AI agent for academic advisors
Study Abroad and Internship Credit Planning Agent
Make sure credits from off-campus experiences count toward the degree before the student goes.
What it does
A student returns from a semester abroad and finds that only 6 of 15 credits count toward the degree, which delays graduation by a term. This agent starts when a student plans an off-campus experience. It compares the host program's courses with the student's degree requirements and proposes a match for each. It requests syllabi for courses that need review, checks that pre-approvals are in place, and tracks the forms. When the host school or employer replies, it updates the plan and recalculates the remaining requirements and graduation date. It checks that the final plan meets the credit minimums and that every counted course has an approval on file. The advisor approves the credit match. Edge case: a course is offered in a different term, so the agent adjusts the plan.
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.
Read the steps as a list
- Student plans an off-campus experience
- Read the degree requirements and the host program catalog
- Propose a match for each host course
- Request syllabi for courses needing review
- Advisor approves requests sent to the host or departmentThe agent waits here for your OK.
- Record replies and update the plan
- Does every counted course have written approval?If not: chase the approval or move the course to electives. Back to step 4.
- Recalculate the remaining requirements and graduation date
- Does the plan meet the credit minimum and graduation target?If not: propose different courses at the host or a summer course on campus. Back to step 3.
- Advisor approves the credit matchThe agent waits here for your OK.
- Approved credit plan
How it decides
A host course counts when it matches a requirement in content and level and has written approval. Without approval it is shown as possible electives only.
- Count a course only with written approval from the department
- Show unapproved courses as electives only
- Request syllabi at least 8 weeks before departure
- Recalculate graduation date after every change
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Approval steps and forms
- Lead time before departure (default 8 weeks)
- Credit minimum per term
- Host programs list
- Message tone
What keeps you in control
It always asks you first
- Advisor approves requests and the final credit match
Hard limits
- Never confirm a credit match without written approval
- Never submit forms on the student's behalf without the advisor
It stops when
- Done: all counted courses are approved and the plan meets the target
- Stop: the host program does not offer enough matching courses
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.
- 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
