HEUG AI Innovators Network

Greetings AI Innovators and Technical Folks,

I presented a webinar today called "Introduction to Financial Aid for Technical Folks."

I'd like to pose here one of the questions I attempted (and failed) to answer.  For some context, we were discussing the myriad code changes US.  institutions must test and apply each year in order to maintain regulatory compliance.

The questioner asked:

In which areas can Information Systems be leveraged to streamline this [continual update] process?

Do you believe Artificial Intelligence could assist with any of those improvements?

My written response was, "I know our IT Department needs to do a code compare with each set of updates to check for retrofits, but I believe our software vendors would already provide a tool for this.  On the fly, I'm not coming up with anything that AI could assist with, but there is an "AI Innovators" forum at  HEUG.  I recommend posting your question there."

And so, here I am instead...posting the question.

Thank you for your thoughts.

Cheers,
Jessica

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Jessica Holler
Systems Integration Analyst
DePaul University
jshisler@depaul.edu
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Hey Jessica!

Thanks for sharing this question with the group. I am not at all familiar with financial aid, so my short contribution is based on a little research.

From what I've learned, this is definitely an area where both Information Systems and AI seem to be making big strides. EDUCAUSE and consulting groups like HEAG have shown that automating financial aid processes-such as code comparison, data verification, and compliance workflows-not only cuts down on staff workload but also improves speed and accuracy for students and staff. For instance, digital workflows can handle the full journey: when a student applies, the system checks eligibility, requests documents, and notifies reviewers automatically. That potentially means fewer delays and less manual chasing for paperwork.​

AI, in particular, is starting to play a larger role. For instance, chatbots and virtual assistants can answer common student questions 24/7, provide real-time updates on application status, and even predict eligibility. Tools like HEAG's ReggieAI are helping consultants and campus staff get instant, accurate answers to complicated compliance and regulatory questions-which is a huge help when rules are always changing as you pointed out in your webinar. AI also helps flag discrepancies and ensures that aid packages are processed correctly and quickly.​

However, despite the potential for streamlining processes, financial aid offices are encouraged to tread with caution when exploring and/or using AI. Wright-Moore, HEAG's vice president of compliance and quality assurance, says, "I think aid administrators hear it in the news, see it come across their desks, but don't understand the risk or benefits. In some ways they're using a bit of AI right now and with aid administrators; it's a wait-and-see concept. Ultimately, we all have to make the right decision on behalf of the institution and students we serve."

Sources:

Mastering the AI Moment in Higher Education | EDUCAUSE Review 

Using Artificial Intelligence to Automate Financial Aid Operations

How to Automate Financial Aid Processes in 2025

University financial aid offices use AI to help with FAQs

Transforming Higher Education Financial Aid Through Automation -- Campus Technology

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Connected Campus CoP
Research & Academic Innovations Coordinator and Communications Curator

Anna Kourouniotis MA
Database Analyst II
Duke University
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Hi Jessica, I think AI can do the code compare but a tool has to be built with one or more AI Agents that can read the code, understand it, categorize the changes, identify impacts and make recommendations. I suspect this won't be an easy one to build given that each update is different. A related area where AI could make an impact is in testing because we all know that testing updates and upgrades is where we make or break the software. For example, AI can be used to generate synthetic test data for testing. 

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Arvind Rajan
Chief Executive Officer
Astute Business Solutions
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