Setup Student Compliance Section

Exxat Prism provides a streamlined process to manage compliance requirements effectively. This guide outlines the steps to set up and customize compliance requirements, as well as automate notifications to keep students on track.

• Setting up Compliance Requirements
• Setting up Auto notification
• Enabling secured compliance document access

Setting up Compliance Requirements

You can collect various immunization records, health forms, and other compliance documents required by your program within Exxat Prism. After you set up the list of documents that will be required, your students will be able to upload their documents which you can then review. 

If you are not an Approve Service user, you can follow the below steps:

1. Select Compliance from the left menu.
   
2. Select Setup on the ribbon at the top of the page and select the Cohort you’d like to manage.
   
3.  If this is your first time setting up compliance requirements, you’ll have the option to select a Template. This feature allows you to copy any presets you’ve selected for other cohorts (which saves you time!). Select your desired cohort.
   
   1. If you would prefer to not select any presets, select None.
      
      
      
4. Once you’ve selected a template (cohort), the system will load all the presets you’ve previously published for that cohort in view mode only. Not to worry, you’ll be able to make changes in a later step.
   
   1. Click on the eye icon to view your presets for any items.
      
5. Once happy with your selection, click Apply Template.
   
   
   
6. The system will ask you to confirm applying the template you selected. Click Confirm.
   
7. The page will then load the selected template. You can then review each item to ensure they are set up correctly. Click Publish when ready to share them with your students. [If you are Approve Service User, we will take care of the setup]
8. Each compliance requirement can be set in categories, below are the categories:  
   1. Health & Immunization
   2. Certifications & Training
   3. Verification / Identity Documents
   4. Insurance & Liability Coverage
   5. Memberships & Licensure
   6. Attestations & Acknowledgements
   7. Additional Documents
      
9. Each compliance requirement will show several different icons. Click on the pencil icon to configure each requirement.
   
   1. A green color indicates the feature is enabled
   2. A gray color indicates the feature is disabled
      
10. A drawer will open. If you would like to use a requirement, make sure to enable it!
    
    1. If any of your requirements should only be visible to select team members or no one on your team, this can be set up for you! Contact prism-support@exxat.com and provide the following details:
       1.  Cohort
       2. Document for which view should be restricted
       3. Request the item be labeled as “Sensitive”
          
11. When setting your preferences, you’ll have a choice between collecting Simplified or Detailed information.
    
    1. Simplified: collect a start and expiration date. 
    2. Detailed: collect vaccination and/or declination forms.
       
       You can choose if the document expires automatically in or on specific days. 

1. Please note that administrators' users with required access now have the ability to edit or reset student document due dates to the cohort default, with changes accurately reflected in reports and grids.
   1. Users with the necessary access can now manage document due dates for students.
   2. The feature allows the due date for a student's document to be edited or reset to the default due date defined for their cohort.
   3. This provides flexibility while ensuring consistency with cohort timelines.
   4. Additionally, all due dates will be accurately reflected in reports and grids exported from the compliance module
2. You can also provide guidelines for both students and those who will review the compliance requirements (if applicable), along with templates and samples. Click Save once done.
   
3. If you would like to add an additional requirement, click on the + icon within the respective category.
   
4. If a requirement you’d like to add does not fit into any pre-existing category, simply create new category! Click +Add New Category.
   
   
   
5. Provide a category name and add in your requirement. Click Save once done.
   
   
   
6. Once you’ve enabled all the requirements you’d like to use, click Publish. The system will show you the number of requirements you’ve enabled. Publishing will allow your students to view the requirements and begin working on them.
   

Setting up Auto notification

Collecting compliance requirements from students is important, and we know that students may forget to complete these promptly! To assist with this task, you can enable auto-notifications so that your students receive a weekly reminder of any documents. 5 types of Auto notifications can set up for the compliance document, which are as, Not Approved, Expiring, Expired, Past Due Date and Past Follow-up Date

• Understand the Notification Criteria:
  • Students will receive an email if they meet any of the following conditions:
  • One or more documents are in the Not Approved, Expiring, or Expired state.
  • One or more mandatory documents are in the Get Started or In Progress state.
• Ensure Documents are Enabled:
  • Notifications will only include documents that have been marked as enabled in your system.
• Notification Recipients:
  • Only active students in the cohort will receive these email notifications.

1. Select Student Compliance from your dashboard or left menu.
   
2. Select Setup and select the cohort you want to manage.
   
3. Click Auto-Notifications.
   
4. On the Auto-Notifications window, turn on the Enable Email Auto-Notification. 
   Note: Once you save, you cannot turn off or change the notification end date. 
5. On the Auto-Notifications window, specify the notification date for when you want the notifications to end, and click Save.
6. The drawer will close, and the auto-notification icon will indicate they have been enabled.
   
7. You can enable the radio button to turn on Auto-notifications. You have the ability to setup a threshold date when you should stop receiving the emails .
8. Additionally, if you don't wish your students to receive the notification for expiring or missing documents for any optional documents you can turn on the radio button "Disable Notifications for Optional Documents" 

Enabling Secure Access to Compliance Documents

Prism provides an added layer of security to safeguard student compliance data when shared with external individuals. This ensures that sensitive information is accessible only to authorized parties, maintaining data integrity and privacy. 

Schools can opt-in for this feature and contact our support team prism-support@exxat.com  to enable secured access to compliance documents. 

This feature (if opted in) makes only those delegator links secured which contain compliance documents. Some of the places in the system from where such links are shared are student profile link sharing with compliance docs, as well as placement email merge fields containing compliance information.

Once the OTP is enabled below are the steps an external person accessing the link would have to follow to access data

1. Click on link from the email 
2. Enter their email address
3. Once the address is entered, an OTP (One time password) will be sent to the inbox
   
4. Enter the OTP code found on the email 
   
5. If the code is incorrect, you will be denied access to the information 
   
6. If the code is correct, you will securely access the information