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AI agent for academic advisors

Degree Plan Exception Request Agent

A complete exception packet is ready for the advisor to approve with every required form and sign-off in place.

AdministrationDocument handlingEducation
See how it worksGet access
Degree Plan Exception Request Agent: what goes in, what the agent does and what you get

What it does

A student asks for an exception to a degree requirement, and the advisor must gather forms and sign-offs from the registrar, the department and sometimes financial aid. The agent reads the student's degree plan and the request, lists every form and approval needed for that exception type, and tracks each one in a checklist. It rechecks the file daily for missing items. Anything missing sends it back to chase the right office with a drafted request. When the file is complete, it assembles the packet. The advisor approves submission. Edge case: an exception that needs a department chair who is away, so the agent finds the delegate on the policy page.

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
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Exception request received 2 USES A TOOL Read the degree plan and the request 3 DOES List the forms and approvals required by the policy 4 USES A TOOL Create a tracking checklist 5 USES A TOOL Check each office for completed items 6 CHECKS THE RESULT Is every required item received and signed? If not: Draft a request to the missing office and waitfor it. Back to step 5. 7 DOES Check dates, signatures and course codes in thepacket 8 CHECKS THE RESULT Does the packet agree with the degree plan? If not: List the mismatch and ask the student or officeto correct it. Back to step 6. 9 USES A TOOL Assemble the packet 10 YOU APPROVE Advisor approves submission 11 RESULT Packet submitted and logged
Read the steps as a list
  1. Exception request received
  2. Read the degree plan and the request
  3. List the forms and approvals required by the policy
  4. Create a tracking checklist
  5. Check each office for completed items
  6. Is every required item received and signed?If not: Draft a request to the missing office and wait for it. Back to step 5.
  7. Check dates, signatures and course codes in the packet
  8. Does the packet agree with the degree plan?If not: List the mismatch and ask the student or office to correct it. Back to step 6.
  9. Assemble the packet
  10. Advisor approves submissionThe agent waits here for your OK.
  11. Packet submitted and logged

How it decides

It builds the required list from the exception policy and treats a form as done only when it is signed and dated.

  • Required items come only from the policy for that exception type
  • Chase an office after 3 working days
  • A form without a date or signature is not counted
  • Use the named delegate if a signer is away

Make it yours

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

  • Exception types it handles
  • Days before chasing (default 3)
  • Offices and contacts for each type
  • Format of the checklist

What keeps you in control

It always asks you first

  • Advisor approves each chase to another office if sent in the advisor's name
  • Advisor approves the final submission

Hard limits

  • Never submit anything itself
  • Do not tell the student an exception is approved

It stops when

  • Done: packet complete and submitted
  • Stop: the policy does not allow the exception and the advisor must advise the student

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 happensA student asks to count a transfer course as an elective. The agent lists three items: a department form, a course description and the chair's approval. After 3 days the chair's form is missing, so it drafts a reminder and finds the delegate. The first packet check shows a wrong course code, so it asks the student to fix it. The advisor then approves submission.

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