How AI Transforms Student Services Support in Higher Education

The Back-to-School Crunch in Student Services

Every university knows it: the first month of classes is the most stressful time of the year. New students arrive on campus, returning students re-engage with systems, and faculty need extra support to get courses running smoothly.

Behind the scenes, student services teams are hit hardest. They face an overwhelming number of repetitive requests: enrollment questions, card issues, financial aid status checks, “how do I log in?” queries. Together, they consume hundreds of staff hours during the opening weeks of term.

At LearnWise, we work closely with institutions to identify these pain points and help them manage them more efficiently with AI. The most common student service challenges we see in the first month are:

• Student card activation and replacement
• Financial aid navigationEnrollment bottlenecks
• Induction and onboarding

Let’s look at how AI can support students and staff during this high-pressure time.

Challenge 1: Enrollment Bottlenecks

Why it matters:
Enrollment isn’t just paperwork. It's a student’s very first impression of university life. But when school is in session, enrollment offices face long queues, overwhelmed staff, and constant questions about forms, course selection, and deadlines.

AI helps by

• Answering repetitive questions instantly, such as “What documents do I need?” or “When is the last day to change my course?”
• Guiding international students step-by-step through forms, reducing incomplete or incorrect submissions.
• Providing multilingual support, ensuring international students get clarity without waiting for translation.

The impact:
Institutions using LearnWise for enrollment report significant reductions in processing delays, fewer abandoned applications, and improved first impressions for new students.

Explore the use case: Enhance Student Enrollment with AI

Challenge 2: Creating a Seamless Induction Experience

Why it matters:
Induction is a crucial moment for building belonging. But it often overwhelms new students with information overload: orientation timetables, IT setup, housing, library services, and student life. Without clear, timely guidance, many students disengage early.

AI helps by:

• Streamlining access to key information for new students, such as accommodation, academic expectations, social events, and more - whenever and whenever they need it.
• Guiding students through the essential first steps, ensuring they feel supported from day one.
• Empowering new students by allowing them to self-service answers to their most pressing induction-related questions anytime, day or night.
• Providing Q&A features that anticipate common queries and suggest related first semester questions, helping students understand what is important to know during those crucial first weeks.

The impact:
With AI, induction transforms from a chaotic information dump into a guided journey that builds student confidence. Staff can focus on community-building while AI handles the repetitive how-tos.

Explore the use case: Create a Seamless Induction Experience with AI

Challenge 3: Student Card Support at Scale

Why it matters:
Student cards are gateways to campus life, granting access to housing, dining, libraries, and services. Every fall, thousands of new students activate cards for the first time, while many lose or damage theirs. The result? Long lines at card offices and mounting frustration.

AI helps by:

• Automating answers to FAQs: “Where do I replace my card?” or “Why doesn’t my ID work?”
• Directly routing of replacement requests to the right team.
• Integrating with card management systems for real-time updates.
  
  

The impact:
Institutions using LearnWise report up to 70% of card-related inquiries resolved automatically, freeing staff and reducing queues.

Explore the use case: Streamline Student Card Support with AI

Challenge 4: Financial Aid Navigation

Why it matters:
Financial aid is one of the most common sources of stress during back-to-school. Students need quick answers about eligibility, application status, and deadlines. Staff, meanwhile, are swamped with repetitive requests.

AI helps by:

• Providing 24/7 support for FAQs like “When will my aid be disbursed?”
• Giving students personalized status updates pulled from SIS/financial aid systems.
• Automating reminders about deadlines and missing documents.
  
  

The impact:
Institutions using LearnWise for financial aid support report fewer missed deadlines, higher student satisfaction, and reduced staff workload during peak demand.

Explore the use case: Simplify Financial Aid Navigation with AI

Why Student Services Support Matters Most in September

The challenges above peak exactly when institutions are least able to absorb extra workload. In September, everything happens at once:

• Student services juggle ID cards, housing, and financial aid.
• IT fields endless course access and password resets.
• Faculty need extra help setting up courses.
  
  

Without automation, staff are stretched thin. Students face delays. Faculty lose teaching time. And administrators worry about retention, satisfaction, and burnout.

By automating repetitive inquiries, AI solutions create space for staff to focus on what truly matters: complex, human-to-human support and strategic projects.

Preparing for the Next Semester

If your institution is preparing for the upcoming term, ask yourself:

• Do students have 24/7 support for enrollment, IDs, and financial aid?
• Are staff bogged down by repetitive tickets during September?
• Are we using AI nudges to keep students engaged before they hit roadblocks?

The first month of classes sets the tone for the year. With AI-powered student service support, universities can reduce bottlenecks, cut costs, and improve student satisfaction during the busiest time of the academic cycle.

Discover how LearnWise supports institutions during the busiest time of year. Explore our full list of AI use cases for higher education.