This comprehensive document provides a detailed guide on how to review compliance information for students within the system efficiently. As an administrator or user, understanding the process of managing compliance documents, tracking statuses, and communicating with students regarding their requirements is essential for maintaining organizational standards and student success. This guide outlines step-by-step procedures and functionalities available within the system to facilitate streamlined compliance management.

Watch Video

• Reviewing Student Compliance by Cohort
  • Dashboard Tab
  • Summary Tab
  • Notification Tab
  • Reports Tab
• Reviewing Student Compliance by Student
• Reviewing Student Compliance by Documents
  • Archive compliance documents
• Reviewing Student Compliance from Course Section

Reviewing Compliance by Cohort

1. Select Student Compliance from your dashboard or left menu.
   
2. The system will load all cohorts, along with the current status for all compliant & non-compliant students. It will also show the count of documents that are in ‘Pending Review’, ‘Expiring’ and ‘Expired’. Click on the cohort name to check more details.
   

3. By default, you will land on the Dashboard for that cohort.

   

Dashboard

You can view an interactive dashboard created to track the compliance documents for a cohort. 

1. Click on Student Compliance

2. Select the 'By Cohort' option under View By

3. Click on the cohort name. 
   

4. Go to the Dashboard.
   

5. It will load four graphs: By Student, By Document, All Documents, and Documents uploaded by the school. Each graph will give you a visual representation of any documents in a particular status.
   
   
   
   

6. Each graph is clickable which will redirect you to the documents

Summary

1. Click Student Compliance.

2. Select By Cohort under View By.

3. Click on the cohort name and navigate to the Summary tab. 

4. Click on the document or compliance status Pending Review , Approved, Get Started, Expired, In Progress, or Not Approved to review the individual documents for each student. 
   

5. You can also apply an additional filter by clicking on the filter icon on the top right of the screen. On the ‘Status’ filter, select ‘Pending Review’ and click on ‘Apply’.
   

   The system will show only those documents that are in ‘Pending Review’ status. Click on the same to review the document for that student.
   

6. Review the detailed information for that student. You can update the document status, select the reason from the drop-down, and provide comments (if needed). You can select from below reasons for approval:

   1. Approved with Declination: Approve (D)

   2. Approved with Exception: Approve (E)

   3. Approved with Medical Exemption: Approve (M)

   4. Approved with Religious Exemption: Approve (R)

7. On the Student Compliance window, in the Required Action section, specify the following and click Update Status: 

   1. Document Status: Select the status of the reviewed document from the drop-down menu.

   2. Reason: Select a reason for the status of the document from the drop-down menu. 

   3. Comment: Add any notes or comments for the students to view and action, if required. 
      

8. The status will change, and the requirements will be updated. Close the drawer to review other compliance items.
   

9. If you prefer to view data in Excel format, click Document Details Report.
   

   The report will include the overall status of each compliance item, along with any dates entered for easy reviewing.
   

10. If you prefer to download all the documents uploaded by students in a selected cohort , Click Bulk Download. 
    

    1. Select the requirement and click Prepare files to prepare files to be downloaded. 
       

    2. Go to My Downloads and click the corresponding download button for the requirement. 
       Save the file to your local folder. 
       
        

Updating Due Date

To update the due date, perform the following:

1. On the Summary tab, click the required document status for the student you want to edit the due date for.
2.  In the Student Compliance drawer, click Edit.
3. In the Due date to be applied for the student: message box, select one of the following and click Confirm:
   • Due date configured for the requirement: Select if the due date applies to all the students involved in the requirement.
   • Due date specific to the student: Select if the due date is for a specific individual and select a date in the calendar.
     • A confirmation message is displayed once the due date is updated. Refresh your screen to view the updated date.

Note: You can update the due for by clicking the status available on Summary Reports, By Student, and By Document screens.  

Notification

Communicating with students regarding compliance requirements is important. Whether you’d like to send students an overall status notification of their items or follow up with individual students regarding specific requirements, you can achieve this easily with our Compliance Notifications!

1. Click on Student Compliance

2. Select the 'By Cohort' option under View By

3. Click on the cohort name.

4. Select the Notification Tab

5. Select Compliance from your dashboard or left menu.
   

6. Select Notification from the ribbon at the top of the page and select the desired cohort.
   

7. The system will display all of the students within that cohort and will give you a tally of how many documents they are to upload.

8. If you’d like to send a general notification with status updates on all their items, select the students using the open checkbox on the left of the grid.
   

9. If you would like to quickly view the status of each compliance item or pick and choose which requirement is included in your notification, click on the > icon.
   

10. The system will then display each requirement with the corresponding status. Unselect any items you would like to exclude from your notification.
    

11. If you would like to only contact specific students, click on the filter icon.
    

12. A drawer will open. Make your desired selections and click Apply.
    

13. The page will then filter based on your preferences. You can then select your students using the open checkboxes on the left of the grid.
    

14. Once you’ve selected the desired students, click + Compose Email.
    

15. A drawer will open with three steps. Review your recipients and preferences on step 1. Click Next.
    

16. On step 2, select your desired template. You can use our standard email or create/select templates. Click Preview.
    

17. Preview your template.

    1. If everything looks good, select Send email now to send your message instantly, or schedule it for a specific date and time.

    2. You can also click Previous to go back and make changes as necessary.
       

1.  

   14. Your emails will be sent!

   15. If you’d like to review your sent emails, or review whether your students have read your email, click History.
       

Reports

As your students upload Compliance items, you may want to easily review any items that are:

• Pending Review

• Expiring soon, or has already expired

You can easily review this information with our Compliance Reports!

1. Click on Student Compliance

2. Select the 'By Cohort' option under View By

3. Select the Reports Tab
   

4. The Pending Review report will show you any items that are pending your review. This report can be utilized as a to-do list for you to easily review anything that needs your attention.
   
    

5. The Expiring, Expired report will show you any items that are near their expiration date or have already expired. Use this report to easily identify any students you need to get in touch with.

   1. Please note, compliance items are marked as Expiring 30 days from the expiration date.
      

6. Both reports will have similar features that you can utilize:

   1. Ability to export to excel

   2. Option to view the report in full-screen

   3. Ability to filter by fields such as groups, enrollment, requirement, status, and student tags.
      

Reviewing Student Compliance by Student

The "By Student" tab offers a complete view of student compliance status, providing essential details like compliance expiration dates and pending documents. This view allows you to monitor and manage individual student compliance efficiently

1. Select the Student Compliance section
2. Select "By Student" option under View By Section
3. You will view the details compliance information for each student.  
   
4. You will be able to view the Grid will show you a quick overview of the student's compliance status, the date until which the student is compliance, documents that the student needs to update, and the list of documents that are pending review, etc. 
5. You can click on the Compliance Status to view all the documents
   
    
6. You will be able to see an overview of all the individual documents. You will be able to download all Compliance reports for a student when you click on "Download Report" button.
   
    

Reviewing Student Compliance by Documents 

The "By Document" tab offers a complete view of student compliance status. This view allows you to monitor and manage individual student compliance for each document catergory efficiently

1. Select Compliance from your dashboard or left menu.
   
2. Click on Compliance Tab
3. Select the "By Document" tab on View by option
   
4. Select Document Status to view the status of the document for each student
   
5. You will see detailed of all compliance details 
   
6. Click Reset to reset a document’s status to move the document to the Archived Documents section and set the student’s requirement status back to "Get Started."
   
    

7. Click Confirm to proceed.

   The status of the document is reset to Get started. You can upload a new document now.
   
    

Reviewing Student Compliance From Course Section

1. Select Courses from your dashboard or left menu.
   
2. Select the Course you’d like to manage.
   
3.  Open up the Students option from the left panel and select Compliance.
   
4. The page will display all students who are enrolled in the course and will show an overall status. If a student has more than 1 item that is not approved, the status will show as Some Action Needed. Click on the status to view additional information.
   
5.  A drawer will open, showing you all of the compliance items along with the current status. Click on the requirement to view information provided by the student.
   
6.  A drawer will open. Review information provided by the student. You can update the document status and provide comments (if needed). Once done, click Update Status.
   
7.  The requirements will be updated. Close the drawer to review other compliance items.