Introducing a Chatbot to the Web Portal of a Higher Education Institution to Enhance Student Interaction †

Abstract

This paper introduces the implementation of a chatbot on the web portal of a higher education institution, aiming to enhance student interaction and provide seamless access to information and support services. With the increasing reliance on digital platforms for student engagement, a chatbot offers a user-friendly and efficient means of communication, catering to the diverse needs of students in a higher education setting. The chatbot developed utilizes natural language processing, machine learning, and artificial intelligence algorithms to engage in dynamic conversations with students. We use Large Language Models (LLMs), because these and vector databases are revolutionizing the way we handle and retrieve complex data structures. Their main objective is to provide instant responses, personalized guidance, and timely support for various aspects of student life within the institution, namely the following: Information Retrieval, where the chatbot acts as a virtual collaborator, offering quick and accurate responses to frequently asked questions regarding admissions, programs, course registration, financial aid, and campus facilities, reducing the need for manual information searches; Academic Support, where the chatbot assists students in academic matters, such as course selection, prerequisites, graduation requirements, and study resources. It can offer personalized recommendations based on a student’s academic profile and preferences; Campus Services, which provides information about campus services, extracurricular activities, events, and resources; and Appointment Scheduling, which facilitates appointment scheduling with academic advisors, and support staff, streamlining administrative processes and ensuring timely access to guidance and assistance. This development follows a user-centric approach, incorporating feedback from students, faculty, and administrators to ensure that the chatbot meets their specific needs and preferences. Rigorous testing and quality assurance measures are implemented to guarantee the accuracy, reliability, and security of the chatbot. In conclusion, we achieve a functional chatbot with a medium computational heaviness; in this way, it can be practical to use it in real time by the students on the institution’s web portal. The introduction of a chatbot on the web portal of a higher education institution represents a significant advancement in facilitating student interaction and support services. By providing instant and personalized responses, the chatbot streamlines communication, reduces response times, and empowers students to find information and resources efficiently. As chatbot technology continues to evolve, ongoing enhancements and refinements will ensure that it remains a valuable tool for enhancing student experiences, promoting engagement, and fostering a positive learning environment within the institution.