Your program may require that you upload compliance items to your profile which may be shared with clinical partners. These can include (but are not limited to) health and immunizations, insurance, certifications, and more.

This article helps you learn how to upload the compliance documents.

Also, watch our video tutorial Submitting Compliance Documents.

Upload Compliance Document 

To upload the Compliance documents, follow these steps. 

1. Login to the Exxat Prism, using your university credentials.
2. The compliance tile in the dashboard provides you the high-level overview of the compliance requirements.  In this tile you can see the following
   • Total Number of compliance documents required. 
   • Number of uploaded compliance documents. 
   • Number of pending document uploads.
   • Number of documents that need attention. 
3. Click View All to go to the compliance section. 
   
   If you are using the old dashboard, click on the Compliance tile in the dashboard to navigate to the compliance section
   .
4. On the Compliance window, the following information is displayed:
   • Mandatory Requirements – Document that requires your attention. 
   • Category – Type of category set for the compliance requirement. 
   • Status – Status of the document. Document can have the following statuses: 
     • Get started: Document not yet uploaded. 
     • In progress: Document has uploaded however you are in process of completing the requirement. 
     • Pending Review: Document has been submitted and is awaiting review.
     • Approved: Document has been reviewed and approved.
     • Not Approved: Document was reviewed but not approved as it does not meet the guidelines.
     • Expiring: An approved document on file is expiring.  
     • Expired: Document has expired and requires an update.
   • Due Date – The date by when the requirement must be completed. 
   • Follow-up Date – The date by when you are required to follow-up and upload the necessary documents. 
   • Expiration Date – The date when the document validity expires.  
   • Included in Profile Link – Click share button icon to share the profile with clinical sites. When the share icon is enabled, you can share the profile.  
   • Action – Click pencil icon to start uploading or updating the documents for that particular requirement.
     1. On the edit window, specify the following details. 
        • Start Date 
        • Expiration Date 
        • Note 
        • Upload files
     2. Click Submit for Review.
     3. Click OK to submit the report for review and Cancel if you need to validate the details again. 

     4. The status is displayed in the Compliance window.
        Please note that you must enter the Expiration Date of the document along with the start date if your school has asked to do so.

5. After selecting a document, a drawer will open and it will display the guidelines for your compliance requirement, a template or sample document (if your school has provided one), and any information you have previously uploaded. Please review these items before moving on. 
   1. On the edit window, specify the following details. 
      • Start Date 
      • Expiration Date 
      • Note 
      • Upload files
   2. Click Submit for Review.
   3. Click OK to submit the report for review and Cancel if you need to validate the details again. 

   4. The status is displayed in the Compliance window.
      Please note that you must enter the Expiration Date of the document along with the start date if your school has asked to do so.

6. Upload the documents in the relevant placeholders. 
7. To begin uploading a document and completing the information for a requirement, click on the plus (+) icon next to the document name. To edit an existing item, click the pencil icon.
   
8. Another drawer will open asking for additional details and allowing you to drag and drop a file to be uploaded. Alternatively, you may click on the cloud button to search for a file to upload. 
9. After you have completed all required fields, click Submit for Review.
10. You will be asked to confirm your submission. Click OK.
    
    
11. The drawer will close, and you will see the status of the item you are working on change to Pending Review.

12. Once you submit a document for approval, keep returning to check the status of your requirements. When your school has reviewed the document, it will change to: 

    • • Approve: No further action is required.
      • Not Approved: The document will be returned with comments explaining why it was not approved.
      • In Progress: Additional documentation will be required once you complete it.

Please note that if you see that your document is reviewed but rejected:

• You can also view the Reason and Comment column for the document and make the required edits and proceed forward. 
• Contact your School Administrator of your school is not using Approve services.
• Contact the Approve team if your school is using Approve services.

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Points to Note while uploading the documents

1. 1. After you upload the document, the approval timeline depends on your school’s procedures. If your school is enrolled in the Approve Services, the document will typically be reviewed within 48 to 72 hours. 

   2. If you have any questions about the document template or instructions provided please do reach out to your program administrator. 
   3. If you are trying but unable to access the compliance section immediately after making the payment:
      • You must log in and log out to gain access.
   4. If you are trying but unable to upload a document from the compliance section:
      • Check the status of the document. If the document is already uploaded in 'Approved' status, you will not be able to re-upload the same document. However, you can add a new document by following the below steps:
      • Click on the ‘Approved’ status or the pencil icon under the Action column for that specific requirement.
      • Click on ‘Add New Record’ to add the new document. This will add the new document in the same and the old one will be archived.

Remove an Uploaded File

You can only remove uploaded files if they are in ‘Pending Review’ status and have not been ‘Approved.’

To remove an uploaded file:

1. Click Compliance from your dashboard or left-side menu.

2. Locate the requirement with ‘Pending Review’ status.

3. Click the pencil icon under the Action column.

4. In the drawer, view the document details.

5. Click the pencil icon next to the uploaded document.

6. Click the trash bin icon to delete the document

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