How is RPA Transforming Educational Institutions?

Today, educational institutions – schools and colleges – face an interesting dilemma. They wonder whether they should focus on educating their students, which is their primary duty, or spend time finishing that tedious paperwork that gets piled-up now and then. Teachers and administrators end up wasting a significant amount of their time behind various paperwork such as filling grade sheets, marking attendance, planning, and scheduling class events, and others. These are like extra-curricular activities that distract teachers or professors from performing their primary role, which is to give undivided attention to students and educate them. However, wishing away will not help resolve this challenge. Instead, they can choose to automate these activities and save time using Robotic Process Automation (RPA) tools.

RPA can be a reliable driver of efficiency when it comes to handling repetitive activities. It will not only allow more time at hand for teachers and administrators, but it will also reduce expenses, improve productivity, and increase work quality. Moreover, universities and schools can get things done without any hiccup even if they have less number of staff to execute monotonous activities. With RPA installed, teachers or professors can dedicate most of their time to discovering novel ways to impart education. They do not worry about whether a student was present in their classroom yesterday. Also, they can constantly focus on devising methods that can make learning easier for students.

RPA opportunities for an educational institution

There are several operational activities in an educational institution where RPA can be implemented. Some of them are mentioned below:

Attendance Management

RPA can be used to manage the attendance of students and staff members and send daily weekly, or monthly reports to the concerned parties. An attendance report with a meeting request can be sent to parents of students if the attendance falls below a certain percentage. Staff members can receive their monthly attendance report along with the details on uninformed leaves for which meetings can be scheduled.

Preparing Grade Sheets

Teachers assess the answers of students during the examination period, and then marks of all the subjects are brought together to build report cards or grade sheets. RPA can help automate this procedure. Teachers or professors can fill the scores of each student on a system. Then final grade sheets can be automatically generated at a later stage as required. Additionally, RPA comes equipped with Machine Learning capabilities. Thus, universities can even use it to check answers submitted by students.

Customer Service

At the time of admission, examination, or other events, universities and schools receive a high number of queries from students, staff members, parents, and website visitors. Most responses are common, which can be automated. RPA can use Natural Language Processing and Artificial Intelligence to train robots to respond to such queries or their variations with the same level of efficiency and accuracy. RPA can save considerable costs on human resources to manage customer queries. Undoubtedly, customer executives will be required on the client-side, but it will be needed only for unique situations such as where the customer is only willing to talk to a human customer representative, or question asked by the customer was never asked before.

Scheduling Events and Meetings

RPA can automatically schedule events and meetings with the help of existing meeting schedulers. Universities do not have to invest in any form of CRM or ERP system for such activity. RPA can operate all types of Windows applications the same as humans. For instance, it can read an email from a student about meeting requests, check the calendar of the professor to find the available slot, and then book the slot for the meeting, and then send a confirmation email of the meeting to the student and the professor.

Student Registration

RPA can collect students’ data, verify their eligibility for the preferred program, receive registration fees, complete the registration process, and send a confirmation email to students and the university registrar. It can perform all sorts of activities as expected from a human such as offering students to select an alternative program based on their grades, shortlist candidates for a particular program, and others.

Staff Hiring and Payroll Management

Same as student registration, RPA can also be used to shortlist new candidate applications and schedule them for interviews. It can recommend the interviewer an appropriate pay range for the candidate based on his/her past experience, qualification, and industry norms. RPA can also assess the attendance of existing staff members and determine their eligible payment for a given month. Further, it can release payment to staff without any need for intermediaries.

Vendor Management

Universities and schools procure various items from local vendors such as educational accessories, food items, and others. RPA can successfully handle the vendors in various scenarios such as whether there is a need to release the payment for old orders or to place new orders based on the estimated need of the university. RPA can also help in demand management of various items needed within the university premise by studying the past consumption data.

How should you begin with RPA?

RPA has the potential to transform how things are done within universities and schools. If you are responsible for handling the administrative activities of a university or a school, then you should consider RPA to automate activities. Activities that your staff complete in a week may get done in a few hours. Interestingly, unlike human employees, RPA does not take breaks or go on leave. It works tirelessly, day and night, to deliver what you expect.

If you are willing to explore this new turf of efficiency for your college or school, then consult our team at RPATech. Our team has years of experience in architecting and implementing state of the art automation systems for various clients across several industries. Please send us an email at or calling us on (+91) 8010-369-369 to schedule a meeting today.