Using Exxat: The Clinical Placement System
VUSN uses Exxat to manage students' clinical rotations. Exxat is the system in which you'll complete patient logs, fill out clinical timesheets, and complete evaluations on your clinical experience. It will also provide details on your clinical site and your preceptors, once they have been confirmed by your faculty.
Activating Your Student Account
Beginning April 1, Exxat will send email invitations to students who have claimed their VUnetID and Vanderbilt email address but have not activated their Exxat account. The email will come from Vanderbilt University School of Nursing Notification firstname.lastname@example.org and the subject line will read, IMPORTANT! Here's Your Invitation to Your Clinical Education Portal.
The invitations are sent weekly until your account is active. The link in the email expires after 7 days, so if you don't activate with the first email, look for the most recent one. The Exxat system has been thoroughly vetted by both VUIT and the VUSN Nursing Informatics Support team, and you can use the system safely from your computer, tablet, or phone. It's also cloud-based so nothing is downloaded onto a clinical (or other) workstation when you open it.
If you haven't received the invitation within 3 weeks of setting up your VUnetID, first check your spam or junk filters. If it's not there, reach out to your Clinical Placement contact, who will ensure you receive an invitation.
Basic demographic data are fed directly from the Student system (PeopleSoft) and updated nightly. Any changes (MTA to OMTA, full-time to part-time, specialty changes, name changes, e.g.) must be made first in PeopleSoft and will then be updated automatically in Exxat.
Some of you may notice that your Exxat registration lists you as part-time, when you have been admitted as a full-time student. Registration data feed directly from the student registration system. If you haven’t yet registered for classes, the student system lists that as 0 hours which translates in Exxat to part-time. Once you register for classes, the feed will update Exxat accordingly.
Logging into Exxat
Once you've activated your account, please bookmark the Exxat login page: https://apps.exxat.com/Fusion/Account/Login (or type apps.exxat.com). You will also find the login in the drop-down menu under Quick Links on the VUSN home page. For optimal experience with Exxat, we recommend using Google Chrome or Firefox as the preferred browser.
Vanderbilt has implemented Single Sign-On, so you won't need a separate login or password to use Exxat. From the Exxat log-in page, enter your VU email address and hit Enter or Tab. You will see 'Vanderbilt University/Created by your IT department' under your email address. Click on that, and the VU single sign-on window will open. Enter your VUNETID and password to continue. If the login is successful, the Dashboard page will open.
Completing your Student Profile
Students are encouraged to complete their Student Profile as soon as possible, as this assists specialty faculty in determining appropriate placements. PreSpecialty students can go ahead and complete their profiles but won't begin using Exxat until their specialty year.
Navigating in Exxat
Once in Exxat you'll find several resources to help you navigate the different features. Under
Resource Materials in the left-hand menu you'll find specialty-specific manuals with step-by-step instructions and screen shots.
My Help in the left-hand menu, you'll find Exxat videos that provide a general overview of the various features; there's also a VUSN-specific student video from June 2019.
All VUSN-required compliance documents are maintained in CastleBranch.It is your responsibility to ensure that each requirement in your myCB account (Castle Branch) To-Do-List shows as 'Complete' and is kept current throughout your clinical rotation. Additional site-specific requirements outside those in CastleBranch will be communicated to you by the Clinical Placement team and displayed in Exxat.