Faculty Compliance Setup Guide

Table of Contents

1. Setting Up Compliance Requirements
2. Creating Compliance Groups & adding requirements
3. Associating Faculty with Compliance Groups

4. Assigning Due Dates to faculty

    

This guide outlines the steps to set up Faculty Compliance in PRISM, including configuring requirements, creating compliance groups, associating faculty, and setting due dates.

From the PRISM dashboard, navigate to Faculty Compliance from the left-hand menu on the Home page.

Set Up Compliance Requirements

1. In the Faculty Compliance section, click the ‘Setup’ tab on the top ribbon.
2. Under Setup, go to the ‘Requirement’ tab to begin setting up the requirements. 
   
   This page displays all the pre-populated requirements.

Note: If you are an Approve Service user, contact your designated Approve customer specialist to complete the setup.

1. Click the ‘edit' icon to configure each requirement.
   • Green color indicates the feature is enabled.
   • Gray color indicates the feature is disabled.
     
2. In the setup drawer complete the available fields to set up a requirement. 
   If faculty need to upload documents for this requirement, ensure that document upload is enabled.
   
3. You can also provide guidelines for faculty and upload templates and samples.
   
4. To collect various documents from faculty, such as Vaccination, Titer, or Declination, for easier tracking, enable or disable the placeholders as appropriate.
   
5. You can also set up the expiration date for the selected placeholders in three different ways.
   
   • Entered By Faculty - The faculty will enter the expiration date as per the guidelines provided.
   • Expire automatically in - Enter the number of days, months, or years and select the appropriate duration unit. 
     Based on the selected duration, the system will automatically calculate and populate the expiration date from the start date entered by faculty (e.g. result date, dose date, etc.)
     
   • Expires automatically on - You can select this feature to have the system automatically populate a fixed expiration date. 
     However, the system will not update the year in the expiration date annually. It must be manually updated each year to ensure correct expiration date populates upon annual uploads.
     
6. Once the appropriate placeholders are selected and the fields are enabled, click Save.
    
7. To create an additional requirement, click ‘Add New Requirement  button. 
   
8. In the drawer, select the pre-existing category, enter the requirement name and short name, and then click ‘Save.’
   
9. If the requirement you want to add does not fit into any pre-existing category, select Other from the category drop-down menu. An additional field labeled Category Name will appear.
   
10. Enter the new category name, along with the requirement name and short name, then click on ‘Save’. A new category with the requirement will be created.
    
    

Creating Compliance Groups & adding requirements.

After creating and enabling the requirements, the next step is to create a compliance group and assign the relevant requirements to it. 

Compliance groups allow schools to group faculty based on the requirements they must complete (for example, Clinical or Non-Clinical), ensuring faculty can upload documents specific to their assigned group.

1. In the ‘Setup’ tab, select the ‘Group’ and click  ‘Create Group.’ button on the left top of the screen. 
   
2. The next drawer will open, 
   1. Enter a group name in ‘Add Details.’ 
   2. Provide a brief description to explain its purpose. 
   3. Click on ‘Next’.
      
3. The next drawer will open, allowing you to select the requirements for which faculty must upload their compliance documents.
   A list of all available requirements is displayed, along with their status (Enabled or Disabled) under the Requirement Name column.
   • Due Date:
     No due dates are set by default. Due dates can be configured for individual faculty members under the Due Date tab in the Setup section.
   • Mandatory:
     Indicates whether the requirement is mandatory.
     • Yes – Mandatory
     • No – Optional
   • Review Required:
     Indicates whether uploaded documents require review.
     • Yes – The uploaded document will be reviewed by the school or Approve team.
     • No – The uploaded document is automatically marked as Approved without review.
   • Select the requirements you want to include in the compliance list. Only enabled requirements can be selected. Once complete, click Next to proceed.
     

4. Next, review the compliance group name, description, total document count, and the list of selected requirements. If no changes are needed, click Save.
   To update the Add Details or Add Requirements sections, click Previous and make the necessary changes..
   

5. Once saved, the compliance group is created. The total number of requirements in the group appears under the Documents column.
   To edit an existing compliance group, click the Edit icon.

6. To create additional compliance groups, click Create Group. Under Associated Faculty, you can view the total number of faculty members linked to each compliance group.

Associating Faculty with Compliance Groups

Faculty members need to be assigned to compliance groups. Once assigned and invited, they will be able to view the compliance requirements associated with them and start uploading the documents.

1. After faculty members are added, compliance groups must be assigned to them before invitations can be sent.
   To associate faculty with a compliance group, navigate to the Setup tab and select Associate Faculty.
   
   Here, you will see all the faculty members added under the program, along with the following details:
   

   • The faculty name, designation (faculty or staff), email address, administrative position(s), and rank.
   • The Associated Group(s) column displays the number of compliance groups they are currently assigned to.
   • Select the faculty members you would like to associate with compliance groups.
   • Use the Search bar to search faculty by name or email address. Use the Funnel icon to filter faculty by rank, if needed.
   • Once selections are made, click Assign Group.
     
     
2.  The next drawer will open displaying all the compliance groups.
   
   • The columns displayed include Group Name and No. of Documents associated with each group.
   • Select the compliance group you would like to associate with the selected faculty members and ‘Save.’ For example, here we have selected Nursing – Full Time Clinical Instructors.
   • NOTE: The faculties can be associated to two or more compliance groups. If the faculty is associated to two different compliance groups, and if there is a common compliance requirement between them, the document uploaded in one compliance group will be reflected in the other.

Assigning Due Dates to faculty

In the ‘Setup’ tab, under ‘Due Date’ you can edit the due dates for individual faculty members.

1. To edit the due date, select the compliance group from the drop-down under Group. Then, choose the compliance group for which you would like to configure the due dates.
   
   
2. Now, select the requirements from the drop-down list by clicking on Requirement.
   
   
3. Next, select the faculty members associated with the chosen compliance group. You may also use the search bar to find a faculty member by name. Once selected, click Edit Due Date as shown in the below screenshot.
   
4. You can either enter the date in the MM/DD/YY format or select the date from the calendar. Once done, click ‘Confirm.’
   
   

If you need any assistance or have questions at any point, you may reach out to PRISM support team or your dedicated Approve Customer Success Specialist (if you are using Approve service).