5 ways Student Affairs teams can use an AI agent to streamline new student orientation
New student orientation sets the tone for the entire college experience. But behind the scenes, student affairs professionals are grappling with a tough balancing act: higher expectations from students and families – faster answers, smoother experiences, 24/7 availability – paired with shrinking staff bandwidth and increasing operational pressure.
Today’s students expect orientation to be personal, flexible, and stress-free. They want answers instantly, resources tailored to their needs, and support that feels human (even when it’s delivered digitally).
So how can your team meet these expectations without burning out your staff?
Enter the AI engagement agent.
AI agents like Ivy & Ocelot from Gravyty are helping student affairs teams modernize orientation without overhauling existing systems. They streamline communication, scale personalized support, and reduce repetitive work so your staff can spend more time doing what they do best: welcoming, guiding, and connecting with students.
Here are five ways student affairs teams are using AI agents to power new student orientation and set students up for success from day one.
1. Automate 24/7 FAQs before, during and after orientation
Every year, orientation season brings a flood of repeat questions from new students:
- “Where do I find my orientation schedule?”
- “Do I need to register for sessions?”
- “What if I’m running late?”
- “How do I submit my vaccine records?”
An AI-powered virtual assistant can answer these questions automatically – on your website, in text messages, or even social media – giving students instant support without adding to your team’s workload. Instead of repeating the same answers hundreds of times, your staff can focus on live programming, troubleshooting edge cases, and creating moments that feel personal.
Why it matters
Students, especially Gen Z, expect answers now. According to a recent Hubspot report, Gen Z “place a high emphasis on speed, convenience and personalization when it comes to customer support,” and 31% even prefer using a chatbot for support. When students can’t find answers fast, it creates stress or worse, no-shows.
2. Send timely nudges and reminders that keep students on track
Between email overload, text message fatigue, and information coming from a dozen different campus offices, it’s no surprise that students miss important deadlines or orientation details.
According to a study published in Inside Higher Ed, timely reminders to students about specific tasks significantly improve their completion rates. For instance, students who received messages in the fall were 16% more likely than their peers to file their applications for financial aid by January. The same study found that students receiving early registration reminders were 4.6% more likely to register early for their spring courses.
AI engagement agents can deliver well-timed, personalized nudges to keep students on track in the weeks leading up to orientation and throughout their first term. These nudges might include:
- A reminder to upload immunization records
- A quick check-in to confirm attendance for orientation sessions
- A heads-up about registering for placement tests or selecting courses
- A suggestion to complete an advising intake form or schedule a meeting
Because the agent knows the student’s profile and where they are in their journey, the reminders are relevant, not spammy. And when students do have a question in response, they can get an instant answer or be routed to a live advisor if needed.
Why it matters
These timely nudges reduce melt, support retention, and ease anxiety for new students. For staff, they mean fewer “Did I miss the deadline?” calls and more confidence that critical milestones are being met. Smart automation keeps it moving without adding lift to your team.
3. Support first generation, international and nontraditional students at scale
For many students, orientation can feel overwhelming or inaccessible. First-generation students may be navigating college systems for the very first time. International students are juggling time zones, visa paperwork, and cultural transitions. Nontraditional learners such as commuters, caregivers, or adult students often need a flexible, low-friction experience that fits around their already busy lives.
This is where an AI agent can become a powerful ally for your team.
With always-on support available through chat, SMS, email, or WhatsApp, students can get the answers they need in their preferred format and on their own schedule. Instead of feeling embarrassed to ask a “basic” question or waiting days for an email response, students can find clarity right away, from any device.
AI also helps address real equity gaps that have long affected access and retention. Case in point: the National Center for Education Statistics (NCES) found that first-generation and low-income students are less likely to complete a FAFSA application, resulting in missed financial aid opportunities that could be the difference between staying enrolled or dropping out.
Why it matters
Orientation is a critical equity moment. Making sure every student gets the help they need – regardless of background – sets a tone of inclusion and belonging. AI helps you provide equitable, consistent answers to every student without stretching your staff too thin.
4. Reduce staff burden without sacrificing the student orientation experience
Orientation is often the first time students engage with multiple departments at once: admissions, financial aid, advising, IT, housing, student life. And who do they turn to when they’re not sure which office owns what? Usually, your team – resulting in endless repetitive questions, long lines, and a burned-out staff before classes even start.
With an AI assistant handling tier-1 questions (think FAQs like “Where do I check my schedule?” or “What do I need for move-in day?”) your team can focus on the high-touch moments that matter most.
Consider this: institutions using Ivy & Ocelot from Gravyty have reported up to a 96% drop in financial aid appointments and an 11% reduction in inbound calls and emails.
AI agents can be a crucial asset to reduce staff burnout during busy periods like orientation. They work 24/7 to answer common questions and guide students to the right next step.
Why it matters
By automating routine inquiries, you free up time and energy for one-on-one conversations, crisis interventions, and deeper advising. That’s a win-win for students and staff. It also positions your team as strategic, proactive, and ready to meet the expectations of today’s learners without needing more headcount.
5. Communicate the student orientation schedule at scale
Keeping students, staff, and volunteers aligned on the orientation schedule isn’t easy.
From last-minute room changes to event reminders and check-in details, orientation involves a lot of moving parts and miscommunication can lead to confusion, missed sessions, and unnecessary stress.
An AI-powered engagement agent solves this by acting as a single source of truth for your orientation schedule. Rather than relying on static PDFs or scattered emails, students and staff can ask the AI assistant questions like:
- “What time is the campus tour tomorrow?”
- “Where is the financial aid session being held?”
- “Can I get a reminder for the student org fair?”
Behind the scenes, staff can update events in one place and the AI assistant will relay the correct information in real time. This ensures all students – regardless of when they arrive, what device they use, or what program they’re in – receive consistent, up-to-date details.
Even better, reminders can be automated via SMS or chat apps to boost attendance and minimize no-shows.
Why it matters
According to Salesforce’s Connected Student Report, students who have a great onboarding experience are 35 times more likely to have a great overall university experience. By ensuring timely and clear communication of the orientation schedule, institutions can significantly enhance the onboarding experience, setting the stage for student success.
Final thoughts: Use AI to elevate (not replace) the authentic student orientation experience
AI agents aren’t about cutting corners or replacing your team. They’re about giving your team more time for the human work that really matters.
From smoother communication to real-time support, AI transforms orientation from a chaotic one-off event into a smart, scalable strategy to boost retention and belonging from day one.
Higher ed administration teams are strapped as it is. It’s time to stop answering the same question 400 times—and start delivering an experience that sets students up for success.
Interested in learning more about how Ivy & Ocelot from Gravyty can help your team streamline student orientation, scale personalized outreach, and boost enrollment? Get a virtual demo today.
