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Review Student Compliance Document

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This guide helps you efficiently review and manage student compliance in Exxat Prism across cohorts, students, and courses. Learn how to track compliance status using dashboards, review and update documents, and communicate with students when action is needed.
It also covers generating reports, downloading documents, and monitoring expiring or pending requirements.
With multiple views like By Cohort, By Student, and By Document, you can quickly identify gaps and take action. These tools help ensure compliance accuracy and keep your program running smoothly.

 

Introduction

Managing student compliance is essential to ensure that all program requirements are met and maintained throughout the student lifecycle. 

Exxat Prism provides a centralized and efficient way to review, track, and manage compliance documents across cohorts, students, and courses, helping you maintain accuracy, streamline workflows, and support student success.

 

You can also Watch the Video Tutorial. 

Watch Video

 

Compliance section  by default opens in the Compliance Review tab. with a dashboard showcasing the overall compliance status of the cohort. 

 

Reviewing Compliance by Cohort

Once students begin submitting compliance documents, administrators can review and manage them at the cohort level.

Access Cohort Compliance

  1. Login to Exxat Prism using your university credentials.

  2. From the Exxat Prism dashboard or hamburger menu, go to Student Compliance.

  3. under View By, select By Cohort 

  4. Click on the desired cohort name
    By default, you will land on the Compliance Dashboard for that cohort.

Dashboard Tab for Cohort

The Dashboard provides a visual overview of compliance status across the cohort.

Key Features

  • View compliance across:

    • Students

    • Documents

    • All Documents

    • Documents uploaded by school

  • Each graph represents document statuses such as:

    • Pending Review

    • Expiring

    • Expired

Tip: Click on any graph to drill down into detailed records.

 

Summary Tab

The Summary tab allows you to review and update compliance documents.

Steps to Review Documents

  1. Navigate to the Summary tab

  2. Click on a status such as:

    • Pending Review

    • Approved

    • Expired

    • In Progress

  3. (Optional) Apply filters using the filter icon

  4. Select a document to open the Student Compliance drawer

End--

Review Document and Update Document Status

Within the Student Compliance drawer:

  1. Select Document Status from the drop-down

    • Approved

    • Not Approved

    • Pending Review

    • In Progress

  2. (Optional) If the document status is In Progress , you can set a Follow-up Date.

  3. Choose a Reason (if applicable), such as:

    • Approved with Exception

    • Approved with Medical Exemption

    • Approved with Religious Exemption

  4. (optional) Set a due date for the compliance requirement in Get Started or In Progress status.

    1. You can configure the due date for the requirement
      or

    2. Due date specific to the student. 

  5. (Optional) Add Comments 

  6. (Optional)You can also add Review Clarifications. The comments or message enter here is not visible to students. 

    1. In the right panel , in Review Clarification section, click "+" icon .

    2. Enter your message and click Save.

  7. (Optional) Click Reset to:

    1. Archive the document

    2. Reset status to Get Started

  8. Click Update Status

The system will update the requirement accordingly.

End--

Download Reports & Documents

  • Document Details Report

    In the top of the grid, click Document Details Report to export data in an excel file.

     

  • Bulk Download

    1. Click Bulk Download to download student documents for a requirement. 

    2. Download Documents

      1. In the Documents tab, select the requirement. 

      2. click Prepare Files to prepare files for download. 
        System generates a downloadable file.

      3. Once generated, click My Downloads - you will see files are ready to download.

      4. Click Download next to the generated files to begin download.

         

    3. Download PDF Summary

      1. In the PDF Summary tab, select (1 or more) the requirements you want to download.

      2. click Prepare Files to prepare files for download. 
        System generates a downloadable file.

      3. Once generated, click My Downloads - you will see files are ready to download.

      4. Click Download next to the generated files to begin download.

End--

Notification Tab

Use this tab to communicate with students regarding compliance.

  1. Navigate to the Notification tab

  2. Select students using checkboxes

  3. (Optional) Expand items to customize included requirements

  4. Click + Compose Email

  5. Review recipients and click Next.

  6. Select or edit email template, and click Preview. 

  7. Send email now or schedule to send at a later date and time. 

You can also track emails using the History button.

End--

Reports Tab

Reports help you quickly identify items that need attention.

Available Reports

  • Pending Review → Items awaiting action

  • Expiring / Expired → Items nearing or past expiration

  • Universal Requirements

Apply filters (group, requirement, status, etc.) as required and click the export icon to download the excel report. 

End--

Reviewing Compliance by Student

The By Student view provides a detailed overview of each student’s compliance.

Steps

  1. Login to Exxat Prism using your university credentials.

  2. From the Exxat Prism dashboard or hamburger menu, go to Student Compliance.

  3. Under View By, select By Student 
    You will see Overall compliance status, Expiration dates, Pending and incomplete items.

  4. Click on the Compliance Status to:

    1. View all compliance requirements for the student.

    2. Download individual student reports

      1. Click Download PDF Repot for Selected Documents to download PDF Summaries. 

      2. Click Download files Selected Documents to download individual files of the requirement. 

End--

Reviewing Compliance by Document

The By Document view focuses on compliance by document type.

Steps

  1. Login to Exxat Prism using your university credentials.

  2. From the Exxat Prism dashboard or hamburger menu, go to Student Compliance.

  3. under View By, select By Document 

  4. Click on a Document status to review the document. 

  5. Click Export to download an excel report. 

End--

Archive Compliance Documents

  • Resetting a document status moves it to the Archived Documents section

  • Students can upload a new document after reset

 

Reviewing Compliance from Course Section

You can also review compliance within a specific course for contextual compliance tracking

Steps

  1. Login to Exxat Prism using your university credentials. 

  2. From the Exxat Prism dashboard or hamburger menu, go to Courses

  3. Click on the course offering

  4. In the left menu, navigate to Students section and select Student Compliance

    You will see the  overall compliance status for the course.

  5. Click on status (e.g., Some Action Needed)

    1. Review Documents. 

      1. Click on the Individual document status.

      2. Review individual documents

      3. Update status and add comments

      4. Click Update Status

    2. Download Documents

      1. Click download icon

      2. Click Download PDF Repot for Selected Documents to download PDF Summaries. 

      3. Click Download files Selected Documents to download individual files of the requirement.

End-- 

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