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Driving Student Retention with AI-Powered Student Success Tools

Student retention is always a top priority in higher education, and institutions face growing pressure to identify and support students at risk of leaving before completing their degrees. Academic challenges, financial stress, and lack of timely outreach often contribute to dropout rates, making it critical for schools to take a proactive approach.

CloudWave’s Student Success Application is designed to help colleges and universities do just that. Built on the Creatio platform as a flexible, institution-agnostic solution, this app consolidates academic and financial data into a single system, empowering staff to identify at-risk students early and intervene with personalized support.

Centralized Support for At-Risk Students

At its core, the Student Success application provides advisors and support staff with a comprehensive view of student risk factors.

  • Unified student profiles bring together GPA, academic standing, attendance, tuition balance, financial aid status, and outreach history.
  • A color-coded risk scale classifies students as Low, Moderate, or High risk, helping staff prioritize outreach.
  • Dashboards and charts visualize student risk distribution by academic performance, advisor assignments, or financial standing.
  • Notifications and alerts keep advisors informed when students are flagged at risk, miss deadlines, or require follow-up.

This centralized design ensures that staff members can act quickly and focus their attention on students who need it most.

Risk Scoring Mechanism

The platform uses a dynamic risk scoring model to continuously assess student performance and financial stability. A weighted formula evaluates academic and financial risk based on configurable thresholds (e.g., GPA, attendance, missed assignments, tuition balance). Scores are automatically recalculated in real time as new data is entered or updated. The system ensures that advisors always work with the most accurate, up-to-date information when engaging with students.

By turning raw academic and financial records into actionable insights, institutions can move from reactive support to proactive intervention.

Seamless Data Synchronization

A major strength of the Student Success application lies in its integration with existing Learning Management Systems (LMS) and Student Information Systems (SIS). Scheduled synchronization jobs pull academic data (GPA, attendance, assignment history) and financial data (aid status, tuition balances) directly into the platform. REST APIs ensure secure, real-time data flow between systems. Automated error handling logs any synchronization issues and alerts administrators to address them quickly.

This automation eliminates manual data entry, reduces errors, and guarantees that student profiles reflect the latest academic and financial information.

AI-Driven Outreach and Engagement

What sets the Student Success application apart is its AI-powered communication capabilities.

  • Personalized outreach messages are generated based on a student’s unique academic and financial circumstances.
  • Advisors can review, edit, or auto-send messages via email, SMS, or WhatsApp.
  • Outreach is timely and relevant, offering resources such as tutoring services, academic counseling, or financial aid guidance.

For example, if a student falls below a GPA threshold or misses multiple assignments, the system can automatically draft a supportive message connecting them to tutoring resources. Similarly, if tuition or financial aid status signals risk, AI can generate a message encouraging the student to meet with a financial counselor before it becomes a barrier to enrollment.

By tailoring communication at scale, institutions can ensure students feel seen, supported, and encouraged to persist in their education.

Impact: Retention Through Proactive Support

The Student Success application empowers higher education institutions to:

  • Identify students at risk of dropping out earlier and more accurately.
  • Provide timely, personalized outreach to address both academic and financial challenges.
  • Centralize data from LMS and SIS platforms for a complete student view.
  • Increase advisor efficiency and ensure no student falls through the cracks.

By blending automation, AI-driven communication, and intuitive design, the platform helps schools build stronger connections with their students and improve overall retention outcomes.

Improving student retention requires more than monitoring grades or balancing tuition accounts—it demands integrated data, proactive outreach, and personalized support. The Student Success application delivers on all three, equipping higher education institutions with a modern, adaptable solution to support students when and where they need it most.

About CloudWave

CloudWave Inc. is a Virginia-based IT consulting firm at the forefront of cloud innovation, with a specialized focus on AI solutions that drive automation, productivity, and smarter decision-making across industries. We deliver end-to-end technology services — from architecture and development to integration and optimization — with deep expertise in Creatio, AI/ML, and next-generation cloud platforms (SaaS, PaaS, IaaS).

Since 2012, CloudWave has been a trusted partner to federal agencies and commercial enterprises, delivering secure, scalable, and cost-effective solutions in both classified and unclassified environments. Our AI-forward approach blends advanced analytics, intelligent automation, and enterprise cloud strategy to help clients modernize operations and accelerate digital transformation.

With over 30 years of combined experience in designing and managing complex, compliant systems, the CloudWave team brings a proven track record of innovation, execution, and impact — from Washington, D.C. to global markets.

For more information, get in touch with us here.