Generative AI is transforming how higher education professionals manage student communications, making processes more efficient, personalized, and engaging. As institutions increasingly embrace these tools, the opportunities to enhance operations are growing rapidly. Below are some practical ways higher education professionals are currently leveraging Generative AI to improve student communications in all areas of Higher Ed, along with actionable steps for implementing these strategies at your own institution.
1) Translate Complex Policies into Student-Friendly Language
GenAI tools are being used to simplify and clarify institutional policies, making them more accessible and easier for students to understand. This improves transparency and reduces confusion around critical topics like admissions, financial aid, and academic regulations.
Actionable Step: Start by identifying the most complex policies your students struggle to comprehend and use GenAI to create digestible, easy-to-understand summaries.
Sample Tools
OpenAI’s GPT-4
Use GPT-4 to rewrite complex policies in clear, accessible language. By inputting documents and asking the AI to simplify the content, you can ensure students understand crucial policies like admissions, financial aid, or academic guidelines.
Quillbot
Quillbot can help simplify complex text, ensuring students receive clear and concise explanations of institutional policies.
2) Generate Personalized Educational Campaigns
AI can craft tailored communication campaigns, allowing institutions to reach specific student populations with personalized messaging. Whether it's advising students on registration deadlines or offering onboarding support, AI can enhance engagement by delivering targeted, relevant content.
Actionable Step: Implement a pilot project where AI generates personalized email campaigns based on student demographics or academic standing.
Sample Tools
Jasper AI
Jasper excels at crafting personalized email campaigns based on student demographics, behavior, or academic performance. It can help target specific student populations with customized communication.
Alternative: Mailchimp + ChatGPT Integration
Mailchimp offers AI-driven personalization for email marketing campaigns. Integrating Mailchimp with ChatGPT allows for more personalized, student-specific outreach.
3) Automate Routine Inquiries and Appointment Scheduling
AI-powered chatbots and scheduling systems are helping institutions manage routine inquiries and appointments, freeing up staff to focus on more complex tasks. This is especially useful during busy periods like enrollment and graduation.
Actionable Step: Introduce an AI-powered scheduling tool to streamline appointment bookings and a chatbot to handle frequently asked questions.
Sample Tools
Intercom
Intercom’s AI chatbot capabilities can be used to handle routine student inquiries 24/7, addressing frequently asked questions about admissions, registration, and more.
TARS Chatbot
TARS is an AI chatbot platform designed to automate routine student queries and improve student engagement through personalized chat interactions.
Calendly and HoneyBook
Calendly and Honeybook with AI integrations automate appointment scheduling, reducing back-and-forth communication. Paired with AI tools, it can provide recommendations and manage student appointments effortlessly.
4) Enhance Visual Policy Explanations and Social Media Campaigns
AI can generate engaging visual content and automate social media posts, helping institutions communicate more effectively with students across digital platforms.
Actionable Step: Use AI to create dynamic social media posts and visual aids that explain important policies in a more engaging, student-friendly way.
Sample Tools
Tool: Canva + ChatGPT
Canva’s easy-to-use graphic design tools, combined with AI-generated content from ChatGPT, can help create visually appealing social media posts and visual policy explanations.
Tool: Lumen5
Lumen5 can turn policy explanations or written content into engaging videos, ideal for sharing on social media or in student portals.
In Closing
By leveraging these GenAI tools, higher education professionals can not only improve efficiency but also deepen student engagement, making communications more meaningful and effective across the board. Start small with a pilot project, train your staff, and gradually scale these solutions to unlock the full potential of AI at your institution.

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