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AI agent for academic advisors

Advisee Caseload Prioritization Agent

Make sure the students who most need help are contacted first and followed through.

Risk managementEducation
See how it worksGet access
Advisee Caseload Prioritization Agent: what goes in, what the agent does and what you get

What it does

You have 300 advisees, and the ones who email get your time, while the quiet student who stopped attending is never contacted. This agent reads grades, attendance, holds, credits and recent contact for every advisee each week. It scores risk based on rules you set, such as a failing midterm, missed classes, an unpaid hold or lack of registration. It ranks who needs contact and drafts a message that fits each reason. It tracks replies and bookings, and marks each case as contacted, replied or resolved. At the next weekly run, it reranks. If a student did not reply, it proposes a second approach, such as a call or an email from a faculty member. The advisor approves all outreach. Edge case: a student has a documented counseling referral, so the agent leaves them out of general outreach.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Weekly run 2 USES A TOOL Read grades, attendance, holds and credits for everyadvisee 3 DOES Score each student by risk signals 4 DOES Rank the students and select the top group 5 DOES Draft outreach that fits each reason 6 YOU APPROVE Advisor approves outreach 7 USES A TOOL Send the messages and track replies and bookings 8 CHECKS THE RESULT Did the student reply or book a meeting within 5days? If not: propose a second approach such as a call or afaculty contact. Back to step 4. 9 CHECKS THE RESULT Is the risk signal resolved after contact? If not: keep the student on the list and add a suggestednext step. Back to step 3. 10 RESULT Ranked caseload and follow-up list
Read the steps as a list
  1. Weekly run
  2. Read grades, attendance, holds and credits for every advisee
  3. Score each student by risk signals
  4. Rank the students and select the top group
  5. Draft outreach that fits each reason
  6. Advisor approves outreachThe agent waits here for your OK.
  7. Send the messages and track replies and bookings
  8. Did the student reply or book a meeting within 5 days?If not: propose a second approach such as a call or a faculty contact. Back to step 4.
  9. Is the risk signal resolved after contact?If not: keep the student on the list and add a suggested next step. Back to step 3.
  10. Ranked caseload and follow-up list

How it decides

It adds points for each risk signal and ranks the total. A student moves down the list only when the signal is resolved or the advisor marks it as handled.

  • Add the most points for a failing grade, no registration or a missed deadline
  • Contact the top 20 students each week
  • Wait 5 days before a second approach
  • Exclude students on a documented referral from general outreach

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Risk signals and points
  • Number of students per week (default 20)
  • Reply wait time (default 5 days)
  • Exclusion rules
  • Message tone

What keeps you in control

It always asks you first

  • Advisor approves all outreach

Hard limits

  • Never send a message without advisor approval
  • Never share risk scores with students

It stops when

  • Done: top-risk students are contacted and followed up
  • Stop: the data feed is more than a week old

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOf 312 advisees, 34 have risk signals. The agent ranks 20 for outreach. A student with a failing midterm, 5 absences and no registration scores highest. The agent drafts a short message offering two meeting times, and the advisor approves it. Five days later, she has not replied, so the agent proposes a call. Another student with a counseling referral is excluded from the list.

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