Getting Started: School User

Getting Started With ACEMAPP

Learn the essential first steps to using ACEMAPP for clinical education. Our 'Getting Started' guide for school users covers everything you need to know to get up and running quickly, including logging into your account, navigating the platform, and accessing essential resources to help manage learners.

Get up and running in a few easy steps. Related help desk article: School User Guide.

About ACEMAPP

ACEMAPP is a collaborative platform for healthcare education, compliance, and recruitment. Please complete the following steps to get started.

Related help desk article: What is ACEMAPP?.

Log In

Prior to logging in, you will receive an email asking you to verify your email address.

Verify your email address by clicking the link in your email verification message.
- Didn't get the email? Check your spam folder or send it again.
After your email is verified, you will be sent an email to set your password.
Click the link to set your password.
After setting your password, you may log in.

After you log in, agree to the FERPA consent, the Honesty Pledge, and the Terms and Conditions to continue.

Related help desk article: Verify your email, Log in to ACEMAPP.

Complete Profile: General tab

The profile helps us identify you should you require assistance with your account. As a school user, only the general tab is required.

To reach your profile to update your account information:

Click your "Name" in the top-right corner of your screen.
Select "Profile" from the drop-down menu.
While on the General tab, fill in all required fields (fields marked with an *).
Click "Save" to save your changes.

If you already have an account with ACEMAPP, the School User member type is separate and will need to be navigated to.

Click your "Name" in the top-right corner of your screen.
From the drop-down, click the "School User" button in the Navigation panel.

Related help desk article: Update Your Profile, Navigating Your Dashboard.

Manage Partnerships

Schools must submit a partnership request with the clinical site to submit a rotation. You can submit a rotation once the clinical site approves the partnership request.

From your School Home page, click the "Partnerships" button.
Click the "Search Entities" button.
You can adjust filters or do a search.
In the Actions column, click the "Manage" button.
Click the "Request Partnerships" button.
Enter the Program(s).
1. The Review Date, Contract Start Date, Contract End Date and Contract Notes fields are optional.
Click "Save".

When complete, you can find your request on the Outgoing tab of the Partnership Directory table.

If you have any issues while creating a partnership, please contact our Help Desk: Start a Support Ticket.

Related help desk article: Partnership Requests.

Create Member Account

There are two ways to create new members, one at a time or by bulk upload.

To add a member one at a time:

From your home screen, click "Members" and then select the member type ("Student", "Faculty", "Preceptor", etc)) in the Affiliation column.
Click the "Create" button and then select ➕ Add One Student from the drop-down.
Complete the form, make sure to enter all required fields.
Click either "Save" or the "Save & Add Another" button.

For students, the Access/Membership Start Date refers to the start of their annual student membership period and when the member can gain access to ACEMAPP and your school. Students can access their ACEMAPP account 30 days before the Access Due Date to begin completing their requirements and learning materials. The Access/Membership Start Due Date should be set based on the date by which students need to have their requirements completed. Typically, 2-3 weeks before the start date of the rotation.

The Access End Date refers to when the student is moved from an "Active" status with your school in ACEMAPP to a "Graduated". After the access end date passes, the member is no longer affiliated with your entity. You must send an affiliation request to the student to re-establish a connection.

If the member already has an ACEMAPP account, an affiliation request will be created during creation process. Verify the Program and Access End Date then click "Save".
The member must log in to ACEMAPP and approve the request before they will show active on the Affiliated Members table.

If you run into any problems with the creation process, please reach out to our Help Desk: Start a Support Ticket.

Related help desk article: Create a New Member, Bulk upload new members.

Creating Rotations

From your home screen, click on the "➕ Create Rotation" button.
Select the Program.
Select the Experience.
1. Experience type will typically be Cohort or Precepted. Check with your clinical partner for clarification.
Select your Partner(s).
Click "Save".

Once you click save the page will redirect to the Rotation Edit screen. Make sure to fill in all required fields.

If you run into any problems with the rotation creation process, please reach out to our Help Desk: Start a Support Ticket.

Related help desk article: Creating A Rotation.

Assign Members to Rotation

Assigning members (i.e., students, faculty, preceptors) to rotations is essential to creating rotations and allowing members to access their required documents and learning materials.

From your home screen, click the "Rotations" button.
Click the "Edit" (pencil icon) button for that rotation.
Click on the "Students" tab.
1. You can only add the number of students that you set for the number of student slots. To add more students, update the student slots found in the Edit panel.
In the panel Available Students select each student you wish to connect to the rotation.
Click "Save Changes" to save your selection.

Related help desk article: Assign Member(s) to a Rotation.

Review Requirements

ACEMAPP requirements consist of Standard, One-Off, and Tiered.

Manage Members Requirement Documents and Dates

To just manage the standard requirement dates:

From your home screen, click "Members", then click "Student" either by Affiliation or Rotation.
Click the "Requirements" button to open the Manage Requirements page.
Navigate to either Affiliation (your school requirements) or Rotation (the clinical site requirements)
Enter a Completed date and an Expiration date if required.
Click "Save"

To manage requirements with documents:

While on the Manage Requirements page, on the right hand of the screen is a column documents. Click on the "View" button to review the document.
Click "Approve" or "Deny".

Manage Document: Queue

Another way to view documents is by using the Document Manager. The document manage will queue the documents for you to review one at a time.

Filter the queue by setting the Queue Filter:

From yor home screen click "Document Manager". If you do not see the Document Manager button click "More" and cick "Document Manager" from the drop-down.
Click "Approve" or "Deny".

Manage Members Tiered Requirements

Tiered requirements are divided into separate groups for completion used to manage requirements belonging to a series.

To manage tiered requirements with documents:

From your home screen, click "Members", then click "Student" either by Affiliation or Rotation.
Click the "Requirements" button to open the Manage Requirements page.
Navigate to either Affiliation (your school requirements) or Rotation (the clinical site requirements)
Navigate to the Tiered Requirement section at the bottom of the screen. Click the "Edit" button.
Requirements with documents can be identified with a View button on the right of the screen. Click the "View" button to open the document upload page.
On the upload form enter all required fields, select the document, and click "Submit".
- Documents you upload are already set to approved.

If denying a document it is recommended to include a note to the student.

Monitor Compliance

You will devote most of your time to monitoring member compliance in ACEMAPP. Here is one way to handle member compliance within the platform.

Manage Members by Affiliation

Students are connected to you by affiliation. Use the Manage Students (Affiliated) table to view essential details of the student's account. The Manage Students (Affiliated) table shows:

Their profile information.
Last log in date.
Email address.

The manage students by affilation table only shows your schools requirements. To view the clinical sites requirements view the table by rotation. Steps are outlined below.

To access the Manage Students (Affiliated) table:

From your home screen, click "Members" button and then click "Student" in the affiliation column.

If there is a red X (❌) in the Compliance column, the student needs to complete all of your school requirements. Hover over the X to view a list of incomplete items.

A blue requirements button in the actions column denotes that the student has pending documents that require review.

Manage Members by Rotation

From your home screen, click the "Members" button. Then click the "Student" button found in the Rotation column, opening the Manage Students by Rotation table.

The Rotation table displays a breakdown of the students assigned to a rotation, categorized by their rotation status and corresponding compliance status. The table distinguishes between "Pre" requirements, which belong to the school, and "Post" requirements, clinical site requirements. In cases where the Compliance column shows a red X (❌), hovering over the icon will display a list of incomplete or expiring items. If a student's status is labeled "In Progress," it shows they have yet to complete the pre-compliance items. A blue Requirements button in the actions column denotes that the student has pending documents that require review.

Action Buttons:

Edit button: This button opens the Edit Member page. You can update emergency contact, affiliated programs, thier access/membership start date, as well as resend the "Welcome" email if they have not logged into ACEMAPP yet.
View button: This button opens the student's ACEMAPP transcript.
Requirements button: This button opens the manage Requirements screen and is sortable by School or Rotation. Here you can manage the requirements Completion date, Expiration date, any Waiver if your entity uses that function in ACEMAPP, as well as reviewing the members Documents.
Manage button: This opens the Member Manage page. On this page, you can access Requirements, Custom Fields, and Assessments.

While on the Manage Student table, click the "Manage" button.
Select the appropriate item to manage (Requirement, Custom fields, or Assessments).