Exxat Prism helps manage Capstone in alignment with the Accreditation Council for Occupational Therapy Education (ACOTE) standards. Capstone Management in Exxat Prism is a centralized system that facilitates institutions to organize and monitor students’ cumulative academic and experiential outcomes.
Exxat Prism simplifies coordination between students, faculty, and site mentors. It creates a seamless, transparent, and efficient experience for all stakeholders throughout the Capstone journey.
Capstone Program
A Capstone is the final project students complete at the end of their program. Focused on real challenges, the Capstone prepares students for their careers, helps them showcase their skills to employers, and marks the shift from classroom to professional practice. It also lets students apply, expand, and specialize their skills in a chosen area.
Capstone in Exxat Prism ensures the following:
Compliance with ACOTE standards.
Centralization and simplification of Capstone coordination across students, faculty, and site mentors.
Automation of placement and evaluation workflows.
Real-time tracking and reporting of student progress, site quality, and program outcomes.
The process of managing Capstone in Exxat Prism includes the following steps:
Set up locations and personnel
Set up students
Set up the course
Evaluate forms and evaluations
You can also watch the video tutorial.
Prerequisites
Administrator access to Exxat Prism
To configure and manage Capstone settings, workflows, and user roles within the system.Student cohort information
Required to assign students to the Capstone course, track their progress, and manage placements.Site and mentor details
Needed to match students with appropriate sites and mentors, and to ensure proper coordination and evaluation.Course structure requirements
Helps define timelines, evaluation criteria, and learning objectives aligned with program and accreditation standards.
Set up Locations and Personnel
Capstone management begins by configuring sites and assigning mentors to ensure effective student placements. This helps program administrators categorize locations, assign site mentors, and establish the necessary infrastructure to streamline student assignments.
Create a Capstone Location Category
Steps:
From the Exxat Prism dashboard, go to Sites, or use the hamburger menu to navigate there.
Go to the Setup tab and select Sites Organization.
In Categories > Sites/Location Categories, click the Edit icon.
At the bottom of the Site/Location Categories drawer, click Add Site/Location Category.
Enter Capstone as the Category Name.
Click Save.
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Assign a Capstone Category to Location
Steps:
Go to the Location tab and click on the Location Name you want to assign to the Capstone category. The Location Menu opens and displays all information related to the selected Location.
In the About section > Categories, click the Edit icon.
In the Location Categories section, select Capstone as category.
Click Save.
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Add a Site Mentor
Steps:
From the Location Menu, select Personnel.
Click Add Associate Personnel. The Associate Personnel drawer appears.
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Do one of the following:
Click Add Personnel to add a new personnel.
To learn how to add new personnel, refer to article. Managing Personnel - Adding Personnel, Adding Communications and InterventionsSelect a personnel from the available list.
Click Save.
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Set up Students
After configuring sites and assigning mentors, the next step in Capstone management is to organize and categorize students entering the Capstone phase. This supports accurate tracking, structured reporting, and smooth preparation for student placements.
Steps:
Go to Students section from the hamburger menu.
Go to the Setup tab > Student Organization section, and select Student Category.
Click Add Student Category button. The Edit Student Category drawer appears.
In the Edit Student Category drawer, type CAPSTONE and click Add.
Click Save.
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Assign Multiple Students to the Capstone Category
Steps:
Go to the Students tab, and click the Filter icon.
Select the Cohort option to filter the students you want to add to the Capstone category.
Click Apply. The filtered students appear in the Student list.
Select the students you want to add to the Capstone category, then click Bulk Update.
The Bulk Update drawer appears, allowing you to update the selected students to the Capstone category all at once.Select Capstone as the Student Category, then click Update.
You will be prompted to enter the displayed number, enter the number and click Update to proceed.
All selected students are now categorized under Capstone for easier tracking and reporting.
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Set- up Courses
Once students are organized, the next step in Capstone management is to create and configure Capstone courses. This supports accurate student-to-course matching and provides comprehensive reporting to align with your program structure.
Steps:
Go to Courses section from the hamburger menu.
Go to the Course Catalog tab and click Add Course.
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In the Add Course drawer, enter the following details:
Course Number: Enter the course number
Course Name: Enter Capstone Management
For Is this a placement-related course?, select Yes
Click Save.
The CAPSTONE course is now ready for student enrollment and placement tracking.
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Set up Terms and Professional years for Capstone
Steps:
Go to the Course Setup tab.
In the Course Organization section > Terms, click the Edit icon. The Edit Term drawer appears.
Add Capstone as a Term, then click Save.
Repeat the process in the Professional Year section, then click Save.
The academic calendar now includes Capstone Terms and Professional years for rotation planning
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Create a Capstone course offering
Steps:
Go to the Course Offering tab and click +Add Course Offering.
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The Add Course drawer appears. Enter the following details:
Cohort: Select the cohort from the dropdown
Term: Enter Capstone
Academic Year: Select the appropriate year (For example: 2024–2025)
Start and End Date: Set the course duration
Professional Year: Enter Capstone
Course: Select Capstone Experience
Click Save.
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A prompt, "Do you want us to register all the Student of the Class of abc to the course offering(s) that you created?" appears.
Select Yes to register students immediately.
Select No to register students at a later time.
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Evaluate Forms and Evaluations.
With courses in place, the next step in Capstone management is to set up essential forms and evaluations. This setup lets programs track student progress, document agreements, and collect feedback throughout the Capstone experience. You can customize forms to align with your program’s specific requirements. To configure or customize forms for your program:
Contact your Customer Success Specialist (CSS) or Account Manager to specify your form requirements and customization needs.
Review and approve the configured forms before implementation.
Forms required
Capstone program requires the following forms:
Student-Mentor Agreements: Students and mentors create formal agreements that define expectations, responsibilities, and goals during clinical rotations or educational experiences. These agreements support clear communication and set shared objectives.
Midterm Evaluations: In the middle of a clinical rotation or course, faculty conduct midterm evaluations to give students formative feedback. These evaluations help students recognize strengths and identify areas to improve before the final assessment.
Final Evaluations: At the end of a clinical rotation or course, faculty administer final evaluations to assess overall student performance and competencies. These evaluations summarize achievements and determine if the student meets required standards.
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Site Evaluations: Programs assess clinical sites or rotation locations by gathering feedback on the learning environment, available resources, and support. These evaluations ensure students train in suitable and effective settings.
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