Managing Member Requirement Documents

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Managing Member Requirement Documents
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Manage Member Requirement Documents

As a school or clinical coordinator, if a document is required by your school or clinical site, it will need to be approved. Please follow the steps below to manage pending requirement documents.


Review Member Documents

Step 1:

As your organization's coordinator, you will see an orange "Pending Member Documents" notification button on your home page when there are documents to review.

Click on the " Pending Member Documents" notification or select the "Document Manager" tab on your navigation bar to review the document(s).

image shows pending document notification and the document manager tab

NOTE: If you do not see the "Document Manager" tab on your home page, click the "More" tab on your navigation bar and select "Document Manager" from the drop-down menu.

Step 2:

The "Document Manager" opens a document queue view for managing pending requirement documents. Please review the pending document and the member information on the left. Use the "Skip Forward" and "Skip Back" buttons to skip documents as needed.

Image shows skip forward and skip back buttons within document queue.

Step 3:

The "Queue Filter" allows you to filter by requirement. Click the drop-down menu and select the requirement you would like to manage, then click "Set Filter."

Image shows document queue requirement filter.

Requirements that are entity-restricted will appear in the filter list with the entity-restricted icon as shown below.

Image shows entity restricted requirement icon in document queue filter.

Step 4:

Enter the "Completion Date" and/or "Expiration Date." Then, click "Approve" or "Deny."

Image shows completion date field, deny note field, and approve and deny buttons.

NOTE: When denying a document for a student or faculty under "Deny Note" please enter the reason for denial.


Uploading Documents for Members

NOTE: As a School User, when you upload a document for a student or faculty member, it is automatically approved in ACEMAPP.

Step 1:

From your home screen, select "Members" and select the appropriate Member Type in either the Affiliation or Rotation column.

  • Affiliation: Students and Faculty that are directly connected to the school but are not necessarily assigned to a rotation.
  • Rotation: Students and Faculty will be listed based on their rotation assignment(s).
    • If a student or faculty is assigned to more than one rotation, they will be listed in this table for each rotation assignment.

Image shows member tab and student under affiliation

Step 2:

In the Manage Students (Affiliated) table, find the member's name in the list and click the "Requirements" button under the Actions column.

Image shows requirements button in manage students (affiliated) table.

Step 3:

In the Requirements table, please note the "Documents" column on the right. The "View" button (eye icon) will appear blue if there is a pending document and green once the document has been approved. The view button will appear white if no documents have been uploaded for the requirement. Click the "View" button to upload a document for the member.

Image shows requirements page highlighting document view buttons.

Step 4:

Within the document uploader, you can view any uploaded documents and their status. To upload a document, please click the "Browse" button to upload the file from your device. Then, enter a Completion Date and/or an Expiration Date. You may enter any notes to include in the Notes window (this is optional). Then, click "Submit Document" to finish uploading the document.

Image shows document uploader completion and expiration date fields, and browse and submit buttons.

NOTE: If there is more than one file, click the "Browse" button under Select a file (PDF and Image only) to upload the first file. Then, click the "Browse" button under Additional files to browse your device for any additional files.


Requirements with Restrictions:

Documents can also be managed (approved/denied) using the "Manage" (gear icon) button under the Actions column. If a requirement is restricted (only certain entities can manage documents for the requirement), there will be a red Restricted To indicator on the document upload page.

Image shows restricted to button and manage button within document uploader.

Clicking the "Restricted To" button will display a pop-up showing the Entity/Entities that can manage the uploaded requirement documentation.

Image shows list of approval entities.


To learn more, please contact ACEMAPP Support at 844-223-4292 or email us at support@acemapp.org.

A requirement is an item a member may need to complete based on their affiliation to an entity or rotation assignment.

A requirement is an item a member may need to complete based on their affiliation to an entity or rotation assignment.

An Entity is a School, Clinical Site, High School, Company, etc.

A requirement is an item a member may need to complete based on their affiliation to an entity or rotation assignment.

The end of a member’s billable, 365-day membership.

Renewal of membership is paid by the member or the entity managing them.

An Affiliation is a connection between a Member and an Entity.

Affiliations define Member Types and often include Graduation or End Dates.

A rotation is a scheduled clinical experience.

An Affiliation is a connection between a Member and an Entity.

Affiliations define Member Types and often include Graduation or End Dates.

A rotation is a scheduled clinical experience.

A rotation is a scheduled clinical experience.

A requirement is an item a member may need to complete based on their affiliation to an entity or rotation assignment.

A requirement is an item a member may need to complete based on their affiliation to an entity or rotation assignment.

The end of a member’s billable, 365-day membership.

Renewal of membership is paid by the member or the entity managing them.

A requirement is an item a member may need to complete based on their affiliation to an entity or rotation assignment.

Related Articles


Managing Member Requirement Dates
As a school or clinical coordinator, you can enter individual completion and expiration dates for requirements. Bulk uploading requirement dates allows you to enter dates for multiple students at the same time.
Managing Member Tiered Requirements
Tiered requirements are divided into separate groups for completion used to manage requirements belonging to a series. Please review the description in the tiered requirement to ensure member documents or completion dates are uploaded/entered into the appropriate group to meet compliance. The student must select only one group to upload/enter completion dates according to how they meet compliance. Students will not show compliance if they upload or have completion dates entered within multiple groups for a tiered requirement.
Tips & Tricks: Managing Member Compliance (For Administrators)
The video covers tips and tricks for navigating the system and managing member compliance. The tips we cover apply to all ACEMAPP administrators.