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AI agent for academic advisors

Scholarship and Financial Aid Standing Check Agent

Prevent loss of aid by catching credit and GPA risks before deadlines.

Risk managementMonitoringEducation
See how it worksGet access
Scholarship and Financial Aid Standing Check Agent: what goes in, what the agent does and what you get

What it does

A student on a merit scholarship drops a course after the add/drop deadline and falls to 11 credits, and the scholarship is cancelled for the term. This agent checks each student on aid against the credit and GPA rules of their award. It runs before the add/drop deadline, after it and after grades post. It flags students who are at risk, such as those near the credit minimum, with a failing midterm grade, or with a GPA close to the cutoff. For each one, it suggests course options that keep them above the minimum and fit the degree plan. After any change, it rechecks the student's standing, since adding or dropping a course can change another rule. The advisor approves the message to the student. Edge case: a student has a documented accommodation that lowers the credit minimum, so the agent applies it.

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 Check date before or after the add/drop deadline 2 USES A TOOL Read each aided student's credits, GPA and rules 3 DOES Flag students at or near a minimum 4 USES A TOOL Check accommodations and exceptions on file 5 DOES Find course options that keep the student above allminimums 6 DOES Draft a message with the risk and the options 7 YOU APPROVE Advisor approves the message 8 USES A TOOL Send the message and record the student's choice 9 USES A TOOL Recheck credits and GPA after the change 10 CHECKS THE RESULT Does the student meet every aid rule after thechange? If not: propose another option and draft a new message.Back to step 5. 11 RESULT Aid standing report
Read the steps as a list
  1. Check date before or after the add/drop deadline
  2. Read each aided student's credits, GPA and rules
  3. Flag students at or near a minimum
  4. Check accommodations and exceptions on file
  5. Find course options that keep the student above all minimums
  6. Draft a message with the risk and the options
  7. Advisor approves the messageThe agent waits here for your OK.
  8. Send the message and record the student's choice
  9. Recheck credits and GPA after the change
  10. Does the student meet every aid rule after the change?If not: propose another option and draft a new message. Back to step 5.
  11. Aid standing report

How it decides

A student is at risk if credits are within one course of the minimum or GPA is within 0.2 of the cutoff. Options must keep the student above all aid rules and on the degree plan.

  • Flag credits within one course of the minimum
  • Flag GPA within 0.2 of the cutoff
  • Apply documented accommodations before flagging
  • Never suggest a course that is not on the degree plan unless the advisor approves

Make it yours

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

  • Aid programs and their rules
  • Risk margins for credits and GPA
  • Check dates
  • Message tone
  • Contact for the aid office

What keeps you in control

It always asks you first

  • Advisor approves each message to a student

Hard limits

  • Never drop or add a course for a student
  • Never promise that aid will be kept

It stops when

  • Done: every flagged student meets the aid rules or has an advisor plan
  • Stop: a student is already below the minimum, so the advisor contacts the aid office

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 on a scholarship requiring 12 credits has 12 registered and a failing midterm in one 3-credit course. The agent flags the risk, since dropping it leaves 9. It finds an open 3-credit course on the degree plan and drafts a message. The advisor approves it. The student adds the course before the deadline. The recheck shows 12 credits, but the GPA is 0.1 over the cutoff, so it stays flagged.

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