Overview

Faculty Compliance in Exxat Prism helps you define, organize, and track the compliance information faculty members need to provide, such as immunization records, certifications, or identity documents.

When creating a new requirement, Exxat Prism guides you through four steps:

You can move back to an earlier step using the Previous button, if you need to make changes before saving.

Set Up Compliance Requirements

Setup Faculty Compliance to define the documents faculty must submit (for example, immunization records, certifications, or identity documents).

Before you begin

• Ensure you have access to the Faculty Compliance section.

Steps

1. Login to Exxat Prism using your university credentials. 
2. From the dashboard or the Hamburger menu, select Faulty Compliance.
   
3. From the top menu, select Setup tab.

1. In the left menu navigate to the Requirements. 
   
    

Add New Requirement

1. Click Add new Requirement  

   you will complete the requirement through a four-step setup process. A progress indicator shows where you are in the setup process.

2. Enter Basic Details
   Use Basic Information to define the requirement and its general settings.
   1. Complete the required requirement details:

2. Review the available settings and enable the settings that apply to the requirement:

3. Under Guidelines, enter instructions in Guidelines for Faculty and Guidelines for Reviewer, as needed.

4. If supporting files are needed, use Browse to upload under:

   • School Templates
   • Samples

   Files must be under 25 MB.

5. Once the basic information is complete, select Next.

3. Section Configuration

   Use Section Configuration to choose the section that should be included in the requirement.

   1. Review the available section listed under SECTION.
   2. Use the toggle under ENABLED to enable the section you want to include.
   3. To rename the section, select the edit icon, update the name, and then select the checkmark to save it.
   4. Select Next to continue to Fields Configuration.

   If you need to change the requirement details entered in Basic Details, select Previous.

4. Fields Configuration

Use Fields Configuration to define the information faculty need to provide for the enabled section.

1. Review the fields available under the section.
2. Use the toggle beside each field to enable or disable it. 
3. For an enabled field, update its Label when you want to change the text displayed for that field.
4. Select Required for any field that faculty must complete.

5. If Expiration Date is enabled, select how the expiration date should be determined:

6. Review the configuration for each enabled field.

If you need to change the enabled section, select Previous to return to Section Configuration.

5. Save the Requirement

   After configuring the fields, review the information on Fields Configuration before saving.

   Confirm that:

   • The appropriate fields are enabled.
   • Field labels are correct.
   • Required is selected for fields that faculty must complete.
   • Expiration Date settings are configured correctly, when applicable.

   If you need to make changes, select Previous to return to an earlier step.

   Once the requirement is configured correctly, select Save.

   
   The requirement is created with the basic information, section, and field configuration you selected during setup.

Requirement Status indicators

Color Indicators	Green	Enabled
	Grey	Disabled
Icon Indicators		Enabled
		Mandatory

Setup Requirement Groups

Administrators can create and configure Requirement Groups to categorize faculty requirements efficiently and assign the requirement groups to faculties based on their roles and program. 

Create a Requirement Group

1. Login to Exxat Prism using your university credentials. 
2. From the dashboard or the Hamburger menu, select Faulty Compliance.
   
3. From the top menu, select Setup tab.
4. In the left menu navigate to the Requirement Group. 
   
5. In the top left of the page, click Create Group.
6. In the Create Group drawer do the following.
   1. Enter Group name , Description for the group and click Next.
      
   2. Select predefined requirements from a list of enabled compliance requirements, and click Next.
      
   3. Review the requirement group details and click Save.
      
      Requirement Group is created successfully.

Edit Requirement Group

1. In the Requirement Group section, click the edit icon for the requirement group. 
   
2. In the Edit Group drawer. make changes as required and Click Save.

Faculty Association

Associate a faculty to the requirements group.

1. Login to Exxat Prism using your university credentials. 
2. From the dashboard or the Hamburger menu, select Faulty Compliance.
   
3. From the top menu, select Setup tab.
4. In the left menu navigate to the Faculty Associations.
   
5. Select the faculties you want to associate and Click Assign Group. 
   
6. Select the requirement groups you want associate the faculty to.
   Note: [Optional] You can choose to override the currently associate groups for the faculty. 
7. Click Save.
   
   Faculty is associated to the requirement group.

Set Up Auto-Notifications

Enable automated reminders to help faculty complete compliance requirements on time.

Notification Types

Document Status

Auto-notifications can be triggered when documents are in the following status

• Not Approved
• Expiring
• Expired

Requirement Status

When requirements are in the following status

• Get Started
• In Progress

Steps

1. Login to Exxat Prism using your university credentials. 
2. From the dashboard or the Hamburger menu, select Faulty Compliance.
   
3. From the top menu, select Setup tab.
4. In the left menu navigate to the Faculty Associations.
   
5. In the top right click Add Notifications
   
6. In Add Notification drawer
   1. Configure settings and Click Next
      1. Enter Title for the notification, 
      2. Enter description
      3. Set Notification Frequency with start and end dates.
         
   2. Select the requirement or group and click Next. 
      
      Note: You can prevent notifications from being sent for optional documents by enabling the Disable Notifications for Optional Documents toggle. When enabled, faculty will not receive reminders for optional compliance requirements.
       
   3. Review the setting Summary and Click Create Notification
      

Notification is created successfully.

Click the View Notification History to see all the notifications sent.

Disable notification for Individual Faculty

You can disable email notifications to be sent for individual faculties. 

1. From the Compliance Summary Dashboard, select By Faculty. 
2. Click on the Faculty's Compliance Status to see the faculty's compliance details.
   
3. Toggle-off the Email Auto-Notifications.