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Review Student Compliance Document

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This guide explains how to review and manage student compliance in Exxat Prism across cohorts, individual students, documents, and courses.

You will learn how to monitor compliance status, review submitted documents, update requirement statuses, and manage due dates and follow-up dates.
The guide also covers communicating with students about compliance requirements and tracking notification history.

In addition, you can learn how to generate compliance reports, export data, download documents and PDF summaries, review graduate student compliance, and archive documents when a requirement needs to be reset.

 

Overview

Exxat Prism provides a centralized Student Compliance area for reviewing and managing compliance requirements throughout the student lifecycle.

Depending on what you need to review, you can view compliance By Cohort, By Student, or By Document.

 The cohort view provides dashboards and detailed status information to help you identify requirements that are pending review, expiring, expired, approved, or still in progress. 

You can then open individual requirements to review documents, update statuses, set applicable dates, and add comments or internal review clarifications.

You can also use Student Compliance to communicate with students, export compliance reports, prepare documents and PDF summaries for download, and review compliance within a specific course.

Together, these views provide different ways to identify compliance gaps and take the appropriate action.

 

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.

    You can also view the compliance status of a graduate student. To filter the list for graduate students 

    1. Select the Filter icon 

    2. In the Filters panel, select Student Profile Status.
    3. Select Graduate.
    4. Select Apply to apply the filter.

      The student list is filtered to show graduate students, allowing you to review their compliance status.

  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-- 

 

Troubleshooting

# Issue What to do
1 I cannot find the cohort I need to review. In Student Compliance, confirm that By Cohort is selected under View By, then locate and select the appropriate cohort.
2 I cannot find the compliance records I need in the Summary tab. Select the appropriate status, such as Pending Review, Approved, Expired, or In Progress. If needed, use the filter icon to narrow the records displayed.
3 I need to follow up on an In Progress requirement. In the Student Compliance drawer, set Document Status to In Progress, then add a Follow-up Date before updating the status.
4 A student’s compliance requirement needs to be restarted so they can submit a new document. Open the requirement and select Reset. This archives the existing document and resets the status to Get Started, allowing the student to upload a new document.
5 The files I prepared for download are not immediately available. After selecting Prepare Files, allow the system to generate the downloadable file. Then open My Downloads and select Download when the generated file is ready.
6 I cannot find a graduate student in the By Student list. Select the Filter icon. In the Filters panel, select Student Profile Status, choose Graduate, and select Apply to display graduate students.
7 I need to identify compliance items that are pending review or nearing expiration. Open the Reports tab and use the Pending Review or Expiring / Expired report. Apply the appropriate filters to narrow the results.
8 I need to confirm whether a compliance email was sent to students. Open the Notification tab and select History to review previously sent compliance emails.

 

Frequently Asked Questions

1. What are the different ways I can review student compliance?
You can review compliance using By Cohort, By Student, or By Document. You can also review compliance within a specific course from the Student Compliance section of that course.
2. What information can I review on the cohort Compliance Dashboard?
The Dashboard provides a visual overview of compliance across students and documents, including all documents and documents uploaded by the school. The graphs display document statuses such as Pending Review, Expiring, and Expired.

You can select a graph to drill down into the related records.
3. What document statuses can I assign when reviewing a compliance document?
In the Student Compliance drawer, you can set the Document Status to Approved, Not Approved, Pending Review, or In Progress.
4. Can I specify a reason when approving a compliance document?
Yes. When applicable, you can select a reason such as Approved with Exception, Approved with Medical Exemption, or Approved with Religious Exemption.
5. What is the difference between Comments and Review Clarifications?
You can add Comments while reviewing a compliance requirement. You can also add Review Clarifications from the right panel by selecting the + icon and entering your message.

Review Clarifications are not visible to students.
6. Can I set a due date for a student's compliance requirement?
Yes. For a requirement in Get Started or In Progress status, you can configure a due date for the requirement or set a due date specific to the student.
7. What compliance information can I download?
Depending on where you are working, you can export compliance data to an Excel file, download student compliance documents, generate PDF summaries, or download individual requirement files.

The Document Details Report provides an Excel export, while the download options allow you to prepare documents and PDF summaries for download.
8. Can I send compliance notifications to multiple students?
Yes. From the Notification tab, select the students you want to contact and select + Compose Email. You can review the recipients, select or edit the email template, preview the message, and then send it immediately or schedule it for a later date and time.
9. What compliance reports are available?
The Reports tab includes reports for Pending Review, Expiring / Expired, and Universal Requirements. You can apply filters such as group, requirement, and status, and then use the export icon to download the report as an Excel file.
10. Can I review compliance for a specific course?
Yes. Open Courses from the Exxat Prism dashboard or hamburger menu and select the appropriate course offering. From the left menu, go to Students and select Student Compliance.

From there, you can review the overall compliance status, open individual documents, update their status, add comments, and download compliance documents or PDF summaries.

 

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