FAQs: Students

Below you’ll find answers to the most common questions you may have on all the features and functionalities for the Students section on Exxat Prism

Q: Can students share their profile with a Site?
A: Yes, students or school admins can share the student profile with external stakeholders. There's finer control over what information to share, including contact info, compliance docs, completed placements, etc. Students can also share their profile from the coursework section, where they can include location requirements.

Q: Can my students log in using SSO?
A: Yes, a one-time setup is needed between our support and the IT team. Once configured, students can be invited using the frontend.

Q: Is there a discussion board available for students?
A: No, a discussion board is not available on Prism currently. However, it may be considered for development in the future.

Q: Do you have a job post in PRISM?
A: Not at the moment. However, Exxat One platform is in the works, and as of April 1st, sites will be able to post jobs for students on a centralized platform.

Q: Do we have to request Exxat to add the students every time?
A:This functionality is available through self-service. It can be done in bulk as a self-service option to save time.

Q: How do students get the announcements?
A: When students log in, announcements are visible on the left-hand side of the system. They also receive email notifications if the checkbox is selected at the time of adding the announcement. Date range control is also a feature.

Q: Do students get notification when a communication/intervention is added?
A: No, both communication and intervention are meant for school users only. Faculty and administrators can see this information. Auto-notifications for interventions and communications are in the product roadmap.

Q: Do we get notified on the follow-up date for any communication/intervention?
A: Not at the moment, this will be available in early 2024.

Q: Can we add multiple student addresses?
A: Yes, students can add current and permanent addresses. Wishlists now capture students available at multiple addresses for a specific rotation and course.

Q: Can we add multiple groups and categories for one student?
A: No, groups and categories are not multiselect.

Q: Can we associate multiple faculty with a single student?
A: Yes, we can associate multiple faculty with a student.

Q: How to move a student from one cohort to another cohort?
A: Yes, help center document link available.

Q: How to delete the student?
A: You can delete a student only if they don't have learning activities filled. If they have any learning activities, contact support for permanent deletion. Inactive marking is recommended for students with existing learning activities.

Q: How long till the Student Invitation link expires?
A: The default is 365 days, but schools can now set up expiration duration for the delegator links by reaching out to support.

Q: Is student profile customizable?
A: Our recommendation is to keep the profile standard. If changes are desired, certain fields can be made mandatory or hidden. Support ticket needs to be raised for any adjustments.

Q: Is there a way to associate a staff/faculty with a student in bulk?
A: Yes, faculty can be associated in bulk from the faculty page under the association section.

Q: How can we manage additional questions for students?
A: Admin can set questions for students under Additional Profile (accessible under Profile).

Q: What happens to the access once the student graduates?
A: It's advised to mark graduated students 'inactive' to immediately revoke access. Retain data for tracking and reporting purposes.

Q: Can I see what the student sees?
A: Yes, you can see what a student sees, but it's a read-only view to maintain data integrity. Administrative login is needed for editing.

Q: Are the student tiles customizable in student login?
A: Yes, a support ticket is currently required, but enhancements are in progress to allow showing/hiding tiles, changing titles, descriptions, and instructions post-clicking.

Q: Is it possible to add new values in the Administrative position dropdown list?
A: Schools can select the option as "Other (Please Specify)" to type the Administrative Position.

Q: Where do I add notes for faculty?
A: As of now, there is no notes section on the Faculty profile.

Q: Can the assigned faculty to a course view and/or review the student compliance documents?
A: A course faculty can view the status of compliance, but for reviewing, admin role access is needed. Advisers can view compliance status but not review it.

Q: When and how can the faculty invites be sent out to use Exxat?
A: For schools not using Single Sign-On, faculty invites can be sent from the setup section under Faculty and Staff. For Single Sign-On users, contact the support team.

Q: Can the faculty profile be created by uploading a CV?
A: The system generates the CV after the faculty profile is filled out manually to ensure completeness and alignment with accreditation requirements.

Q: Do we have a faculty profile report for the school?
A: This feature is yet to come, under the pipeline.

Q: When associating the Faculty at the course level, does the selected role affect their access to Exxat?
A: If a faculty is associated at a course level and has access via the faculty module, they get edit access to that course, regardless of the chosen role during association.

Q: How do I see if the student has activated their Exxat Account

A:

1. Go to Students 
2. Click on Setup
3. Click on Student Management
4. Click Invite Student
5. Scroll to right and find column "Account Status"
6. If the student has activated the account it would be marked as "Activated" 

You may also see the following statues:

• Not Invited - This means that the student has not been invited yet
• Invitation Delivery Failed - This means that there was some issues with the student's invitation 
• Invitation Delivered Successfully - This means that the student has been delivered the invitation to join the account
• Activated - The student has activated the Exxat Account 

Q: How do I send a bulk email to students/cohorts?

A: To send bulk email to students:-

1. Go to your dashboard or left menu and select Students.
2. Select “Setup” from the ribbon at the top of the page.
3. Open the drop-down for ‘Student Management’ and select ‘Invite Student’.
4. The page will load all active students in the system who have not yet activated their accounts.
5. To find a particular student, use the search bar.
6. To find a specific cohort, use the filter option.
7. Remove everything from the ‘Account Status’ filter option.
8. Select them all using the open checkbox and click on ‘Invite Student’.
9. Click on ‘Proceed’.
10. A drawer will open showing you a 3-step process you’ll complete to send a bulk email. The first step will list all the students. Click ‘Next’.
11. Override recipient’s email: used for testing purposes, if an email is entered here the email will be sent to that user instead of the student.
12. Reply to: if a student responds to this email, the reply will be sent to the email entered here.
13. CC or BCC any users as needed
14. Upload files as needed.
15. On the next step you will see the email that will be sent to the student. Click on “+ Add Template” to create a new template. Follow the steps to create the template:
16. Add ‘Template Name’.
17. Add ‘Subject’.
18. Type the email content in the ‘Paragraph’ section by using the merge fields
19. @Program
20. @First Name
21. @Last Name
22. @Student Email
23. Do not use the merge field @Invitation Link.
24. Save.
25. Pick your template from the ‘Pick a template’ drop down.
26. Click on ‘Preview’.
27. Click ‘Send’.

Q: How do I log in as a mock student?

A: To log in as a mock student, follow the steps:

• Open the main browser or New Incognito window.
• Open Exxat Prism login page.
• Enter the username & password of the mock student to login.

Please make sure to note down the username of the mock student from the Admin login.