This guide provides insight into how Exxat Prism supports the setup and administration of Social Work programs, including key program information, field education settings, user access, and program resources.

It brings together the essential program setup activities administrators need to configure and maintain their Social Work program in Exxat Prism.

Explore how Program Details, Program Settings, Standards, User Roles, Agency Resources, Notification Hub, Program Calendar, Program 360, and AI features can support your program’s day-to-day administration.

Use this guide to understand what to configure, where to manage it in Exxat Prism, and how each setting supports your Social Work program and field education workflows.

A practical reference for administrators looking to make program setup more organized, consistent, and easier to manage.

Overview

Exxat Prism provides Program Administrators with tools to manage the foundational information and settings used across their program.

For Social Work programs, these settings help establish how your program is represented in Exxat Prism and support the academic and field education workflows that your team manages.

Depending on your level of access, Exxat Prism allows you to manage:

Program profile and details, including program name, logo, description, degree information, and address.
Program information, including academic terms and professional years.
Mission and vision information for your Social Work program.
Accreditation information and program standards used to document and organize program requirements.
Grading schemes used by your program.
Program settings that support field education and placement workflows.
User roles and access to control what program users can view and manage.
Program email settings used for communications from Exxat Prism.
Site Resource Page information and resources shared with Agencies.
Notification Hub settings and notifications used to stay informed about program activities.
Program Calendar for managing and viewing important program activities and dates.
Program 360 for program-level visibility and oversight.
AI usage consent and AI features available within Exxat Prism.

Together, these Exxat Prism capabilities provide the administrative foundation for managing your Social Work program and supporting your program’s academic and field education workflows.

Social Work Terminology Used in This Guide

This guide uses Social Work terminology wherever possible:

Terminology	Explanation
Field Education	The broader experiential education component of a Social Work program.
Field Placement	A student’s placement experience as part of their field education.
Agencies	Organizations where students complete their field education experiences.
Field Instructor	The individual who supports or supervises a student at an Agency.

Note:
Exxat Prism may use terminology such as Clinical Settings, Site Resource Page, or other labels that differ from terminology commonly used in Social Work education.
This guide retains the exact Exxat Prism interface labels when providing navigation and instructions so you can easily locate the corresponding feature.

Before You Begin

Make sure you have the appropriate level of access in Exxat Prism to manage your program’s setup information.

Depending on your permissions, some sections may be available as view-only. If you can access a section but cannot make changes, your assigned access level may not include permission to modify that information.

If you do not have the required level of access, contact Exxat Prism Support for assistance.

Program Details Section

The Program Details section in Exxat Prism provides a central location for maintaining your Social Work program information and configuring program-level settings.

The Program Details section includes the following tabs

Tab	Description
Setup	Configure and maintain your Social Work program’s core information and settings, including the School Profile, Grading Scheme, Clinical Settings, and Agency Resource Page.
Standards	Create and manage standards that are specific to your program. These standards are separate from accreditation standards and can include program goals, university goals, program learning outcomes, and other program-defined standards.
Notification Hub	Manage your program’s email configurations and templates from a central location. The Notification Hub includes Email Setup and Email Templates.
User Roles	Manage user roles and access within Exxat Prism. From the User Roles page, you can assign a role to a user, update an existing role, or remove a role.
Program 360	View live program metrics related to student activity, placements, curriculum, and site operations. Program Administrators can use the Program 360 dashboard to review key program information in one place.
Program Calendar	View, track, and manage key program events and deadlines in one place.

Important:
The information and settings you can modify in Exxat Prism depends on your assigned access level.
If you can view an option but cannot edit it, you may have view-only access.

Access Program Details

The Program Details section in Exxat Prism provides access to the primary settings and information used to configure and maintain your Social Work program.

Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard navigate to the Program Details section.

or
From the Hamburger menu go to Program Details.

The Setup page opens, providing access to the available configuration options for your program.

Program Setup

Program Setup allows you to configure foundational information and settings for your program in Exxat Prism.

Note:
See the Access Program Details section of this guide to learn how to access the Program Details section in Exxat Prism.

From the Setup tab, you can manage your School Profile, Grading Scheme, Clinical Settings, and Agency Resource Page.

Setup	Description
School Profile	View and manage your program information, including the program name, description, program type, degree offered, additional information, and address.
Grading Scheme	Configure the grading schemes used by your program.
Clinical Settings	Configure the clinical settings associated with your program.
Agency Resource Page	Configure the information and resources available on the Agency Resource Page.

Configure School Profile

The School Profile provides general information about your program. You can view information such as the program name, description, program type, degree offered, additional information, and address.

To update the School Profile:

From Program Details, click the Setup tab.
From the left-menu, select School Profile.

The School Profile page displays the following sections:

Details
Campus
Mission And Vision
Accreditation

Program Details

The Details section displays your program's general information, including:

Program Name
Description
Type
Degree offered
Additional information
Address

To update this information:

In the Details section, click the Edit (pencil) icon.
Update the required program information.
Save your changes.

Campus

The Campus section displays the campuses or instructional locations associated with your program.

Add Campus

In the Campus section, click + Add Campus.
Enter the required campus information.
Save the campus details.

To update an existing campus, click the Edit (pencil) icon for the campus you want to modify.

To remove a campus, click the Delete icon for the campus you want to remove.

Mission Vision

The Mission And Vision section displays your program's mission and vision statements.

Add Mission and Vision

Go to the Mission And Vision section.
In the Mission Vision section, click the plus (+) icon
Enter Mission and Vision Statements.
Save changes.

To update an existing mission and vision statement , click the Edit (pencil) icon.

Accreditation

The Accreditation section displays accreditation information associated with your program, including:

Accrediting organization
Accreditation status
Type of Accreditation
Details
Next accreditation date
Most recent accreditation date

Add Accreditation

Go to the Accreditation section.
Click the plus (+) icon.
Enter the accreditation information.
Save your changes.

To update accreditation information, Click the Edit (pencil) icon.

Grading Scheme

Configure grading schemes in Exxat Prism to define how grades are represented for your Social Work program. Exxat Prism supports Letter Grade and Pass/Fail Grade grading schemes.

Access Grading Scheme

From Program Details, click the Setup tab.
From the left-menu, select Grading Scheme.

The Grading Scheme page displays the grading schemes configured for your program.

Add a Letter Grade Scheme

Use a Letter Grade scheme when your Social Work program evaluates student performance using letter grades.

From Grading Scheme, select Add New.
From the drop-down, select Letter Grade.
Enter a title or name for the grading scheme.
Define the grading scale by specifying the letter grades for the 0%–100% range.
Save grading settings.

Exxat Prism saves the grading scheme for your program.

Add a Pass/Fail Grade Scheme

Use a Pass/Fail Grade scheme when student performance is evaluated using a pass/fail model.

From Grading Scheme, select Add New.
From the drop-down, select Pass/Fail Grade.
Enter a title or name for the grading scheme.
Define the grading scale by specifying the pass score percentage
Forms or Evaluations Score equal to or greater than the entered pass score percentage is considered pass.
Save settings.

Exxat Prism saves the Pass/Fail grading scheme for your program.

The required Letter Grade or Pass/Fail Grade grading schemes are configured in Exxat Prism and available for your Social Work program.

Edit a Grading Scheme

To update an existing grading scheme:

Go to Grading Scheme.
Locate the grading scheme you want to update.
Select the edit icon next to the grading scheme.
Make the required changes.
Save your changes.

Delete a Grading Scheme

To remove an existing grading scheme:

Go to Grading Scheme.
Locate the grading scheme you want to remove.
Select the delete icon next to the grading scheme.

Important:
Before deleting a grading scheme, confirm that it is no longer required by your Social Work program.
The source Exxat Prism documentation does not specify how deleting a grading scheme affects existing courses, grades, or other associated records.

Clinical Seetings

Clinical Setting is the Exxta Prism standard terminology for Field Education and Placement Settings.

Configure Program Settings in Exxat Prism to define the types of environments where Social Work students complete their field placements.

These settings help your program categorize placement experiences based on the setting in which field education occurs.

Access Clinical Settings

Go to Program Details in Exxat Prism.
From Setup, select Clinical Settings.

The Clinical Settings section displays the settings currently available for your program.

Add a New Setting

Create settings that represent the environments relevant to your Social Work program and field placements.

From Clinical Settings, select edit icon for the program clinical settings.
In Edit program clinical settings drawer,
1. Enter a Setting Name.
2. Select a color to represent the setting.
Select Save.

The new setting is added to the list of Clinical Settings in Exxat Prism.

For a Social Work program, settings can be used to represent the different environments in which students may complete field education experiences.

Tip:
Use setting names that are clear and meaningful to your Social Work program.
Consistent naming can make it easier for program users to identify and work with different field placement environments in Exxat Prism.

Edit a Setting

Update an existing setting when its name or other configured information needs to change.

From Clinical Settings, select edit icon for the program clinical settings.
In Edit program clinical settings drawer,
Click Edit Name next to the Setting to edit the name.
Select the color from the color drop-down.
Select Save.

Exxat Prism updates the setting with the new information.

Agency Resource Page

Use the Agency Resource Page in Exxat Prism to share important program information with Agencies that support your students’ field education experiences.

The Agency Resource Page provides Agencies with access to selected schedules, program and course resources, announcements, and program contact information.

You can customize the information that appears on the page and determine which resources are shared.

Access Agency Resource Page

Go to Program Details in Exxat Prism.
From Setup, select Agency Resource Page.
In the top right click View Agency Resources Page.

You will be redirected to the public url that displays the agency resouces as agencies will see it.

Customize the Agency Resource Page

You can customize the following information:

Welcome Message
Announcements
Clinical Education Schedule
Resources for Clinicians
Clinical Education Contacts

Welcome Message

Use the Welcome Message to provide introductory information or guidance for Agencies accessing your Site Resource Page.

Expand Welcome Message.
Enable toggle to include the welcome message in the Agency Resource Pgae.
click Add .Welcome Message Button.
Enter the message you want to display.
Select Save.

After the message is saved, use the pencil icon to edit it or the trash icon to delete it.

Manage Announcements

Use Announcements to share time-sensitive information with Agencies.

Expand Announcements.
Enable the toggle to display announcements on the Agency Resource Page.

When enabled, announcements added to Agencies in Exxat Prism and configured for sharing are displayed on the Agency Resource Page.

Share Field Education Schedule Information

Exxat Prism uses Clinical Education Schedule to display course and placement schedule information on the Site Resource Page.

To make applicable schedule information available:

Expand Clinical Education Schedule.
Enable the toggle to make the applicable course and placement schedule information available through the Agency Resource Page.

Note:
Exxat Prism uses the term rotation within this workflow.
For Social Work programs, this information can relate to the field placement experiences associated with the applicable course.

Resource for Clinicians

Expand Resources For Clinicians.
Enable Include selected resources to display selected FAQs, Quick Links, videos, and documents on the Agency Resource Page.
Enable Include selected course documents to display selected course documents on the Agency Resource Page.

When enabled, resources and course documents configured with Show on Agency Resources Page in Exxat Prism are displayed on the Agency Resource Page.

Clinical Education Contacts

Use Clinical Education Contacts to share selected faculty and staff contact information with Agencies.

Expand Clinical Education Contacts.
Enable Include selected faculty and staff to display selected faculty and staff on the Agency Resource Page.

When enabled, faculty and staff configured with Show on Agency Resources Page in their Contact Sharing settings are displayed on the Agency Resource Page.

Preview and Share the Agency Resource Page

Before sharing the page with Agencies, preview it to confirm that the intended information and resources are available.

Go to Program Details > Agency Resource Page.
Select View Agency Resources Page.
Review the page as it will appear to Agencies.
Copy the link from your browser's address bar.
Share the link with the appropriate Agency partners.

The link can be shared through communications sent from Exxat Prism or through your program's regular email.

Managing Program Standards

Program Standards in Exxat Prism allow your Social Work program to create and maintain standards that are specific to your institution or program. These standards are separate from accreditation standards and can include program goals, university goals, program learning outcomes, or other standards your program uses when managing curriculum mapping.

For Social Work programs, program-specific standards can be used to organize internal educational goals and learning outcomes alongside the accreditation standards maintained in Exxat Prism.

Access Program Standards

Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or the Hamburger menu, go to Program Details.
From the top menu, select Standards.
The Standards page displays both Accreditation Standards and Program Specific Standards.

Add a Program-Specific Standard

In the Program Specific Standards section, select the + icon.
In the drawer that opens, enter the name of the standard.
Select Save.

The new standard is added to the Program Specific Standards section.

For example, your Social Work program may use this area for program goals, institutional goals, or program learning outcomes that are separate from accreditation standards.

Add Subcategories to a Program-Specific Standard

After creating a program-specific standard, you can add goals or subsections beneath it.

From Program Specific Standards, select the standard you want to update.
Select +Add Standard
In the drawer that opens, enter the standard code and description for the sub category you want to add.
Select Save.

Continue adding subsections as needed to reflect the structure of your program-specific standards.

Add Tags to Subcategories

Tags can be associated with standards to help your program identify, organize, and track related items. Tags are customizable and can support groups or committees responsible for reviewing standards used by the program.

To add a tag:

Click on the subcategory to open the details drawer.
Select the + icon in the Tags section for the applicable subcategory.
From the list of available tags, select the tag you want to associate with the subcategory.
(optional) If the tag does not already exist, select +Add new tag.
1. Enter a name for the new tag and select a color.
2. Select Add.
3. Return to the tag list and select the applicable tag.
4. Select Apply.

Note:
Consider creating the tags your program expects to use so that they are available consistently to school users working with program standard.

Edit or Delete a Program-Specific Standard

To edit a standard:

Select the program-specific standard you want to update.
Make the required changes in the drawer.
Select Save.

To delete a standard:

Select the applicable standard.
Select the vertical ellipsis.
Select Delete.

Important
Deleting a program-specific standard also deletes mappings associated with that standard.

Managing User Roles and Access

User Roles allow Social Work program administrators to review and manage access to Exxat Prism. Roles determine the permissions available to users working within the program.

You can review access by role or by individual user. This can help your program manage access for faculty, staff, field education personnel, and other users who support program administration.

Access User Roles

Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or the hamburger menu, go to Program Details.
Select User Roles.

The User Roles page includes two tabs:

By Role — Review roles assigned within the program and the users associated with each role.
By Name — Review individual users and the roles assigned to them.

Review Access by Role

Open the By Role tab.
Review the roles assigned to your program.

For each role, you can review its details, the total number of users with access, and whether the assigned access is standard or custom.

To see the users assigned to a role, select the number in the Total Users column. A drawer opens with information about the assigned users, including their names, usernames, email addresses, and last login information.

Review Access by User

Open the By Name tab.
Locate the user you want to review. You can use the search bar to search by name.
Select the number of roles assigned to the user to view the role details.
Select the eye icon under the Action column when you need to review the permissions and access included in a role.

The role details show the access available across the applicable areas of Exxat Prism.

Assign or Update a User’s Roles

You can assign a new role, update a user’s access, or remove a role from the User Roles page.

Important
When replacing a user’s role, assign the new role before removing the existing role.
Removing the current role first may temporarily remove the user’s access to the modules and features associated with that role.

To assign a role:

Go to Program Details > User Roles.
Open the By Name tab.
Locate the user and select Manage Roles.
Open the Unassigned tab.
Locate the role you want to provide.
Select Assign.
Open the Assigned tab and verify that the new role is listed.

Remove a User Role

If you only need to remove an existing role:

Go to Program Details > User Roles > By Name.
Select Manage Roles for the applicable user.
Open the Assigned tab.
Locate the role and select Unassign.

Before removing a role, confirm that the user will continue to have the level of access required for their responsibilities.

View as Student Access

View as Student access cannot be assigned from the User Roles page. Contact the Exxat Support if a user requires this access.

Managing the Notification Hub

The Notification Hub provides a central location for managing program communication settings in Exxat Prism. Depending on your permissions, you can configure email settings, maintain reusable email templates, and manage notification preferences for different personas.

For a Social Work program, these tools can help maintain consistent communication with students, faculty, field education personnel, and other stakeholders involved in the program.

The Notification Hub can include:

Email Setup — Configure sender information, reply-to details, link expiration, and OTP verification for externally shared links.
Email Templates — Create and manage reusable email templates.
Program Notifications — Configure applicable program-level notification preferences for different personas.

Available options depend on your permissions.

Configure Email Settings

The Email Setup section controls how emails are sent from your program.

Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or hamburger menu, go to Program Details.
Go to the Notification Hub.
From the left menu, select Email Setup.
In the Email Setup section, select the Edit icon.
Enter or update:
- Email Display Name
- Default Reply-To Email Address
- Delegator Link Expiry Duration (in days)
Select Save.

Use a recognizable Email Display Name so students, faculty, and field education stakeholders can identify messages from your program. The Default Reply-To Email Address should be an account that is actively monitored.

Enable Secure External Access

OTP verification provides an additional layer of security for externally shared links.

When OTP verification is enabled, the recipient must verify access using a one-time password (OTP). The OTP is sent to the original recipient’s email address, helping restrict access if a link is forwarded.

To enable this setting:

Go to Program Details > Notification Hub > Email Setup.
Locate Secure External Access (OTP Verification).
Turn the toggle ON.

Access Email Templates

The Email Template Manager provides a centralized location for reusable program email templates.

Go to Program Details.
Open the Notification Hub.
Select Email Templates from the left menu.

Templates are organized by Section, Category, and individual Template. Depending on the category type and your access, templates may be available for viewing, creating, editing, cloning, deleting, or previewing.

Find and Review an Email Template

From the Email Templates page, select the applicable Section.
Select a Category.
Review the templates available within that category.
Select the preview icon to review a template’s content.

You can also use the search bar to locate templates using the template name, subject, or email content. Enter at least two characters to begin searching.

Create an Email Template

From the Email Templates page:

Select Add Template.
Select the applicable Section, then select Continue.
Select the applicable Category, then select Continue.
Choose whether to Create from scratch or use an existing template.

When creating a template from scratch:

Enter the Template Name.
Enter the Subject.
Add the Email Body.
Add attachments when applicable.
Configure available Template Settings, such as Set as Default, Header and Footer layouts, and Merge fields.
Select Preview to review the message.
Select Save.

Template names must be unique within their category, and the template’s category cannot be changed after the template is created.

Clone an Existing Template

If an existing message provides a useful starting point:

Select the Clone icon for the template.
Enter a new template name.
Select Clone.
Update the copied content as needed.
Select Save.

Edit or Delete a Template

To edit a template:

Select the applicable template.
Select the Edit icon.
Update the subject, content, or attachments as needed.
Select Save.

To delete a template:

Select the applicable template.
Select the Delete icon.
Confirm the deletion.

Important:
Templates deleted through the Notification Hub cannot be restored directly from the Notification Hub.
If a template is deleted accidentally, contact the Exxat Support Team. Recovery depends on backup availability and other system limitation

Use Leo-AI to Create or Refine Email Content

When creating or editing an eligible email template, Leo-AI-assisted writing can help generate or refine the email subject and body.

Note:
Leo-AI-assisted writing is not available for locked email categories.

To generate content:

Create a template or open an existing template for editing.
Add or edit the Template Name and Subject.
Select Compose with Leo.
Enter a prompt describing the communication you want to create.

For example, you could ask Leo-AI to draft a student invitation, a reminder to complete a requirement, or another program communication appropriate to the selected email category.

Submit the prompt.
Review the generated Email Body carefully and make any required changes.
Select Save when the template is ready.

Leo-AI-generated content is not saved automatically.

Available quick actions can include Polish, Make Formal, Make Friendly, and Shorten. You can also provide additional instructions to refine the content.

Review AI-generated content and any merge fields before saving the template.

Manage Program Notifications

Program Notifications allows authorized program administrators to manage applicable notification preferences for different personas.

Notifications that are enabled for In-App delivery appear in the user’s Notification drawer, which users can open by selecting the Notifications (bell) icon in Exxat Prism.

Users with the Program Notification Manager role have permission to manage this area.

To manage program notification preferences:

Go to Program Details > Notification Hub.
Open Program Notifications.
Select the persona whose notification settings you want to manage. Student is selected by default.
Review the available notification categories. Categories are organized by module.
For each category, review the available notification modes, such as In Prism or Email.
Configure the available program-level settings as needed.

The notification categories and delivery modes available are determined by Exxat and may vary by persona.

Notifications enabled for In-App delivery appear in the user’s Notification drawer, which is available from the Notifications bell icon.

Understand Notification Control

Notification preferences can be controlled at different levels:

Notification setting	What it means
System controlled	The setting is determined by Exxat. You can view whether the notification mode is enabled or disabled, but the setting cannot be changed at the program or user level.
Program controlled	The program administrator can set the default notification preference for users. Individual users can change this preference for themselves when the setting is not locked.
Program controlled and locked	The program administrator controls the notification preference and has locked it for users. Users cannot override or change this setting.
User controlled	Individual users can choose their preferred setting for the available notification mode from My Notifications.

Important:
Locking a program notification setting overrides existing user-level preferences for that notification category and delivery mode.

Individual users can manage the preferences available to them through My Notifications. The options they can change depend on the controls established at the Exxat and program levels.

Managing AI Features in the AI Feature Hub

The AI Feature Hub gives authorized administrators a central location for reviewing and managing eligible AI-powered features available to their program.

Social Work programs can use the AI Feature hub to understand what each AI feature does, whether sensitive data is involved, which AI model provider supports the feature, and whether individual users must provide permission before using it.

AI features are managed individually. Enabling one feature does not automatically enable other AI capabilities.

New AI features are off by default and remain off until an administrator enables them, provided the program’s AI configuration allows the feature to be managed.

Access the AI Feature Hub

The AI Feature Hub is available to school administrators with supported roles, including:

Program Super Administrator
Non Compliance Program Administrator
PRISM Administrator’s Single Program Access (Non View Other Programs)
Site and Personnel Program Admin

To access the hub:

Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or hamburger menu, go to Program Details.
Select Setup.
Select AI Feature Hub.

The AI Feature Hub displays the AI capabilities available to your program and their current status.

Understand AI Feature Information

AI features are organized by the area of Exxat Prism where they are used, such as Course & Curriculum Mapping, Compliance, Reports, and General.

Review the following information before enabling a feature:

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 a section header indicates how many features in that section are currently enabled.

Understand Feature Availability

The AI features available to your Social Work program depend on its AI configuration.

Depending on that configuration:

Some features can be turned on or off by an administrator.
Features that use sensitive data may be restricted.
Some features may be unavailable.
Some features are controlled by Exxat and cannot be changed by program administrators.

Program-level restrictions take precedence over individual feature settings.

Important:
Enabling an AI feature does not necessarily give every user immediate access. When User Permission is Required, each eligible user must separately provide permission before using the feature.

Enable an AI Feature

In the AI Feature Hub, locate the feature you want to enable.
Review its description and the information under Sensitive Data (PHI/PII), AI Model Provider, and User Permission.
In the Status column, turn on the toggle.

The feature is enabled at the program level, subject to any additional user-permission requirements.

Disable an AI Feature

In the AI Feature Hub, locate the enabled feature.
In the Status column, turn off the toggle.

The feature becomes unavailable for the program.

Important:
If individual user permission is required, disabling the feature also makes it unavailable to users who previously provided permission. If the feature is enabled again later, users with previously valid permission do not need to opt in again.

Understand Individual User Permission

When User Permission displays Not required, users do not need to complete a separate AI permission process. Once the feature is enabled at the program level, availability follows the behavior of that feature.

When User Permission displays Required, three conditions apply:

The feature must be available under the program’s AI configuration.
A program administrator must enable the feature when program-level control is available.
The eligible user must separately provide permission.

If an eligible user does not provide permission, the feature remains unavailable to that user.

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 program administrators can manage directly, Help with Ask LEO is controlled by Exxat at the program level. When it appears as locked in the AI Feature Hub, its status cannot be changed by a program administrator.

Review Trust & 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.
Review the available information about security, privacy, compliance, and data protection.

The Trust Portal includes areas such as Overview, Status, Resources, Subprocessors, and Controls.

Review AI Feature Activity

The Activity Log provides an audit history of changes made to AI features.

From the upper-right corner of the AI Feature Hub, select Activity Log.
Review the changes recorded in the Activity Log panel.
To locate a specific record, enter relevant information in Search audit history.

The Activity Log can show when a change occurred, who made it, the feature or setting that changed, the type of action, how the status changed, and the area of Exxat Prism where 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.

Using Program 360

The Program 360 Dashboard provides Program Administrators with a centralized view of program activity and operational data.

For a Social Work program, this dashboard can help administrators review student activity, academic information, Agencies and associated placement information, available placement slots, field placements, and learning activity records from one location.

Access Program 360

Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or hamburger menu, go to Program Details.
Select Program 360.

The dashboard displays the program metrics available across several areas.

Core Entities Overview

The Core Entities area provides a snapshot of foundational program data, including:

Active Students — Students who are currently enrolled and active in the program.
Faculty/Staff — Faculty and staff associated with teaching, supervision, or program administration.

The dashboard also provides visibility into other foundational program information, including courses, curricula, and accreditation structures.

Academics Overview

The Academics area provides information about your program’s academic structure, including:

Course offerings distribution: Breakdown of courses offered across terms, levels, or departments.
Total courses: The total number of courses configured within the system.
Curricula: A view of all curricula pathways, including tracks, sequences, and program structures.
Accreditation standards: Standards mapped to your curriculum to support compliance and reporting.
Requiring vs. Not requiring placement: Comparison of courses or experiences that mandate placements versus those that do not.

For Social Work programs, this information can help administrators understand how academic requirements connect with field education requirements across the curriculum.

Sites & Contracts Overview

The Sites & Contracts area provides information about organizations and agreements that support student placements.

Within a Social Work program, these sites can represent the Agencies used for field education.

Available information includes:

Sites: Total number of partner organizations available for placements.
Locations: Individual site locations where students can be placed.
Contracts: Active agreements between your institution and partner sites.
Site assessments: Evaluations collected from students or faculty about a site’s performance.
Location assessments: Feedback specific to a particular site location.
Personnel: Contacts and supervisors associated with partner sites.

Slots Overview

The Slots area summarizes placement slots across sites.

You can review:

Total Slots: The total number of slots created for all upcoming and ongoing cycles.
Past Slots: Slots that were used or expired in previous terms.
Ongoing Slots: Slots currently active and supporting placements.
Future Slots: Slots created for upcoming terms or cycles.

For Social Work programs, these metrics provide a consolidated view of field placement capacity across Agencies and placement cycles.

Placements Overview

The Placements area summarizes student placement activity across past, current, and upcoming terms.

Available metrics can include:

Total Placements: All placements completed, ongoing, or scheduled.
Past Placements: Placements completed in previous cycles.
Ongoing Placements: Placements currently in progress.
Future Placements: Placements scheduled for upcoming terms.
Wishlists: Student-submitted preferences for preferred sites, locations, or experiences.
My Request: Placement requests added by students or faculty for review or approval.
Placement Assist: System-supported suggestions or auto-matching options that help finalize placements.

For Social Work programs, this area provides visibility into the overall status of field placements and placement-related activity.

Learning Activities Overview

The Learning Activities area provides a summary of learning records submitted by students or faculty.

Depending on the records used by your program, the dashboard can include:

Forms / Evaluations Records: Completed evaluations and assessment forms tied to courses or placements.
Patient Log Records: Entries documenting patient encounters during clinical experiences.
Timesheet Records: Time-tracking entries submitted by students for clinical or academic hours.
Time Off Records: Records of approved or pending student time-off requests.

For Social Work field education, Forms / Evaluations and Timesheet records can provide useful visibility into placement-related documentation and student activity.

Note:
Some labels in Program 360 are standard Exxat Prism interface labels and may use terminology that is broader than Social Work. The labels displayed in Exxat Prism remain unchanged.

Using Program Calendar

The Program Calendar provides Program Administrators with a centralized view of time-sensitive events and deadlines associated with their program.

For Social Work programs, the calendar can provide a convenient place to monitor program activities, communications, follow-ups, and other scheduled events that support academic and field education administration.

The Program Calendar is specific to the program and is available to Program Administrators.

Access the Program Calendar

You can access the calendar in either of the following ways:

Log in to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or hamburger menu, go to Program Details.
Select Calendar

Choose a Calendar View

The calendar provides three views:

Month — Provides a high-level overview of events across the month.
Week — Provides a more detailed view of events during the selected week.
Day — Focuses on activities scheduled for a specific day.

Select the view that best supports the level of detail you need. Use the navigation arrows to move between dates.

Understand Calendar Events

The calendar includes:

Single-day Events — Activities scheduled for a specific date.
Due Date Events — Tasks or activities that must be completed by a specified date.

Events are color-coded by module. Refer to the Event Type dropdown in Exxat Prism for the applicable color codes.

You can use these visual indicators to distinguish events originating from different areas of the system.

Review Event Details

Locate the event on the calendar.
Select the event to open its details.

The event details can include the event title, description, and other relevant contextual information.

When available, select Go To to navigate directly to the associated record in Exxat Prism.

Create a New Event

Program Administrators can add events directly to the Program Calendar.

From the Program Calendar page, select Add Event in the upper-right corner.
In the New Event drawer
1. Enter the event title.
2. Set the start and end dates.
3. Choose one of the following options (if applicable):
  - Mark as an all-day event
  - Set as a recurring event
  - Select both, or leave both unselected
Add a description
Click Save to create the event.

The event is added to the Program Calendar based on the dates and settings you selected.

Troubleshooting

#	Issue	What to do
1	I can open a Program Details section, but I cannot edit the information.	Your assigned access may be view-only. Review the role assigned to you under Program Details > User Roles. If you require additional access, contact the appropriate administrator or Exxat Support.
2	I cannot find an option that another administrator can see.	Available sections and actions depend on your assigned permissions. Confirm that your role includes access to the applicable area of Exxat Prism.
3	I cannot add or update information in School Profile.	Confirm that your assigned role allows you to modify program setup information. If you can see the School Profile but the edit options are unavailable, you may have view-only access.
4	I cannot add or update a grading scheme.	Confirm that you have permission to manage Grading Scheme settings. If the section is available but the required actions are not, your assigned role may not include edit access.
5	I cannot manage Clinical Settings for the program.	Confirm that you have access to Program Details > Setup > Clinical Settings and that your assigned role permits you to edit program settings.
6	Information I expected to see on the Agency Resource Page is missing.	Confirm that the applicable section is enabled on the Agency Resource Page. For resources, course documents, or faculty/staff contacts, also confirm that the item has been configured to Show on Agency Resources Page in the applicable area of Exxat Prism.
7	An announcement is not appearing on the Agency Resource Page.	Confirm that the Announcements section is enabled on the Agency Resource Page and that the announcement itself has been configured for sharing with Agencies.
8	A course document or resource is not appearing on the Agency Resource Page.	Confirm that the applicable resource option is enabled and that the individual document or resource is configured with Show on Agency Resources Page.
9	A faculty or staff member is not appearing under Clinical Education Contacts on the Agency Resource Page.	Confirm that Include selected faculty and staff is enabled and that the individual’s Contact Sharing settings include Show on Agency Resources Page.
10	I cannot edit or delete a program-specific standard.	Confirm that you have permission to manage standards. If you can view standards but cannot change them, your role may provide view-only access.
11	A program-specific standard was deleted and its mappings are no longer available.	Deleting a program-specific standard also deletes the mappings associated with that standard. The supplied workflow does not describe a restore option. Review standards carefully before deleting them.
12	I cannot find a tag that I want to apply to a standard subcategory.	From the tag selection area, use +Add new tag to create the tag, then return to the available tags, select it, and choose Apply.
13	I cannot assign a role to a user.	Confirm that your assigned permissions allow you to manage user roles. Go to Program Details > User Roles > By Name, select Manage Roles, and review the roles available under Unassigned.
14	A user temporarily lost access after I changed their role.	When replacing a role, assign the new role before removing the existing role. Removing the current role first may temporarily remove access to modules and features associated with that role.
15	I cannot assign View as Student access from the User Roles page.	View as Student access cannot be assigned from the User Roles page. Contact Exxat Support when this access is required.
16	I cannot change a notification preference in Program Notifications.	Review how the notification is controlled. A System controlled setting cannot be changed at the program or user level. A Program controlled and locked setting cannot be changed by individual users.
17	A user says their notification preference changed after the program settings were updated.	Check whether the notification was locked at the program level. Locking a program notification setting overrides existing user-level preferences for that notification category and delivery mode.
18	I cannot create or edit a particular email template.	Template actions depend on the category type and your access. Confirm that the category supports the action you are trying to perform and that your assigned role includes the required permission.
19	I cannot create a template using the name I entered.	Template names must be unique within their category. Enter a different template name and save again.
20	I selected the wrong category while creating an email template.	A template’s category cannot be changed after the template is created. Create a new template in the correct category.
21	A deleted email template is no longer available in the Notification Hub.	Templates deleted through the Notification Hub cannot be restored directly from the Notification Hub. Contact Exxat Support if recovery is required. Recovery depends on backup availability and other system limitations.
22	Compose with Leo is not available for an email template.	Leo-AI-assisted writing is not available for locked email categories. If the category is locked, create or edit the template without Leo-AI assistance.
23	AI-generated email content disappeared before I saved it.	Leo-AI-generated content is not saved automatically. Review and save the template after generating or refining the content.
24	An AI feature is visible in the AI Feature Hub, but I cannot change its status.	The feature may be restricted by your program’s AI configuration or controlled by Exxat. Review the feature status and availability. Locked or restricted features cannot be changed by a program administrator.
25	An AI feature is enabled for the program, but an eligible user still cannot use it.	Review the User Permission column. When permission is Required, the eligible user must separately provide permission before using the feature.
26	A user who previously used an AI feature can no longer access it.	Confirm that the feature is still enabled at the program level. Disabling an AI feature makes it unavailable even to users who previously provided permission.
27	I cannot enable Help with Ask LEO.	Help with Ask LEO is controlled by Exxat at the program level. When the feature appears locked in the AI Feature Hub, program administrators cannot change its status.
28	I cannot find the AI feature change I expected in the Activity Log.	Use Search audit history and search by relevant information such as the feature, actor, or change. The Activity Log records changes made to AI features and settings.
29	I cannot find an event when viewing Program Calendar.	Check that you are reviewing the correct date and switch between Month, Week, and Day views as needed. Use the navigation arrows to move between dates.
30	The Go To option does not appear for a calendar event.	Go To is available only when the event has an associated Exxat Prism record that supports direct navigation. Review the event details using the information available in the event drawer.
31	A Program 360 label does not match the terminology used by our Social Work program.	Program 360 uses standard Exxat Prism interface labels. For example, Sites may represent Agencies used for field education, while other labels may use terminology broader than Social Work. Use the interface label when navigating in Exxat Prism.
32	Program 360 does not show the type of record I expected under Learning Activities.	The records displayed depend on the learning activity data used by your program. Review the available categories, such as Forms / Evaluations Records, Patient Log Records, Timesheet Records, and Time Off Records.

Frequently Asked Questions

1. What information can I manage from Program Details?

Program Details provides access to the main program-level configuration and administration areas in Exxat Prism.

Depending on your access, these areas can include Setup, Standards, Notification Hub, User Roles, Program 360, and Program Calendar.

2. Why does this guide use Social Work terminology when Exxat Prism uses different labels?

The guide uses Social Work terminology to explain how Exxat Prism features relate to field education workflows while retaining the exact interface labels used in Exxat Prism.

For example, Sites in Exxat Prism can represent Agencies used for field education, and Clinical Settings can be used to categorize environments where Social Work students complete field placements.

3. What information is maintained in the School Profile?

The School Profile contains general information about your program, including the program name, description, program type, degree offered, additional information, and address.

It also provides access to information such as campuses, mission and vision statements, and accreditation details.

4. What grading schemes can a Social Work program configure?

Exxat Prism supports Letter Grade and Pass/Fail Grade grading schemes.

A Letter Grade scheme allows the program to define letter grades across the 0%–100% range. A Pass/Fail Grade scheme allows the program to define the percentage at which Forms or Evaluations scores are considered passing.

5. What are Clinical Settings used for in a Social Work program?

Clinical Settings can be used to represent the different environments in which Social Work students complete field education experiences.

Although Clinical Settings is the Exxat Prism interface label, Social Work programs can use the configured settings to categorize field placement environments that are meaningful to their program.

6. What is the purpose of the Agency Resource Page?

The Agency Resource Page provides a way to share selected program information and resources with Agencies supporting student field education experiences.

Depending on your configuration, the page can include a welcome message, announcements, Clinical Education Schedule information, selected resources and course documents, and faculty or staff contacts.

7. Can I preview the Agency Resource Page before sharing it?

Yes. From Program Details > Agency Resource Page, select View Agency Resources Page.

The public page opens so you can review it as an Agency will see it. You can then copy the link from the browser address bar and share it with the appropriate Agency partners.

8. What is the difference between Accreditation Standards and Program Specific Standards?

Accreditation Standards are maintained as accreditation-related standards in Exxat Prism.

Program Specific Standards are created by your program and can include program goals, university goals, program learning outcomes, or other internally defined standards used by your institution.

9. Can a program-specific standard contain multiple levels of information?

Yes. After creating a program-specific standard, you can add subcategories beneath it using a standard code and description.

Tags can also be associated with subcategories to help the program organize and track related standards.

10. What are tags used for in Program Standards?

Tags provide an additional way to identify, organize, and track standard subcategories.

Because tags are customizable, a program can create tags that reflect the groups, committees, or other classifications it uses when reviewing standards.

11. What is the difference between the By Role and By Name tabs in User Roles?

The By Role tab organizes access by role and shows the users associated with each role.

The By Name tab organizes access by individual user and shows the roles assigned to that person.

You can use the view that best matches whether you are reviewing a role or a specific user.

12. Can I review the permissions included in a user's role?

Yes. From Program Details > User Roles > By Name, locate the user and review their assigned roles.

Select the eye icon under the Action column to review the permissions and access associated with a role.

13. What can I configure in Email Setup?

Email Setup allows your program to configure communication-related information, including the Email Display Name, Default Reply-To Email Address, and Delegator Link Expiry Duration.

You can also enable Secure External Access (OTP Verification) for externally shared links.

14. What does Secure External Access with OTP Verification do?

When Secure External Access (OTP Verification) is enabled, a recipient opening an externally shared link must verify access using a one-time password.

The OTP is sent to the original recipient's email address, helping restrict access when a link is forwarded.

15. How are Email Templates organized?

Email Templates are organized by Section, Category, and individual Template.

Depending on the category type and your access, available actions can include viewing, creating, editing, cloning, deleting, and previewing templates.

16. Can I create a new email template from an existing template?

Yes. You can clone an existing template and use it as the starting point for a new one.

Select the Clone icon, enter a new template name, select Clone, and then update the copied content as needed before saving.

17. What template settings can be available when I create an email template?

Depending on the template and category, settings can include Set as Default, Header and Footer layouts, and Merge fields.

You can also preview the message before saving it.

18. What can Leo-AI do when I am creating an email template?

For eligible email categories, Compose with Leo can help generate or refine email content based on instructions you provide in natural language.

Available quick actions can include Polish, Make Formal, Make Friendly, and Shorten.

Review the generated content and any merge fields before saving the template.

19. Who can manage Program Notifications?

Users with the Program Notification Manager role have permission to manage Program Notifications.

Available notification categories and delivery modes are determined by Exxat and can vary by persona.

20. What is the difference between System controlled, Program controlled, and User controlled notifications?

System controlled notifications are determined by Exxat and cannot be changed at the program or user level.

Program controlled notifications allow the program to set the default preference. Users may be able to change the preference when the setting is not locked.

Program controlled and locked notifications are controlled by the program and cannot be overridden by individual users.

User controlled notifications allow individual users to select their available preferences from My Notifications.

21. Where do In-App notifications appear?

Notifications enabled for In-App delivery appear in the user's Notification drawer.

Users can open the drawer by selecting the Notifications bell icon in Exxat Prism.

22. What information should I review before enabling an AI feature?

Review the feature description together with the information under Sensitive Data (PHI/PII), AI Model Provider, and User Permission.

These details help you understand what the feature does, whether sensitive data is involved, which company provides the AI model, and whether individual users must separately provide permission.

23. Does enabling one AI feature enable all AI capabilities?

No. AI features are managed individually in the AI Feature Hub.

Enabling one feature does not automatically enable other AI features available to the program.

24. Are new AI features automatically enabled?

No. New AI features are off by default and remain off until an administrator enables them, provided the program's AI configuration allows the feature to be managed.

25. What does User Permission mean in the AI Feature Hub?

User Permission indicates whether an eligible individual must separately provide permission before using an AI feature.

When the value is Required, program-level enablement alone is not enough. The individual user must also provide permission.

When the value is Not required, a separate user permission process is not required.

26. What happens to individual permission if an AI feature is disabled and later enabled again?

Disabling the feature makes it unavailable to users who previously provided permission.

If the feature is enabled again later, users with previously valid permission do not need to opt in again.

27. What information is available through Trust & Security in the AI Feature Hub?

Selecting Trust & Security opens the Exxat Trust Portal in a separate browser tab.

The portal provides information related to security, privacy, compliance, and data protection, including areas such as Overview, Status, Resources, Subprocessors, and Controls.

28. What information does the AI Feature Activity Log record?

The Activity Log provides an audit history of changes made to AI features.

It can show when an activity occurred, who made the change, which feature or setting changed, the type of action, how the status changed, and the area of Exxat Prism where the change occurred.

29. What does Program 360 help Program Administrators review?

Program 360 provides a centralized view of program activity and operational information.

Available areas can include Core Entities, Academics, Sites & Contracts, Slots, Placements, and Learning Activities.

30. How can Program 360 support Social Work field education administration?

Program 360 can provide consolidated visibility into Agencies represented as Sites, placement capacity, past and current field placements, future placement activity, and applicable learning records.

This allows Program Administrators to review multiple areas of field education activity from one dashboard.

31. What placement information can be available in Program 360?

The Placements area can include Total Placements, Past Placements, Ongoing Placements, Future Placements, Wishlists, My Request, and Placement Assist.

For Social Work programs, these metrics provide visibility into field placement activity across past, current, and upcoming terms.

32. What learning activity information can Program 360 display?

Depending on the records used by your program, Program 360 can display Forms / Evaluations Records, Patient Log Records, Timesheet Records, and Time Off Records.

For Social Work field education, Forms / Evaluations and Timesheet records can provide useful visibility into placement-related documentation and student activity.

33. What calendar views are available in Program Calendar?

Program Calendar provides Month, Week, and Day views.

Month provides a higher-level view of events, Week provides more detail for a selected week, and Day focuses on activities scheduled for a specific date.

34. What types of events can appear in Program Calendar?

The calendar can include Single-day Events and Due Date Events.

Events are color-coded by module. Refer to the Event Type dropdown in Exxat Prism for the applicable color codes.

35. Can Program Administrators create their own events in Program Calendar?

Yes. Program Administrators can select Add Event from the Program Calendar and enter an event title, start and end dates, and a description.

When applicable, the event can also be configured as an all-day event, a recurring event, both, or neither.