Student Compliance: Frequently Asked Questions

You can use Student Compliance to configure compliance requirements, review student submissions, monitor compliance status, manage due dates, send notifications, generate reports, download documents, and manage supported external training requirements.

Go to Student Compliance > Setup and select the applicable cohort. You can apply an existing template or select None to configure the requirements from scratch. Configure the requirements as needed, then select Publish to make them available to students.

Yes. During the initial setup, you can select an available template to reuse predefined compliance settings. You can preview the requirements before applying the template.

No. After you confirm the template used as the starting point for the selected cohort's compliance setup, you cannot apply another template as the starting configuration.

Depending on the requirement, you can configure settings such as whether the requirement is enabled, whether it is mandatory, whether review is required, the due date, student guidelines, and supporting sample documents.

Configured requirements become available to students after you select Publish and confirm the compliance setup for the cohort.

Yes. You can add a requirement within an existing compliance category by selecting the + option for that category, entering the requirement name, and saving it.

Yes. Select + Add New Category, enter the category name, add the applicable requirements, and save the category.

Compliance requirements can be organized into categories such as Health & Immunization, Certifications & Training, Verification / Identity Documents, Insurance & Liability, Memberships & Licensure, Attestations, and Additional Documents.

No. If a requirement should no longer be used, open the requirement configuration and turn off the Enable setting.

Yes. Administrators can edit or reset student due dates. Updated due dates are also reflected in applicable compliance reports and exports.

You can review Student Compliance By Cohort, By Student, or By Document. You can also review compliance for students within a specific course.

The Compliance Dashboard provides an overview of compliance across students and documents. You can monitor statuses such as Pending Review, Expiring, and Expired and select dashboard graphs to review the related records.

You can update the document status to Approved, Not Approved, Pending Review, or In Progress.

Yes. When applicable, you can select an approval reason such as Approved with Exception, Approved with Medical Exemption, or Approved with Religious Exemption.

Yes. When a requirement is in In Progress status, you can set a follow-up date to help track when additional action may be required.

No. Review Clarifications entered while reviewing a compliance requirement are intended for internal review and are not visible to students.

Resetting the requirement archives the existing document and returns the requirement to Get Started status. The student can then submit a new document for the requirement.

Yes. In the By Student view, use the filters and select Graduate under Student Profile Status to display graduate students and review their compliance status.

Yes. Open the applicable course offering and go to Students > Student Compliance to review the overall compliance status. You can also open individual requirements, update statuses, add comments, and download compliance information.

Depending on the view you are using, you can export compliance information to Excel, download student compliance documents, generate PDF summaries, or download individual requirement files.

Yes. Use the bulk download options to select the applicable requirement and prepare the documents for download. Once processing is complete, the generated files are available from My Downloads.

Student Compliance includes reports that help identify requirements that are Pending Review, Expiring / Expired, and Universal Requirements. You can apply filters and export applicable report data to Excel.

Yes. From the Notification tab, select the students you want to contact and select + Compose Email. You can review recipients, edit the email template, preview the message, and either send it immediately or schedule it for later.

Yes. Use the History option in the Notification tab to review previously sent compliance emails.

Yes. Administrators can configure email auto-notifications for compliance requirements. Notifications can be triggered for conditions such as Not Approved, Expiring, Expired, Past Due Date, or Past Follow-up Date.

Auto-notifications apply to active students and enabled compliance requirements. Notifications can also be sent for mandatory requirements that remain in Get Started or In Progress status.

Yes. When configuring Auto-Notifications, you can choose to disable notifications for optional documents.

Yes. When configuring Auto-Notifications, you can enable the real-time notification option for documents that are marked Not Approved.

No. The Notification End Date cannot be changed after the Auto-Notification configuration has been saved. Review the date carefully before saving your settings.

Exxat Prism supports secure access for shared student profile links. When enabled, external recipients must verify their identity using a one-time password (OTP) sent to their email address before they can access the shared information.

Secure access is not enabled directly by administrators in Exxat Prism. Contact the Exxat Support team to request that secure access be enabled.

Contact the Exxat Support team and provide the applicable cohort name, document name, and a request to mark the document as sensitive.

Yes. HIPAA Training provided through ComplianceJunction can be configured for a cohort from Student Compliance > Setup > External Trainings.

You will need the Course ID and Course Link provided by ComplianceJunction. You can also configure settings such as whether the training is mandatory, whether review is required, the due date, profile link inclusion, sensitive information handling, and student guidelines.

Yes. When configuring HIPAA Training, enable the Mandatory setting to require students in the selected cohort to complete the training.

Yes. During the ComplianceJunction HIPAA Training setup, you can choose whether the training should be reviewed by Approve.

No. After configuring and saving the HIPAA Training details, select Publish from the Student Compliance Setup page to make the training available to students in the selected cohort.