Faculty Compliance: Frequently Asked Questions

Faculty Compliance in Exxat Prism helps administrators define, organize, review, and track compliance requirements for faculty, such as immunization records, certifications, identity documents, and other required information.

Log in to Exxat Prism using your university credentials and select Faculty Compliance from the dashboard or hamburger menu.

Go to Faculty Compliance > Setup > Requirements and select Add New Requirement. Exxat Prism guides you through configuring the requirement details, sections, fields, and final review before saving.

You must select a Category, enter a Requirement Name, and provide a Short Name. Fields marked with an asterisk are required before you can continue with the setup.

Depending on the requirement, you can configure settings such as Enabled, Mandatory, Review Required, Sensitive, Disapproval Alerts, and Expire In Days.

Yes. During requirement setup, you can enter separate instructions under Guidelines for Faculty and Guidelines for Reviewer.

Yes. You can upload supporting files under School Templates and Samples. Uploaded files must be under 25 MB.

Yes. During Section Configuration, you can enable the sections that should be included in the requirement. You can also rename an enabled section to better match your program's terminology.

Yes. During Fields Configuration, you can enable or disable individual fields, update their labels, and mark selected fields as Required.

No. Enabling a field makes it available within the requirement. Selecting Required determines whether faculty must complete that field before submitting the requirement.

If the Expiration Date field is enabled, you can configure the expiration date to be entered by the faculty member, calculated automatically after a specified period, or automatically set to a specified date.

Yes. Use the Previous option during setup to return to an earlier configuration step and make changes before saving the requirement.

Exxat Prism displays status indicators for compliance requirements. Enabled and disabled requirements are visually differentiated, and an additional indicator identifies requirements configured as mandatory.

A Requirement Group allows administrators to organize multiple faculty compliance requirements together and assign the group to faculty based on their roles or program needs.

Go to Faculty Compliance > Setup > Requirement Group and select Create Group. Enter the group name and description, select the applicable enabled compliance requirements, review the setup, and save the group.

Yes. In the Requirement Group section, select the edit icon for the applicable group, make the required changes, and select Save.

Go to Faculty Compliance > Setup > Faculty Associations, select the applicable faculty members, and select Assign Group. Choose the Requirement Groups you want to associate and save your changes.

Yes. When assigning Requirement Groups, you can choose to override the faculty member's currently associated groups when needed.

Yes. You can configure Auto-Notifications to send reminders based on document or requirement status and a defined notification schedule.

Auto-Notifications can be configured for documents in statuses such as Not Approved, Expiring, and Expired.

Auto-Notifications can also be configured for requirements in Get Started or In Progress status.

You can configure a notification title, description, notification frequency, start and end dates, and the requirements or Requirement Groups to which the notification applies.

Yes. Enable Disable Notifications for Optional Documents when configuring the notification. Faculty will then not receive reminders for optional compliance requirements.

Yes. Select View Notification History to review notifications that have already been sent.

Yes. From the Compliance Summary Dashboard, select By Faculty, open the faculty member's compliance details, and turn off Email Auto-Notifications.

Faculty Compliance can be reviewed By Group, By Faculty, or By Document, depending on the level of information you want to review.

The By Group view provides a Compliance Dashboard for the selected Requirement Group. The dashboard gives a visual overview of compliance status, and you can select a graph to drill down into the related records.

Open the applicable Requirement Group and go to the Summary tab. Select a status such as Pending Review, Approved, Expired, or In Progress, then select a document to open its Faculty Compliance details.

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

Yes. If the document is placed in In Progress status, you can optionally set a follow-up date.

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

Yes. You can optionally add comments while reviewing and updating the status of a faculty compliance document.

Resetting the document archives the existing record and returns the requirement to Get Started status so a new document can be submitted.

Reset documents are moved to the Archived Documents section.

The By Faculty view provides an overview of each faculty member's overall compliance status, expiration dates, pending requirements, and incomplete items.

Yes. From the faculty member's compliance details, you can download PDF summaries for selected requirements or download the individual requirement files.

The By Document view allows you to review compliance based on a specific document type. Select a document status to review the related records.

Yes. You can export compliance data to Excel using the available Document Details Report or Export options, depending on the view you are using.

Yes. Use Bulk Download to select a requirement and prepare the associated files for download. Once processing is complete, the generated files are available from My Downloads.

Yes. From the Bulk Download workflow, open the PDF Summary tab, select one or more requirements, and prepare the files. Once generated, the PDF summaries are available from My Downloads.

Yes. From the Notification tab, select the applicable faculty members and choose + Compose Email. You can review recipients, select or edit the email template, preview the message, and send it immediately or schedule it for later.

Yes. Before composing the email, you can expand the selected faculty records and customize the requirements that should be included in the communication.

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

Yes. HIPAA Training provided through ComplianceJunction can be configured from Faculty Compliance > Setup > Requirements > External Trainings.

Go to the External Trainings section and select the edit icon for HIPAA Training. Enter a Document Short Name, enable HIPAA Training, configure the applicable settings, select ComplianceJunction as the vendor, enter the required course information, and save the setup.

You need the Course ID and Course Link provided by ComplianceJunction.

Yes. When configuring HIPAA Training, you can enable the option to make the training mandatory for faculty.

Yes. The HIPAA Training configuration includes an optional setting to enable Disapproval Alerts.

Yes. You can add Guidelines for Faculty while configuring the HIPAA Training requirement.

The HIPAA Training setup is complete after you enable the training, select ComplianceJunction as the vendor, enter the Course ID and Course Link, configure the applicable settings, and select Save.