Artificial intelligence is transforming higher education in exciting and impactful ways—but success isn’t just about using AI; it’s about using it thoughtfully and strategically. The Mainstay community, a network of forward-thinking educators across higher ed, regularly gathers during Mainstay Community Office Hours to exchange ideas and build collaborative solutions.
We’ve gathered key lessons from these sessions to share actionable insights for 2025. These are real-world strategies from institutions leading the way in student success—along with some common pitfalls to avoid.
10 Things to Start Doing with AI in 2025
- Use Data to Trigger Real-Time Outreach
Garin Savage is the Retention & Special Projects Coordinator at Weber State University. Savage shared how they connect SIS data to Waldo, an AI success coach that texts students with relevant guidance and reminders, triggering messages when students’ enrolled credits decline. This proactive approach helps identify and support students at risk of stopping out—before it’s too late. - Escalate Critical Keywords for Human Follow-Up
Zoe Lance, a Communications Specialist at Cal Poly Pomona, coordinates an AI success coach named Billy Chat to connect with learners in the moments that matter most. She uses AI to monitor messages for terms like “drop” or “withdraw,” flagging them for immediate human response via automatic escalation. This helps ensure students receive personalized support in the most critical moments.
- Refine Your Chatbot’s Knowledge Base Regularly
Alicia Cole is an admissions counselor at the University of Wyoming, where she leads her team in an annual review of the knowledge base that informs Cowboy Joe, their AI success coach. The annual review reduces outdated or unnecessary entries while maintaining a verified and research-backed database of knowledge. This process improved efficiency and ensured students get the best answers every time. - Promote Your Chatbot Across Channels
Alicia’s team at Wyoming also uses creative campaigns—including postcards and emails—to make sure students know that Cowboy Joe is a trusted resource for support, driving greater utilization and repurposing more time for 1-on-1 connections. - Focus AI on Proactive Communication
AI excels at sending timely nudges to keep students on track—like reminders about FAFSA deadlines, registration, or graduation applications. Use it in ways that help you and your learners stay ahead so you can focus on moving them forward, not catching them up. - Enable AI to Identify Patterns in Student Behavior
AI can help surface trends, such as drops in course engagement or attendance, that may indicate students need additional support. Use these insights to intervene early. - Expand Access with Translation Tools
AI-driven translation can help institutions communicate effectively with multilingual student and family populations, ensuring more inclusive outreach. - Use AI to Reduce Summer Melt
AI-driven reminders about orientation sign-ups, housing deposits, or financial aid forms are proven to help students navigate the summer gap and stay enrolled. The AI coach at Georgia State University, Pounce, reduced melt by 50% since getting started. - Enhance Accessibility in the Classroom
Tools like live transcription and simplified explanations make learning more inclusive, meeting the needs of all students. Imagine using AI to create teaching materials in multiple formats and complexities! - Build Collaborative AI Strategies Across Campuses
The Mainstay community itself demonstrates the value of collaboration—sharing actionable strategies, troubleshooting roadblocks, and inspiring innovative approaches that improve outcomes for everyone.
4 Things to Avoid
- Using AI For Sensitive Conversations
Topics like mental health crises, academic withdrawal, or family emergencies require empathy and human judgment that AI cannot replicate. These conversations should be referred to a human. - Moments When Precision is Paramount
Tasks like visa processing, legal documentation, or financial aid verification demand a level of accuracy that AI cannot reliably guarantee. - Using AI in Critical Learning Processes
Students need to grapple with complex concepts to develop critical thinking skills. Using AI to shortcut this process risks undermining the educational experience. - Using AI for Judgment Calls
AI can inadvertently miscategorize students—such as flagging them as “at risk” or reinforcing existing biases—leading to inequitable outcomes that impede success. Human oversight is essential to ensure fairness and accountability.
Join a Growing Community of Practice
AI has the potential to transform how we work, but its impact depends on how thoughtfully it’s applied. Stories like these from Weber State, Cal Poly Pomona, and the University of Wyoming show how AI can be leveraged to proactively engage students, address challenges in real time, and streamline operations—all while keeping people at the center.
At Mainstay, we’re here to help you explore how AI can fit into your strategy to create more meaningful and equitable outcomes for students.