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AI agent for academic advisors

Degree Audit Gap Agent

Students graduate on time

Degree Audit Gap Agent: what goes in, what the agent does and what you get

What it does

Degree audits list requirements, but advisors with large caseloads struggle to spot students at risk of not graduating on time. Before each registration period this agent runs audits for the caseload and finds students missing requirements against their expected graduation term. It checks whether the needed courses are offered in the remaining terms. It drafts outreach with specific course suggestions, which the advisor approves before sending. After registration, it checks whether each gap is now covered. If not, it looks for other sections or approved substitutions and drafts a second message. Edge case: transfer credits still pending evaluation are flagged, so the student is not told to retake a course already completed elsewhere.

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, continueNo 1 STARTS WHEN Registration approaching 2 USES A TOOL Run degree audits for the caseload 3 DOES Find gaps and matching course offerings 4 DOES Draft outreach with course options 5 YOU APPROVE Advisor approves outreach 6 USES A TOOL Track registrations 7 CHECKS THE RESULT Gaps covered after registration? If not: find other sections or substitutions and draft asecond message. Back to step 3. 8 RESULT Report
Read the steps as a list
  1. Registration approaching
  2. Run degree audits for the caseload
  3. Find gaps and matching course offerings
  4. Draft outreach with course options
  5. Advisor approves outreachThe agent waits here for your OK.
  6. Track registrations
  7. Gaps covered after registration?If not: find other sections or substitutions and draft a second message. Back to step 3.
  8. Report

How it decides

Gaps versus terms left.

  • Final-year students first
  • Offering checked
  • Transfer credit flagged

Make it yours

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

  • Timing
  • Caseload
  • Messages
  • Priorities

What keeps you in control

It always asks you first

  • Outreach

Hard limits

  • No registration by agent

It stops when

  • Done: covered
  • Stop: student changes plan

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 happensBefore fall registration, the agent ran audits for advisor Joan Kemp's 180 students. It found 14 missing a required course. Joan approved outreach. After registration closed, 3 students still had not registered for their gap course. The check failed, so the agent looped back, found open seats in an online section and drafted a second message. Joan approved, and 2 students enrolled.

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