This document highlights selected ACOTE 2023 standards (revised April 2025) and provides guidance on how to leverage Exxat Prism to meet them. It outlines recommended system setups, best practices, and reporting strategies for each standard. Unless otherwise specified, the recommendations apply to both OT and OTA programs. 

This document provides an overview of the key accreditation standards Exxat Prism Supports.

Standard A: General Requirements

Standard A.3.5: Student Advising by Faculty

The program must have a process for student advisement by faculty who are occupational therapy practitioners in the program. Advisement must be documented and occur regularly in the following areas:

• Conduct and responsibilities required to enter the profession

• Student progress and academic standing

• Fieldwork education

How Exxat Prism Helps?

Exxat Prism’s Student Advisor feature provides a structured, documented process for faculty advisement, helping programs meet accreditation requirements.

• Faculty advisors can be assigned to individual students (their advisees).

• Role-Based Access Control (RBAC) ensures that only assigned advisors and authorized staff can view or update advisement records.

• Advisement sessions can be logged using the Communications feature, creating a clear record of interactions and managing follow-ups. Faculty can also upload meeting notes, progress reports, or signed forms from advising sessions to support accreditation.

• The Interventions feature allows faculty to document academic or professional conduct concerns, track action plans, and monitor follow-up meetings.

• Programs can generate comprehensive reports on communications and interventions to support ongoing monitoring of student progress and professional development.

• Ask Leo: Use the prompt “Are there any follow-ups for interventions and communications with students?” to view pending follow-ups.

Standard A.5.1: Curriculum - Preparation to Practice as a Generalist

The curriculum must include preparation for practice as a generalist with broad exposure to practice settings (e.g., school, hospital, community, long-term care) and practice areas, including new and emerging areas (as defined by the program). It must also prepare students to work with diverse populations, including but not limited to infants, children, adolescents, adults, and older adults, in both physical and mental health areas.

How Exxat Prism Helps?

• Programs can map each course or learning objective to ACOTE standards, ensuring alignment with generalist preparation across diverse practice areas and populations.

• Course measure attributes can be used to tag populations (infants, children, adolescents, adults, older adults) to demonstrate breadth of exposure.

• Program clinical settings can be tracked to ensure exposure across practice settings and areas..

• Attribute usage reports highlight where lifespan coverage occurs and identify gaps, enabling programs to ensure comprehensive coverage.

Standard A.5.4 Curriculum Design

The curriculum design must reflect the mission and philosophy of both the occupational therapy program and the institution. It must serve as the basis for program planning, implementation, and evaluation. The instructional design must identify curricular threads, educational goals, and assessments that inform the selection of content, scope, and sequence of coursework. Faculty must demonstrate an understanding of the courses they teach and how these courses align with the overall curriculum design.

How Exxat Prism Helps?

Exxat Prism’s Curriculum Mapping tool helps programs design curricula that align with accreditation standards, program mission, student learning outcomes, professional competencies, and licensure requirements. With customizable reports—including standards-based, course-based, and cumulative mapping reports—programs can easily identify gaps and redundancies, supporting continuous curriculum improvement.

Examples:

• Cumulative report
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > Mapping Reports > Other Course based Reports > Cumulative Report
  
  
  
   

• Assessment attribute report  
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > Mapping Reports > Measure Attributes Usage > Assessment Method (bar graph)
  

A.5.5: Written Syllabi and Assessment Strategies

The program must have written syllabi for each course that include course objectives and learning activities, collectively reflecting all content required by the Standards. Instructional methods (e.g., presentations, demonstrations, discussions) used to achieve course objectives must be documented. Assessment strategies must complement the instructional design methods and support student progress toward graduation. The program must also demonstrate consistency between course syllabi and the curriculum design.

How Exxat Prism Helps?

• The Generate Syllabus feature in Exxat Prism ensures that all courses are aligned with curriculum design and supports program evaluation and accreditation readiness by maintaining standardized, up-to-date syllabi.

• Syllabi can be automatically created from course objectives, learning activities, and instructional methods.

Examples:

• Instructional methods 
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > Select Course Mapping > Course Objectives > Measure Level Attributes > Add /Edit Attributes > Instructional Methods
  

• Assessment methods 
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > Select Course Mapping > Course Objectives > Measure Level Attributes > Add /Edit Attributes > Assessment Methods
  

How to Identify Gaps?

• Standards-Based Mapping Report
  Enables programs to view how each accreditation standard, competency, or outcome is addressed across the curriculum. Gaps are easily identified when certain standards have limited or no coverage, enabling programs to strengthen alignment.
  
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > MApping Reports > Select a Standard > Mapped Standards 
  
  

• Course-Based Mapping Report
  Especially useful for faculty responsible for individual courses. This report highlights which standards and outcomes are addressed within a specific course and shows where additional content may be needed to ensure comprehensive coverage.
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > MApping Reports > Select a Standard > Mapped Courses
  

• Unmapped Report
  Identifies any standards, competencies, or outcomes not mapped to a course. This serves as an action item for administrators and curriculum committees to ensure no critical elements are overlooked in program design.
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > MApping Reports > Select a Standard > Mapped Standards  > Unmapped Standards
  
  
  Navigation: Exxat Prism Dashboard > Curriculum Mapping > MApping Reports > Select a Standard > Mapped Courses > Unmapped Courses
  

Standard C: Field work Education

Standard C.1.2: Student Access to Fieldwork Site Information

Programs are required to document a process that ensures all students have access to the following

•  Fieldwork Site information and requirements

• Fieldwork Site Objectives

• Past Fieldwork Site evaluations filled by other students

How Exxat Prism Helps?

1. You can provide Access to Site Information in two ways.

   • Students can access the Explore Clinical Locations feature in Exxat Prism. Explore Clinical Locations allows students to review the fieldwork sites in active contract with program before the placements. Students can review the site details, requirements and past evaluations. 
     Navigation:  Exxat Prism Students dashboard > Explore Clinical Locations

   • Students can also access the site information and requirements via the Coursework Section. This method works when the program decides to upload the paper copies in the documents section of the site profile and then share it with the students.

2. Share Fieldwork Objectives via Student Resources Section or add the fieldwork objectives in the Documents Section of the site profile and mark as "Share with Students". 
   

Best Practices

1. Default setting for location visibility:  By default, Explore Clinical Locations option for the location or site is set to "Yes", so students will always see the available locations. You can turn this setting OFF if you do not want locations to be visible to students.

2. Publishing site evaluations: Publish the Site Evaluations (SEFWE – Site) so students can view site evaluations report. 

3. Uploading site documents: Add the required documents under Site Documents for student access.
   Navigation: Exxat Prism Dashboard > Sites > Locations > Location profile > About > Documents

4. Sharing fieldwork objectives: To give students visibility into Level 1 and Level 2 objectives, upload and share your Fieldwork Objectives in this path: Students > School Resources > Student Resources
   

Standard C.1.3: Fieldwork Objectives Agreement & Psychosocial Focus

Programs should document that academic and fieldwork educators agree on the fieldwork objectives prior to the start of the fieldwork experience. Ensure that all fieldwork experiences include at least one objective focused on the occupational therapy practitioner’s role in addressing the psychosocial aspects of the client’s engagement in occupation.

How Exxat Prism Helps?

• Programs can create a custom form to collect fieldwork objectives and obtain confirmation from the fieldwork educator using an e-signature. Students can then view the signed copy for reference.

• Programs can ensure that the form includes a specific section or question addressing the psychosocial aspects of the occupational therapy practitioner’s role.

• For Level II fieldwork, programs can use the NEOTEC-recommended form to standardize the process.

Standard C.1.4: Sufficient Fieldwork Written Agreements

Ensure that fieldwork written agreements are sufficient in number and offer varied practice experiences to support timely completion of graduation requirements, in alignment with the program’s policy as required by Standard A.3.3 

How Exxat Prism Helps?

• Contract Management: Programs can upload and manage contracts with fieldwork sites by capturing details such as start and expiration dates, active/inactive status, and signed written agreements.

• Monitoring Contracts: The Contracts tab under Sites provides a clear view of all fieldwork site agreements, enabling programs to track the number of active sites and monitor upcoming contract expirations.
  Navigation path: Sites > Contracts
  

• Location Details Report: To ensure students are placed in a variety of settings, programs can run the Location Details Report to review the types of fieldwork experiences offered at each site.
  Navigation path: Sites > Report > Location Details
  

Standard C.1.5: Level I and II Fieldwork Selection Process and Written Agreements

Responsibilities of the sponsoring institution(s) and each fieldwork site must be clearly documented in the written agreement. Electronic agreements and signatures are acceptable. Document the process and criteria for:

• Selecting fieldwork sites

• Ensuring valid written agreements are signed by both parties and remain in effect prior to the start and throughout the duration of Level I (e.g., field trip, observation, service-learning activities) and Level II fieldwork experiences for all entities outside of the academic program.

How Exxat Prism Helps?

• The Contracts section streamlines contract management by enabling programs to upload written agreements, create templates, track contract status, and set automated reminders. Contracts section supports efficient tracking, monitoring, and reporting, ensuring students are only placed at fieldwork locations with active agreements.

• Contracts can be easily generated using the Contract Template feature.

• Signed written agreements can be uploaded in the Contracts section, along with details such as start date, expiration date, and contract status. The Placement Clearance Dashboard helps programs verify that only active agreements are used during fieldwork experiences.
  Navigation: Placements > Course > Placement Clearance Dashboard

This view can be generated for a single course or for multiple courses (Level I and Level II), combining separate cohorts together.

Standard C.1.7: Ratio of Fieldwork Educators to Students

Ensure that the ratio of fieldwork educators to students supports proper supervision, safeguards consumers, provides opportunities for appropriate role modeling of occupational therapy practice, and allows for frequent assessment of student progress in meeting stated fieldwork objectives.

How Exxat Prism Helps?

• To monitor the ratio of fieldwork educators to students, programs can enter the supervision ratio while adding slots at a site.

• Navigation: Sites > Location > Slots > Supervision Type

 The Placements by Educator report provides a clear picture of the student-to-educator ratio by displaying the students each educator supervised across the fieldwork experiences.

Standard C.1.8. Evaluating the Effectiveness of Supervision

Programs should document a mechanism for evaluating the effectiveness of supervision for both Level I and Level II fieldwork. Demonstrate support for enhancing supervision by providing resources such as materials on supervisory skills, continuing education opportunities, student well-being, cultural humility, and articles on theory and practice.

How Exxat Prism Helps?

Exxat Prism helps document a mechanism for Evaluating the effectiveness of Supervision (Level I and level II fieldwork)

To ensure that fieldwork supervision supports educational objectives, programs can use the following three methods:

1. Student Evaluation of Educators

   • Students complete evaluations of their fieldwork educators at the end of Level II experiences.

   • These evaluations provide insight into the quality of supervision, mentorship effectiveness, and overall student experience.

2. Fieldwork Performance Evaluations (FWPE)

   • Fieldwork educators complete the FWPE to assess student performance.

   • Consistently strong student outcomes may indicate effective supervision and alignment with program objectives.

3. Site Assessments Conducted by the Program

   • Academic Fieldwork Coordinators or faculty conduct site assessments to evaluate the learning environment.

   • These assessments include a review of supervisory practices to ensure ongoing effectiveness.

   • Programs can track responses and monitor supervision effectiveness using the Comprehensive Placement Forms/Evaluations Report.

Best Practices

• Use the Group By option as Site > Location > Student to review responses by site.

• Use the Group By option as Preceptor > Student to review fieldwork educator performance.

Another Way of Monitoring the Quality of Educator Supervision is by conducting Site Assessments. For standard C.1.8 site assessments conducted during fieldwork experiences provide valuable insights into the quality of supervision and the overall learning environment.

Comprehensive Assessment Report – This report consolidates feedback from multiple assessments, offering a complete overview of both location and educator performance. It helps programs identify trends, strengths, and areas for improvement.

Best Practices: Configure site assessment forms for both Level I and Level II fieldwork to fully leverage the reporting capabilities.

Demonstrate Support for Enhancing Supervision

1. Programs typically check in with educators at the midpoint or multiple times throughout the fieldwork experience.

2. Programs may use feedback forms during check-ins to document and address supervisory needs.

3. Programs can share resources with educators through the Site Resources feature, including materials on supervisory skills, continuing education opportunities, student well-being, cultural humility, and articles on theory and practice.

Standard C.1.10: Qualified Level I Fieldwork Educators

Programs must ensure that Level I fieldwork educators are informed of the curriculum and fieldwork program design and affirm their ability to support the fieldwork experience. This confirmation must occur prior to the start of the Level I fieldwork. Qualified educators may include, but are not limited to, licensed or otherwise regulated occupational therapists and occupational therapy assistants, psychologists, physician assistants, teachers, social workers, physicians, speech-language pathologists, nurses, and physical therapists.

How Exxat Prism Helps?

• Programs can use the Site Resources page to publish the Level I fieldwork design, syllabi, and related materials, and share them with educators through placement notifications.

• Administrators can include the Site Resources link in their email signatures to ensure educators have easy and consistent access.

• Programs can use the Personnel section to capture educator details such as designation, licensure, and credential information.

• The Comprehensive Personnel Report enables monitoring of educator information, identification of missing or expiring licensure, and verification that all educators are qualified and up to date before Level I fieldwork begins.

• Programs can create an Educator Verification Form that allows educators to electronically confirm their ability to support Level I fieldwork.

• Programs can also use custom forms to track educator credentials and license status, with the option to upload copies of licenses. This ensures that supervision consistently meets required standards.

Best Practices

Use the Site Resources page to upload and share the course syllabus, fieldwork handbook, objectives, and other essential documents.

Standard C.1.11: Level I Fieldwork

Programs must demonstrate that Level I fieldwork is provided to students and is not substituted for any part of Level II fieldwork. Programs must also document mechanisms for formal evaluation of student performance.

Level I fieldwork may be delivered through one or more of the following instructional methods:

• Virtual environments

• Simulated environments

• Standardized patients

• Faculty practice

• Faculty-led site visits

• Supervision by a fieldwork educator in a practice environment

Programs must document that all students participate in comparable Level I fieldwork experiences, including consistency in learning activities, objectives, assignments, and outcome measures.

How Exxat Prism Helps?

• Programs can document Level I fieldwork placements within Prism to ensure they are distinct from Level II placements, maintaining compliance with accreditation requirements.

• By structuring Level I fieldwork courses with standardized learning activities, objectives, and evaluations, programs can ensure that all enrolled students receive comparable experiences.

• When all students in a course are mapped to the same rotation, Prism ensures they receive the same number of hours and exposure to the shared objectives defined for Level I fieldwork.

• Programs can design and deploy evaluation forms tied to learning objectives and tasks, allowing consistent assessment of student performance.

• Prism’s reporting capabilities allow programs to track completion of evaluations and confirm that learning experiences remain consistent across the cohort.

• Programs can also use the Measure Attributes Report to categorize Level I courses by instructional method (e.g., virtual, simulated, standardized patients), ensuring transparency in how the experience is delivered.

Standard C.1.12: Length of Level II Fieldwork

Document a required minimum of 24 weeks’ full-time Level II fieldwork. Documentation must specify if part-time completion is available as agreed upon by the site and the program. The length of the part-time program must be equivalent in length to a minimum of 24 weeks full-time

How Exxat Prism Helps?

The Timesheet feature in Exxat Prism provides programs with a reliable and transparent way to document and verify Level II fieldwork hours. Students log their daily or weekly hours and tag the preceptors they work with. Educators review and approve these hours electronically, creating an official record that programs can use to demonstrate compliance with ACOTE requirements.

• Timesheets capture start and end dates, hours, and educators, enabling programs to track the cumulative hours to ensure equivalency to 24 weeks of full-time experience.
• Approved timesheets create an auditable trail, ensuring programs have clear, accessible evidence for self-studies and site visits.
• Once hours are verified, Exxat Prism enables programs to generate Thank You Certificates and CEUs for preceptors, reinforcing site relationships while maintaining compliance documentation.

Standard C.1.13: Qualified Level II Fieldwork Educators

Programs must document and verify prior to the start of Level II fieldwork that each student is supervised by an occupational therapy practitioner who meets the following requirements:

• Is adequately prepared to serve as a fieldwork educator.

• Is currently licensed or otherwise regulated as an occupational therapist.

• Has a minimum of one year of full-time (or equivalent) practice experience as a licensed or otherwise regulated occupational therapist prior to the onset of Level II fieldwork.

The fieldwork educator may be engaged by the fieldwork site or directly by the educational program.

For students completing Level II fieldwork outside of the United States, programs must document and verify that supervision is provided by an occupational therapist (regardless of title) who:

• Graduated from a program accredited by ACOTE, approved by WFOT, or otherwise regulated in the host country.

• Has at least one year of practice experience prior to the onset of Level II fieldwork.

How Exxat Prism Helps?

• Programs can use the Personnel section to capture fieldwork educator details such as designation, licensure, and credential information.

• The Comprehensive Personnel Report allows programs to monitor educator information, identify missing or expiring licenses, and verify that all educators remain qualified and current.

• Programs can create an Educator Verification Form that enables educators to electronically confirm their preparation, licensure status, and a minimum of one year of full-time (or equivalent) practice experience.

Standard C.1.15. Evaluation of Student Performance on Level II Fieldwork

Programs must establish and document a mechanism that requires formal evaluation of student performance during Level II fieldwork. This mechanism should ensure that evaluations are conducted by qualified fieldwork educators, align with program objectives, and are submitted in a timely manner to the academic program.

How Exxat Prism Helps?

• Programs can use the built-in AOTA Fieldwork Performance Evaluation (FWPE) to assess student performance.

• Evaluations can be electronically sent to fieldwork educators assigned to student placements, ensuring timely completion and feedback.

• Program administrators can use Review screens to monitor submission status and follow up on any pending evaluations.

Best Practices

Schedule evaluation emails to be sent one week before the rotation ends, using a standardized template to streamline the process.