8 ways to strengthen student support over the holiday break with Ivy & Ocelot
When campus slows down for the holidays, student questions don’t. Whether they’re traveling home, planning for spring semester, or trying to manage financial aid deadlines, support needs often rise just as staff availability drops.
That’s where Ivy & Ocelot from Gravyty makes a difference. With 24/7 AI-powered support, automated nudges, and smart knowledge sharing across departments, your virtual assistant can keep students informed, on track, and confident, even when offices are closed.
Here are 8 practical ways to use Ivy & Ocelot to keep students supported and reduce January backlogs.
1. Promote your virtual assistant early so students know where to go when offices close
A quick campaign before break can save your team a huge number of tickets:
- Include the bot link in email signatures
- Send a “Resources during the break” text
- Add posters or digital signage with a QR code linking to the bot around campus
The more students know where to go, the smoother your holiday season will be.
2. Make sure winter break information lives on your website
Students need quick answers during break, but only if the virtual assistant can access the right information. Take a moment to confirm that essentials are clearly listed on your website, including:
- Important deadlines
- Transcript request instructions
- Emergency or after-hours contacts
- IT support resources
- Mental health and wellness links
This turns Ivy & Ocelot into a central winter break hub, instantly surfacing accurate, verified answers 24/7 without staff intervention.
3. Use virtual assistant data to understand what students really need
Every question students ask, especially after hours or during closures, reveals what they’re worried about, confused by, or trying to prepare for.
Take time to review your virtual assistant’s analytics section and look for:
- Common themes that arise after hours and on weekends
- Gaps in your FAQs or website content that cause repeat questions
- Policies or processes that confuse students and may need clearer guidance
- Emerging trends that could impact spring enrollment, aid packaging, or student success
- Opportunities for proactive outreach before students return
This allows your team to head into the break with peace of mind, knowing students are still getting the accurate answers they need. (Plus, it’ll help you step into the new year with a smarter strategy to support them.)
4. Update your chat intro and pinned message
Before students even ask a question, your chat intro and pinned message can set expectations. Add a short line that highlights holiday or closure dates, where to find emergency or after-hours support, or links to essential services that remain available.
This ensures students get the right information instantly, no digging, no confusion, and it helps reduce repeat questions during the break.
5. Add seasonal FAQs to anticipate common holiday questions
Examples:
- “How do I order an official transcript when offices are closed?”
- “When does the campus reopen?”
- “How do I change my meal plan for spring?”
- “What happens if I missed a fall semester deadline?”
Adding 5-10 seasonal FAQs to your custom responses ensures the virtual assistant can confidently answer the questions students ask most during the holidays, preventing you from returning to a flooded inbox in January.
6. Enable key integrations so students can get personalized answers
Over the holidays, students often get hit with questions from family: “Did you register for classes yet?”, “When is tuition due?”, “Are you missing anything for financial aid?”
With Ivy & Ocelot’s integrations, your virtual assistant can provide up-to-date, personalized answers, right from a student’s phone. Instead of waiting for campus to reopen or their advisor to get back in office, students can instantly check:
- Their class registration status
- Upcoming deadlines
- Outstanding tuition balances
- Missing financial aid documents
- Any next steps they still need to complete
Being able to access authenticated, personalized answers from one place gives students clarity over break and eliminates the need to chase down advisors or jump between multiple systems.
7. Lean on SMS for high-impact, low-effort outreach
Students may not check email over break, but they always read their texts. Use SMS to deliver quick, high-impact nudges that keep them on track even when campus is closed. You can automate short campaigns for things like:
- Check in: “Happy Holidays! How’s your break going?”
- Deadline reminder: “Financial aid submission is due Jan 5. Have questions?”
- Safety tips: “Staying on campus during the break? See what’s open and save these emergency resources.”
- Financial aid nudge: “Still need to submit your FAFSA documents? Use this link to check what’s missing and see next steps.”
- Registration prep: “Spring course registration is still open! Browse options now.”
- Welcome back teaser: “Campus reopens Jan 3. See you soon!”
You don’t need long messages – quick nudges make a big difference.
8. Make sure your virtual assistant supports students staying on campus over break
Not everyone heads home for the holidays, many students remain in town or on campus and need clear, reliable information about what’s open, what’s closed, and how to get support. Make sure your virtual assistant can answer questions like:
- Which campus buildings remain open?
- What dining options are available over the break?
- How do I access campus safety, transportation, or after-hours services?
- Are study spaces, libraries, or rec centers open?
When this information is included in your virtual assistant’s brain, students staying on or near campus can feel assured that they have a 24/7 source of support, no matter how quiet things get.
Final thought
Holiday breaks shouldn’t mean gaps in support or overflowing January inboxes. With Ivy & Ocelot, your institution can give students and families the always-on help they expect, keep departments aligned, and ensure no question goes unanswered.
Start the break strong with Ivy & Ocelot
Whether you’re exploring Ivy & Ocelot for the first time or looking to optimize your current setup for the holiday break, it’s easy to take the next step. Visit the product page, browse case studies, or reach out to a member of our team for ideas on features, workflows, or integrations to support students more effectively.
With intuitive tools and hands-on guidance, Gravyty helps every institution strengthen student support, during the holidays and all year long.
Ready to enhance student support this holiday season and beyond? Let’s get started.
