This guide explains how to access the AI Feature Hub, understand the information provided for each AI feature, and turn eligible features on or off.
You will also learn how sensitive-data indicators and individual user permissions affect feature availability, how Help with Ask LEO is managed, and where to review AI feature activity and Exxat’s trust and security information.
Overview
The AI Feature Hub allows your program to manage eligible AI features individually. From the AI Feature Hub, you can see what each AI feature does and whether it is currently on or off.
You can also review whether a feature uses sensitive data, which AI model provider supports it, and whether individual users need to provide permission before they can use it.
The AI features you can enable depend on the AI settings configured for your program. As a result, some features may be available for you to manage while others may be restricted.
New AI features are not automatically enabled. They remain off until an administrator enables them, provided the feature is available for your program.
Existing feature settings are retained where applicable.
If an existing feature was already on or off before the updated AI Feature Hub was introduced, its previous setting is preserved unless your program’s AI configuration restricts that feature.
How AI Feature Access Works in Exxat Prism
Exxat Prism gives your program control over eligible AI-powered features through the AI Feature Hub. Instead of providing one overall consent for AI, administrators can review AI features individually and manage the features available to their program.
This approach helps your program:
Understand what each AI feature does before enabling it.
See whether a feature uses sensitive data, such as Personally Identifiable Information (PII) or Protected Health Information (PHI).
Identify the AI model provider associated with a feature.
See whether individual user permission is required.
Turn eligible AI features on or off based on your program’s AI configuration.
Review AI capabilities without first accepting an overall AI usage consent.
How feature availability is determined
The AI features available to your program depend on its AI configuration. This configuration determines which features your school can manage and whether certain features are restricted.
As you review the AI Feature Hub, you may find that:
Some features are available for you to turn on or off.
Features that use sensitive data may be restricted based on your program’s configuration.
Some features may require individual users to provide permission before they can use them.
Certain features, such as Help with Ask LEO, are controlled by Exxat and cannot be changed by school administrators from the AI Feature Hub.
Turning on an AI feature does not always mean that every user can immediately use it.
If User Permission is Required, eligible users must separately provide permission before they can access the feature.
How new and existing AI features are handled
New AI features are off by default. They remain off until a school administrator enables them, provided the program’s AI configuration allows the feature to be managed.
For AI features that were available before the updated AI Feature Hub, your program’s existing on or off selections are retained where applicable. Program-level restrictions can override an existing feature selection if the feature is no longer permitted under your program’s AI configuration.
The AI Feature Hub is available to school administrators with the following roles:
Program Super Administrator
Non Compliance Program Administrator
PRISM Administrator’s Single Program Access (Non View Other Programs)
Site and Personnel Program Admin
Access the AI Feature Hub
Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or hamburger menu, go to Program Details.
Select Setup, then select AI Feature Hub.
The AI Feature Hub displays the AI capabilities available for your program and their current status.
Understand the AI Feature Hub
The AI Feature Hub organizes AI-powered features by the area of Exxat Prism in which they are used uch as Course & Curriculum Mapping, Compliance, Reports, and General.
Each feature includes information to help you understand its purpose, current status, data usage, AI model provider, and permission requirements.
| Column | What it means |
|---|---|
| Status | Shows whether the AI feature is currently On or Off. When a feature is available for school-level control, you can use the toggle to turn it on or off. Some features may be restricted or controlled by Exxat and cannot be changed from the AI Feature Hub. |
| Feature | Displays the name of the AI feature and a brief description of what it does. Review this information to understand the feature before enabling it. |
| Sensitive Data (PHI/PII) | Indicates whether the feature uses sensitive data, including Personally Identifiable Information (PII) or Protected Health Information (PHI). A feature that uses sensitive data may be restricted based on your program’s AI configuration. |
| AI Model Provider | Identifies the company that provides the AI model used by the feature, when applicable. The provider is displayed at the company level rather than by a specific AI model or version. |
| User Permission | Shows whether individual permission is Required or Not required. When permission is required, enabling the feature for the program does not automatically give eligible users access. Each eligible user must separately provide permission before using the feature. |
The number shown in each section header, such as 1 of 3 on, indicates how many AI features in that section are currently enabled.
Understand feature availability
Not every AI feature displayed in the hub can necessarily be enabled for your program.
Your program’s AI configuration determines which features are available. Depending on that configuration:
Some AI features may be available for you to turn on or off.
Features that use sensitive data may be restricted.
Some features may be unavailable under your program’s AI settings.
Some features are controlled by Exxat and cannot be changed by a school administrator.
Program-level restrictions take precedence over individual feature settings. If a feature is restricted for your program, you cannot enable it from the AI Feature Hub.
Manage AI Features
Enable an AI feature
Eligible AI features can be enabled individually. Enabling one feature does not automatically enable other AI features.
In the AI Feature Hub, locate the feature you want to use.
Review the feature description and the information under Sensitive Data (PHI/PII), AI Model Provider, and User Permission.
In the Status column, turn on the toggle for the feature.
The feature becomes enabled at the program level, subject to any additional user-permission requirements.
New AI features remain off unless an administrator explicitly enables them. They are not automatically enabled at a later time if no action is taken.
If User Permission is Required, enabling the feature for your program does not automatically give individual users access. Eligible users must separately provide permission before they can use the feature.
Disable an AI feature
You can turn off an eligible AI feature when your program’s configuration allows school-level control.
In the AI Feature Hub, locate the enabled feature.
In the Status column, turn off the toggle.
The feature becomes unavailable for the program.
If the feature requires individual user permission, turning it off also makes it unavailable to users who previously provided permission. Their individual permission does not override the program-level setting.
If the school later turns the feature on again, users who previously provided valid permission do not need to opt in again. Users who have not previously opted in must complete the individual permission process before using the feature.
Understand Individual User Permission
The User Permission column indicates whether users need to provide their own permission to use an AI feature.
Not required
When Not required is displayed, users do not need to complete a separate AI permission process. Once the feature is enabled for the program, its availability follows the intended behavior of that feature.
Required
When Required is displayed, enabling the feature at the program level is only the first step.
For an eligible user to access the feature:
The feature must be available under the program’s AI configuration.
A school administrator must enable the feature when school-level control is available.
The intended user must separately provide permission.
Eligible users are shown the applicable information about the feature and its data usage before providing permission.
If a user does not provide permission, the feature remains unavailable to that user. This does not prevent other eligible users who have provided permission from using it.
About Help with Ask LEO
Help with Ask LEO allows LEO to search approved Help Center content and provide relevant answers to user questions.
Unlike AI features that administrators can manage directly, Help with Ask LEO is controlled by Exxat at the program level.
When the feature is displayed as locked in the AI Feature Hub, its status cannot be changed by a school administrator.
Depending on your program’s AI configuration, Help with Ask LEO may be available or unavailable. If your program’s AI settings do not permit AI features, Help with Ask LEO remains off.
Review Trust & Security Information
The AI Feature Hub provides access to Exxat’s trust and security information.
From the upper-right corner of the AI Feature Hub, select Trust & Security.
The Exxat Trust Portal opens in a separate browser tab.
Use the available sections to review information about Exxat’s security, privacy, and compliance practices.
The Trust Portal provides areas such as Overview, Status, Resources, Subprocessors, and Controls.
Use this information when you need additional details about how Exxat approaches security, privacy, compliance, and data protection.
When a Business Associate Agreement is configured as being in place between Exxat and your school, the AI Feature Hub may display an informational confirmation. This indicator does not enable AI features or override your program’s AI restrictions.
Review AI Feature Activity
The Activity Log provides an audit history of changes associated with AI features.
From the upper-right corner of the AI Feature Hub, select Activity Log.
Review the recorded changes in the Activity log panel.
To locate a specific record, enter relevant information in Search audit history.
The Activity Log provides an audit history of changes made to AI features. Use it to review what changed, who made the change, and when the change occurred.
| Field | What it means |
|---|---|
| Time | Shows when the activity occurred. |
| Actor | Identifies the person who made the change. |
| Field Name | Shows the AI feature or setting that was changed. |
| Change Type & Action | Shows the type of activity recorded, such as Updated. |
| Change | Shows how the feature’s status changed, such as Disabled → Enabled or Enabled → Disabled. |
| Path | Shows the area in Exxat Prism where the change was made, when available. |
After using the AI Feature Hub, eligible AI features are configured according to your program’s needs and the AI settings established for your program.
Features you enable are available according to their individual product behavior. If a feature requires individual user permission, only eligible users who provide that permission can use it.
Troubleshooting
| # | Issue | What to do |
|---|---|---|
| 1 | I cannot turn on an AI feature. | The feature may be restricted by your program’s AI configuration. Program-level restrictions take precedence over individual feature settings. |
| 2 | An AI feature that uses sensitive data is unavailable. | Your program may be configured to allow AI features that do not use sensitive data while restricting features that use PII, PHI, or other sensitive information. |
| 3 | I cannot change Help with Ask LEO. | This feature is controlled by Exxat at the program level and cannot be turned on or off by school administrators from the AI Feature Hub. |
| 4 | A user cannot access an AI feature even though it is on. | Check the User Permission value. If it is Required, the eligible user must provide individual permission before the feature becomes available to them. |
| 5 | Users lost access after I turned off an AI feature. | Turning off a feature at the program level makes it unavailable to all users, including users who previously provided individual permission. |
| 6 | A feature that was previously available is now restricted. | Changes to your program’s AI configuration can override individual feature settings. A feature cannot be enabled when the program’s current configuration restricts it. |
Frequently Asked Questions
A school administrator must explicitly enable an eligible feature if the program's AI configuration allows it.
This configuration determines which features are available for school-level control and whether features that use sensitive data can be enabled.
This information helps you understand how data is handled by the feature and may also affect whether the feature is available under your program's AI configuration.
After the school enables the feature, eligible users must separately provide permission before they can use it.
If User Permission is Required, only eligible users who have provided individual permission can use the feature.
School administrators cannot turn this feature on or off from the AI Feature Hub.
The audit history shows information about recorded changes, including when the change occurred, who made it, and how the feature's status changed.
This opens the Exxat Trust Portal, where you can review available security, privacy, compliance, resource, subprocessor, and control information.
If the feature is turned on again later, users with valid existing permission do not need to opt in again. Users who have not previously provided permission must complete the permission process before using the feature.
Program-level restrictions can still override an existing setting if a feature is not permitted under your program's current AI configuration.
0 comments
Please sign in to leave a comment.