
    1. Type: this will show you the option you have previously selected (document, video, link FAQ)
    2. Category: this will default to the category you previously selected from your category list
       
        
11. You may want to organize the order in which your resources appear. To do so, select Re-order.
    
     
12. Use the icon on the left to drag and drop items in the order you prefer. Click Save once done.
    

Managing Faculty Dashboard View 

Tailor the dashboard experience for faculty and staff by controlling which tiles and features they can access. Navigate to Setup, and adjust visibility settings for dashboard tiles to align with roles and responsibilities.

1. Go to Dashboard and click Faculty and Staff.
2. OR 
3. Go to menu on the top left corner and click Faculty and Staff.
4. On the Faculty and Staff window, click Setup.
   
5. Click Faculty View from the left menu and enable or disable the configurations and access for faculty based on your requirements. 

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Send Bulk Emails

You can send bulk emails to faculty directly from Exxat Prism and streamline communications with faculty

1. From Exxat Prism dashboard go to Students section. 
2. Select the faculty you wish to send the email to and click Bulk Email and select Compose Email.
   
3. In Compose Email drawer, check the recipients of the email, upload files if any , and click Next.
   
4. Draft your email and then click preview. 
   
   You can also choose a predefined template for the email. Toggle off the Continue without picking a template button.
   
5. Verify the email drafted and click Send. 
   

Email will be sent to all the selected faculty. 

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Check Email History

You can check emails sent to the faculty directly from Exxat Prism.

1. From Exxat Prism dashboard go to Students section. 
   
2. Select the faculty you wish to check the emails sent and click Bulk Email and select Email History.
   
3. In the Email History drawer you can see the list of all the emails sent.
   1. You can set a date range
   2. Check the status of the email
   3. Click on the SUBJECT to read email message. 

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