Here’s how the student digital twin framework helps institutions personalize at scale and operate with precision.

Higher education is navigating a perfect storm.

The demographic cliff is shrinking the traditional undergraduate market. Inflation is intensifying scrutiny around the ROI of a degree. Competition is fierce, and prospective students expect the same seamless, personalized experiences they receive from companies like Amazon and Netflix. As one recent Forbes piece described it, higher education is entering its own “Netflix moment” — a shift that demands more intuitive, data-driven, and personalized digital experiences. Institutions that fail to adapt risk falling behind.

This pressure has prompted institutions to invest heavily in data and technology, but higher ed doesn’t have a data problem. It has a data activation problem.

Collecting data is no longer the challenge. Using it intelligently, in real time, and at the individual level, is what separates institutions that grow from those that stall.

That’s where the concept of a “student digital twin” changes the equation.

A smarter way to humanize institutional data

The student digital twin isn’t a product or a single platform. It’s a strategic approach to using institutional data with intention.

At its core, it’s a dynamic, evolving view of each student or prospect. This is built from behavioral, academic, engagement, and operational signals, and it’s designed to drive action.

Simply put, it humanizes your data, enabling you to activate insight at the individual level and deliver best-in-class experiences for current and prospective students.

Instead of relying on static funnels or backward-looking reports, you gain a living model that answers the questions that matter most:

• Who is most likely to apply?
• Who is disengaging?
• Who is at risk before classes even begin?
• Where are we missing opportunities in the funnel?

More importantly, this framework doesn’t stop at insight. It enables action.

Here are some practical ways institutions can apply the student digital twin concept across the student lifecycle.

Enrollment marketing strategies powered by real-time student data

Enrollment leaders face mounting pressure to do more with less. Teams are stretched, inquiries fluctuate, and not every lead carries equal intent.

The student digital twin approach helps institutions prioritize with precision.

1. Lead scoring that drives real action

Rather than treating every inquiry the same, institutions can score incoming leads based on behavioral signals, academic interest, engagement patterns, and likelihood to apply.

This can result in:

• Counselors prioritizing outreach to high-probability applicants.
• Marketing budgets shifting toward channels producing qualified interest.
• Human capital focusing where it drives the greatest ROI.

It’s not about replacing people. It’s about empowering them to spend time where it matters most.

2. Dynamic website personalization

Today’s students expect relevant, tailored experiences. A one-size-fits-all website no longer meets that standard. Through a student digital twin model, institutions can dynamically modify website content based on:

• Program interest
• Funnel stage
• Prior engagement
• Geographic location

For example, a nursing prospect can see clinical placement outcomes. An MBA candidate sees career advancement data. A returning adult learner sees flexible scheduling options.

Relevance increases engagement, and engagement increases conversion.

3. Proactive disengagement signals

Disengagement rarely happens all at once. It shows up in subtle shifts — missed emails, stalled applications, reduced website visits.

The student digital twin framework can identify these signals early and support in the following ways:

• Automated nudges at the right moment
• Personalized outreach aligned to the student’s needs
• Escalation to a human advisor when necessary

Instead of reacting to melt after it happens, institutions intervene before it does.

Data-driven student retention and proactive support

Retention strategies often rely on lagging indicators, such as midterm grades, financial holds, or formal withdrawal requests.

By then, recovery is harder. The student digital twin approach enables earlier intervention in the following ways.

1. Identifying high-risk students before day one

Risk patterns often appear before classes start. This could be in the form of delayed registration, incomplete onboarding, or inconsistent communication.

The student digital twin model allows institutions to flag these students and align onboarding support accordingly, ensuring they enter the term with clarity and confidence.

2. Automating support for stalled registration

When a student delays course registration, that’s a signal. Instead of waiting for staff to manually monitor reports, institutions can use automated workflows to:

• Send targeted reminders
• Provide registration guidance
• Escalate to an advisor if inaction continues

When small friction points are addressed quickly, they prevent larger retention issues.

3. Scheduling support based on behavioral insight

Attendance inconsistencies, LMS inactivity, and declining engagement can indicate academic or personal challenges.

The student digital twin approach surfaces these signals and can prompt the following actions:

• Advisor check-ins
• Coaching conversations
• Targeted academic resources

This blend of automation and human interaction ensures students feel supported, not surveilled. Retention becomes a coordinated, data-enabled effort rather than a series of isolated interventions.

Data-enabled institutional decision-making

For presidents and provosts, the value extends beyond individual interactions. The student digital twin concept strengthens institutional clarity.

1. Real-time funnel diagnostics

Rather than discovering enrollment gaps after a start date is missed, institutions can identify weaknesses mid-cycle and glean insight:

• Are applications stalling at a particular stage?
• Is yield underperforming in a specific program?
• Are certain segments disengaging?

Leadership can adjust marketing spend, staffing, and messaging before outcomes are locked in.

2. Smarter allocation of human capital

Not every touchpoint requires a counselor. Not every student needs the same level of intervention.

By aligning insight with action, institutions can:

• Automate low-risk interactions
• Prioritize high-impact outreach
• Reduce staff burnout while improving outcomes

Efficiency and personalization no longer compete. Instead, they reinforce one another.

3. Academic and program-level visibility

Patterns tied to course performance, withdrawal rates, or engagement trends can surface early warning signals.

Institutions can gain visibility into:

• Courses that may require review
• Programs with emerging demand
• Support structures that need strengthening

This elevates your data from a reporting obligation to a strategic asset.

Insight is powerful. Activation is transformative.

Many analytics initiatives focus on connecting data and visualizing trends. But visualization alone doesn’t change outcomes.

The student digital twin is best understood as an operating model — one that moves beyond integration and toward activation. It aligns data, technology, and talent to automate outreach at the right moment, prioritize human intervention when it matters most, and personalize engagement at scale.

It’s not about adding another system. It’s about rethinking how institutions use the systems they already have.

Activate your data. Accelerate your results.

Data collection is table stakes. Personalization is expected. Operational efficiency is required to compete.

The institutions that win in the coming years won’t be those with the most data. They’ll be those that activate it faster and more intelligently than their competitors. Institutions that humanize and activate their data deliver experiences that feel intentional, relevant, and supportive at every stage. In today’s market, that’s not a luxury. It’s a necessity.

At Collegis, we’ve built and operationalized this model alongside our partners, aligning data, technology, and talent to make individual-level activation achievable at scale. If you’re ready to move beyond reporting and start driving measurable enrollment and retention impact, we’re ready to help make those wins yours.

Multi-year collaboration to strengthen cybersecurity, streamline systems, and drive operational innovation across campus.

DENVER, Colo. — [November 11, 2025] — Regis University today announced a new five-year partnership with Collegis Education, a nationally recognized provider of higher education technology and data solutions, to modernize and strengthen the university’s IT infrastructure. The collaboration marks a major step in Regis’ ongoing digital transformation strategy, designed to enhance cybersecurity, improve data integration, and deliver more efficient, 24/7 technology services across campus.

In the fall of 2023, Regis launched a comprehensive assessment of its IT infrastructure. The results made clear that gaps in existing systems limited the university’s ability to serve students, faculty, and staff efficiently. Addressing these challenges required reimagining how technology services are delivered to ensure systems are reliable, responsive, and aligned with the needs of a modern learning environment.

“Technology is foundational to how we teach, learn, and work, and this partnership represents a major investment in Regis University’s future,” said Stephanie Morris, Vice President and Chief Financial Officer of Regis University. “Partnering with Collegis allows us to modernize our IT operations, strengthen security, and provide a more unified and responsive experience for our community, all while maintaining our commitment to operational excellence and fiscal responsibility.”

Regis selected Collegis through a competitive RFP process, following staff recommendations based on prior positive experiences with the company at other institutions. Throughout the evaluation, Collegis distinguished itself by demonstrating a deep understanding of universities’ operational complexities and by recognizing the central role technology plays in supporting teaching, learning, and student success. 

As part of the partnership, Collegis will help Regis integrate core systems, including Colleague, Salesforce, and Workday, to create a more seamless experience for students, faculty, and staff.  This will allow Regis to improve efficiencies, access diverse levels of expertise, provide 24/7 service availability, and improve system integrations. 

The collaboration will provide Regis with access to a broad range of higher education IT expertise and scalable resources. Collegis’ team will collaborate closely with Regis leadership to deliver high-performing systems, improved uptime and reliability, and integrated data systems that strengthen university operations and inform decision-making.

“We are proud to partner with Regis University, an institution with a deep commitment to innovation and service,” said Kim Fahey, CEO of Collegis Education. “Our role is to help Regis leverage technology to empower its mission to support a secure, connected, and efficient digital ecosystem that enhances the student experience and strengthens institutional resilience.”

Under the agreement, Collegis will assume management of day-to-day IT infrastructure operations, while Regis will continue to oversee technology strategy and governance. Faculty, staff, and students will continue to access support through familiar channels—including the online self-service portal and ITS help desk—with the added benefit of 24/7 availability and expanded system monitoring.

The transition will take place over the coming year, with listening sessions and open forums held throughout the process to ensure transparency, collaboration, and feedback from the Regis community.

“Partnership success is realized when operational excellence, trust, and shared purpose combine to deliver reliable technology services; improved faculty, staff, and student experiences; and measurable value to the university’s mission,” said Morris. “With Collegis as a strategic partner, we will be able to evolve to meet changing institutional needs and empower our faculty to teach, our students to learn, and our community to thrive.”

About Regis University

Established in 1877, Regis University is a premier, globally engaged institution of higher learning in the Jesuit tradition that prepares leaders to live productive lives of faith, meaning and service. Regis University, one of 27 Jesuit universities in the nation, has two campus locations in the Denver metro area and extensive online program offerings with more than 6,000 enrolled students. It is a federally designated Hispanic-Serving Institution. For more information, visit www.regis.edu.

About Collegis Education

As a mission-oriented, tech-enabled services provider, Collegis Education partners with higher education institutions to help align operations to drive transformative impact across the entire student lifecycle. With over 25 years as an industry pioneer, Collegis has proven how to leverage data, technology, and talent to optimize institutions’ business processes that enhance the student experience. With strategic expertise that rivals the leading consultancies, a full suite of proven service lines —including marketing, enrollment, retention, IT —and its world-class Connected Core® data platform, Collegis helps its partners drive impact and generate revenue, growth, and innovation. Learn more at CollegisEducation.com or via LinkedIn.

Media Contacts:

Collegis Education

Alyssa Miller

alyssa@ammediaworks.com

973-615-1292

Regis University

Sheryl Tirol

stirol@regis.edu

Higher education institutions are overflowing with data, yet many still struggle to turn that information into actionable insight. With systems siloed across admissions, academics, student support, and alumni relations, it’s hard to get a clear picture of the student journey — let alone use that data to enhance engagement or predict outcomes.

Enter the “digital twin”: a transformative framework that helps institutions centralize, contextualize, and humanize student data. More than a dashboard or data warehouse, a student digital twin creates a living, dynamic model that reflects how students interact with your institution in real time. It’s the difference between looking at data and understanding a student.

The data disconnect holding higher ed back

Disconnected data is one of the most persistent obstacles facing colleges and universities. Key information is often trapped in different systems — student information systems (SIS), learning management systems (LMS), customer relationship management (CRM) tools, financial aid platforms, and more.

This fragmentation makes it difficult to:

• Personalize student communications
• Identify at-risk students in time to intervene
• Support seamless transfers or cross-departmental collaboration
• Harness emerging technologies like generative AI

The result? Missed opportunities, inefficient outreach, and limited visibility into student experiences.

Demystifying the student digital twin

A digital twin is a virtual representation of a physical entity. In higher education, that entity is the student. The student digital twin brings together behavioral, academic, and operational data to create a comprehensive, contextual profile of each learner.

Unlike a static dashboard or data warehouse, a digital twin captures relationships, sequences, and interactions. It enables institutions to:

• Visualize student journeys across systems
• Model future scenarios
• Generate predictive insights
• Power real-time personalization

Most importantly, a digital twin humanizes data by shifting the focus from systems to students.

What makes it work: The Connected Core® architecture

At Collegis, the digital twin is powered by Connected Core — a composable, cloud-native platform built specifically for higher education. The architecture includes:

• Integrated data fabric: A higher ed-specific data layer that unifies SIS, LMS, CRM, and more.
• Packaged business capabilities: Modular features like lead scoring, advising nudges, and financial aid workflows.
• Composable platform: A low-code development environment that allows institutions to customize workflows and experiences.

Together, these elements create an agile foundation for digital transformation and continuous improvement.

Use cases that drive institutional impact

Digital twins aren’t theoretical. They’re already delivering measurable value across the student lifecycle. With real implementations across enrollment, student success, and digital engagement, Collegis partners are proving just how powerful a connected data foundation can be.

These examples show how the digital twin moves from concept to impact:

• AI lead prioritization: By integrating digital journey signals with CRM intelligence, one partner increased inquiry-to-appointment conversion by 38%.
• Transfer credit evaluation: AI-driven transcript assessments delivered >85% accuracy in early evaluations, reducing friction for prospective students.
• AI-powered website search: Semantic search functionality improved engagement by 250% during pilot testing, enhancing conversion potential.

These outcomes demonstrate how digital twins don’t just aggregate data — they activate it.

Implementation, integration, and ROI

One common question we encounter about this concept is, “Can’t we do this with our own data warehouse?” The answer is not really.

Data warehouses are optimized for reporting, not real-time personalization. The digital twin’s networked model is designed for operational use, enabling advisors, marketers, and faculty to act in the moment.

Collegis typically helps institutions realize value within three to six months. Whether starting with a marketing use case or building a full student model, we work with partners to:

• Identify quick wins
• Integrate priority data sources
• Build a data model tailored to their institution

Why Collegis — and why now?

Unlike generic analytics platforms, Connected Core is purpose-built for higher education. It’s not a retrofitted enterprise tool. The following features make it unique from other offerings:

• AI-native and human-centered: It’s designed to deliver explainable, actionable insights.
• Composed, not constrained: It’s flexible enough to integrate with legacy systems and custom-built tools.
• A strategic partnership: Collegis provides not just the technology, but the advisory services and data talent to ensure sustained success.

Start humanizing your student data

The digital twin helps institutions shift from reactive reporting to proactive engagement. It empowers colleges and universities to not only understand their students better, but to serve them more effectively.

Ready to explore how a student digital twin could transform your data strategy? Contact us to request a demo!

You’re sitting on mountains of student data scattered across CRMs, SIS, LMS, and advising tools. Systems don’t talk. Dashboards are disconnected. And AI? Not even close. Without connection, context, or clarity, that data is nothing more than a headache and a barrier to impact. 

The Digital Twin: How to Connect and Enable Your Student Data for Outreach, Personalization, and Predictive Insights 

Thursday, July 24 

2:00 pm ET / 1:00 pm CT 

In this webinar, Bryan Chitwood, Director of Data Enablement, breaks down how you can start building your students’ Digital Twin and turn your fragmented data into real-time, actionable intelligence. We’ll show you how unified student data profiles fuel more innovative outreach, personalized engagement, and predictive insights across the student lifecycle. 

You’ll walk away knowing: 

• How to connect siloed data sources into a unified, reliable student profile 

• What a Digital Twin is and how it differs from your CRM or SIS data 

• Use-cases for personalization, predictive engagement, and lifecycle outreach 

• Real examples of how institutions are putting Digital Twins to work right now 

If your campus is drowning in data but starving for strategy, this is the conversation you need. 

Who Should Attend: 

If you are a data-minded decision-maker in higher ed or a cabinet-level leader being asked to do more with less, this webinar is for you. 

• Presidents and Provosts 

• COOs/CMOs/CFOs 

• VPs of Enrollment, Marketing, and Student Success 

• Leaders charged with driving digital transformation and data-enabled decision making 

Meet Your Presenter

Complete the form on the right to reserve your spot! We look forward to seeing you on Thursday, July 24. 

Collegis empowers data-driven admissions and streamlines prospective student support.

Buffalo, NY (May 20, 2025) — Trocaire College, a private, career-oriented Catholic college, today announced a multi-year partnership with Collegis Education to advance its enrollment strategy and elevate the student experience. Through this collaboration, Trocaire will leverage Collegis’ Enrollment Support Services and its Connected Core® platform to guide prospective students from inquiry to enrollment.

The partnership comes as Trocaire begins implementing its new three-year strategic plan, with a sharpened focus on increasing enrollment and creating a seamless, student-centered admissions process. 

“Trocaire College is looking forward to working with Collegis to help grow our enrollment in alignment with our mission.  Collegis has a proven track record of achieving results in higher education including revenue-growth, enrollment expertise and optimization of student experiences while having an ‘edu-preneurial’ mindset,” stated Jason Konesco, executive vice president at Trocaire. “We chose Collegis for their ability to be a true partner working collaboratively with our team to create a tailored solution that will best reflect the needs of our institution.”

Collegis will serve as an extension of the Trocaire admissions team, providing personalized support and helping prospective students navigate their journey from initial inquiry to first contact to the first day of class. With just over 1,000 students across its South Buffalo location and Transit Achievement Center in Lancaster, Trocaire empowers students to achieve personal enrichment, dignity, and self-worth through education in various career-focused degree programs including healthcare, business, technology, veterinary sciences and the liberal arts. 

Earlier this year, Trocaire first connected with Collegis at the Association of Catholic Colleges and Universities (ACCU) Annual Meeting. Additional follow-up meetings, including a site visit from the Collegis team, solidified a shared vision for a collaborative, student-first approach.

At the core of this partnership is Connected Core, Collegis’ integrated technology and analytics platform that empowers institutions to make data-informed decisions while extending operational capacity. Recently named a “cool tool” by EdTech Digest, with Connected Core, Trocaire College will gain actionable insights into prospective student behavior, streamlined admissions workflows, and access to enrollment specialists trained to deliver high-quality student engagement.

“This partnership reflects what we do best: supporting institutions like Trocaire to help them grow in ways that honor their mission,” said Pat Green, vice president of enrollment solutions at Collegis Education. “We’re proud to bring data, tech, and talent to Trocaire’s team and we are passionate about supporting the next generation of students preparing for careers of purpose and lives of service.”

About Trocaire College

Founded in 1958 in Buffalo, NY by the Sisters of Mercy, Trocaire College is a private, career-oriented Catholic college that empowers students with the resources and supportive environment needed to achieve their academic goals. The core mission is to allow each person to be a valuable contributor to the workforce needs of the community. Trocaire offers bachelor’s degrees, associate degrees, certificates and workforce development programs in healthcare, veterinary sciences, business, and technology. Trocaire ranks in the top one-quarter of colleges and universities for return on investment by Georgetown University and is designated as an Opportunity College and University by the Carnegie Classifications with a Higher Access, Higher Earnings classification. Visit trocaire.edu for more information and follow Trocaire on Facebook, Instagram and LinkedIn.

About Collegis Education

As a mission-oriented, tech-enabled services provider, Collegis Education partners with higher education institutions to help align operations to drive transformative impact across the entire student lifecycle. With over 25 years as an industry pioneer, Collegis has proven how to leverage data, technology, and talent to optimize institutions’ business processes that enhance the student experience. With the strategic expertise that rivals the leading consultancies, a full suite of proven service lines, including marketing, enrollment, retention, IT, and its world-class Connected Core® data platform, Collegis helps its partners enable impact and drive revenue, growth, and innovation. Learn more at CollegisEducation.com or via LinkedIn.

Media Contacts:

Collegis Education

Alyssa Miller

alyssa@ammediaworks.com

973-615-1292

Trocaire College

Laura Jacobs

ljacobs@e3communications.com

716-807-5922

The strategic partnership will strengthen the University’s student-centered mission through agile technology, operational innovation, and a shared commitment to community.

St. Paul, Minn. – (May 5, 2025) — St. Catherine University (St. Kate’s) and Collegis Education announced today that they have entered into a strategic partnership to enhance the University’s delivery of IT services.

The decision to seek external IT support was driven by the University’s growing need to accelerate progress on strategic technology initiatives that had slowed within the existing tech infrastructure. The University recognized the need for a partner with the expertise, agility, and shared mission to help build a more responsive, future-ready infrastructure.

“We realized that the pace of change in technology—and the expectations of our students—were outpacing what our internal systems and structures could support,” said Latisha Dawson, Vice President of Human Resources and Project Lead. “Our institution is centered around student connection and academic excellence. But to uphold that mission, we needed a partner with the technical expertise and scalability to move faster, innovate more nimbly, and help us deliver a modern student experience. Collegis allows us to do just that, so we can spend less time managing systems and more time serving our students.”

In this partnership, Collegis will provide day-to-day IT operational support, a dedicated Chief Information Officer (CIO), and technological infrastructure that supports the university’s forward progress on strategic projects, while upholding strong data governance and enabling real-time responsiveness.

As part of the deal, St. Kate will gain access to Collegis Education’s Connected Core®, a secure, composable data platform powered by Google Cloud. As a tech-agnostic solution, Connected Core unifies siloed systems and data sets, enables real-time and actionable institutional intelligence, produces AI-powered data strategies, and delivers proven solutions that enhance recruitment, retention, operations, and student experiences — driving measurable impact across the entire student lifecycle.

St. Kate’s selected Collegis following a thorough evaluation of potential partners. “A lot of vendors can fill a gap, but that’s not what we were looking for,” said Dawson. “We were looking for someone to meet us where we are, grow with us, and truly enable us to excel. The real differentiator with Collegis was the spirit of partnership, and beyond that, community. From the beginning, they didn’t feel like an outsider. The team has become part of our community, and  a part of helping us advance our mission.”

“Collegis is honored to join the St. Kate’s community in a shared commitment to the future of higher education,” said Kim Fahey, President and CEO of Collegis Education. “We see technology not as an end but as an enabler, an extension of the institution’s mission to educate women to lead and influence. This partnership is about building agile systems that empower faculty, enrich the student experience, and keep the University ahead of what’s next.”

The partnership also reflects St. Kate’s strategic priority to build a more nimble technology foundation that shortens the timeline between priority-setting and implementation. The transition enables the university to move away from legacy systems and toward a model that supports real-time innovation, strategic flexibility, and long-term sustainability.

“Our partnership with Collegis is rooted in our values,” said Marcheta Evans, PhD, President of St. Catherine University. “It allows us to remain focused on our mission while bringing in trusted expertise to support the evolving needs of our students, faculty, and staff.”

Dawson concludes, “We’ve always been guided by the principle of meeting the needs of the time. Embracing this next level of technology ensures we can continue nurturing the powerful, personal connection between our faculty and students, which is what makes us uniquely St. Kate’s.”

About Collegis Education

As a mission-oriented, tech-enabled services provider, Collegis Education partners with higher education institutions to help align operations to drive transformative impact across the entire student lifecycle. With over 25 years as an industry pioneer, Collegis has proven how to leverage data, technology, and talent to optimize institutions’ business processes that enhance the student experience. With the strategic expertise that rivals the leading consultancies, a full suite of proven service lines, including marketing, enrollment, retention, IT, and its world-class Connected Core® data platform, Collegis helps its partners enable impact and drive revenue, growth, and innovation. Learn more at CollegisEducation.com or via LinkedIn.

About St. Catherine University

Sustained by a legacy of visionary women, St. Catherine University educates women to lead and influence. We are a diverse community of learners dedicated to academic rigor, core Catholic values, and a heartfelt commitment to social justice. St. Kate’s offers degrees at all levels in the humanities, arts, sciences, healthcare, and business fields that engage women in uncovering positive ways of transforming the world. St. Kate’s students learn and discern wisely, and live and lead justly — all to power lives of meaning. Discover more at stkate.edu. 

Media Contacts:

Collegis Education

Alyssa Miller

alyssa@ammediaworks.com

973-615-1292

St. Catherine University

Sarah Voigt

smvoigt133@stkate.edu

651-690-8756

Let’s cut to it: Higher ed is sprinting toward the AI revolution with its shoelaces untied.

Presidents are in boardrooms making bold declarations. Provosts are throwing out buzzwords like “machine learning” and “predictive modeling.” Enrollment and marketing teams are eager to automate personalization, deploy chatbots, and rewrite campaigns using tools like ChatGPT.

The energy is real. The urgency is understandable. But there’s an uncomfortable truth institutions need to face: You’re not ready.

Not because you’re not visionary. Not because your teams aren’t capable. But because your data is a disaster.

AI is not an easy button

Somewhere along the way, higher ed started treating AI like a miracle shortcut — a shiny object that could revolutionize enrollment, retention, and student services overnight.

But AI isn’t a magic wand. It’s more like a magnifying glass, exposing what’s underneath.

If your systems are fragmented, your records are outdated, and your departments are still hoarding spreadsheets like it’s 1999, AI will only scale the chaos. It won’t save you – it’ll just amplify your problems.

When AI goes sideways

Take the California State University system. They announced their ambition to become the nation’s first AI-powered public university system. But after the headlines faded, faculty across the system were left with more questions than answers. Where was the strategy? Who was in charge? What’s the plan?

The disconnect between vision and infrastructure was glaring.

Elsewhere, institutions have already bolted AI tools onto outdated systems, without first doing the foundational work. The result? Predictive models that misidentify which students are at risk. Dashboards that contradict themselves. Chatbots that confuse students more than they support them.

This isn’t an AI failure. It’s a data hygiene failure.

You don’t need hype — You need hygiene

Before your institution invests another dollar in AI, ask these real questions:

• Do we trust the accuracy of our enrollment, academic, and financial data?
• Are we still manually wrangling CSVs each month just to build reports?
• Do our systems speak the same language, or are they siloed and outdated?
• Is our data governance robust enough to ensure privacy, security, and usefulness?
• Have we invested in the unglamorous but essential work (e.g., integration pipelines, metadata management, and cross-functional alignment)?

If the answer is “not yet,” then congratulations — you’ve found your starting point. That’s your AI strategy.

Because institutions that are succeeding with AI, like Ivy Tech Community College, didn’t chase the trend. They built the infrastructure. They did the work. They cleaned up first.

What true AI readiness looks like (a not-so-subtle sales pitch)

Let’s be honest: there’s no shortage of vendors selling the AI dream right now. Slick demos, lofty promises, flashy outcomes. But most of them are missing the part that actually matters — a real, proven plan to get from vision to execution.

This is where Collegis is different. We don’t just sell transformation. We deliver it. Our approach is grounded in decades of experience, built for higher ed, and designed to scale.

Here’s how we help institutions clean up the mess and build a foundation that makes AI actually work:

Connected Core®: Your data’s new best friend

Our proprietary Connected Core solution connects systems, eliminates silos, and creates a single source of truth. It’s the backbone of innovation — powering everything from recruitment to reporting with real-time, reliable data.

Strategy + AI alignment: Tech that knows where it’s going

We don’t just implement tools. We align technology to your mission, operational goals, and student success strategy. And we help you implement AI ethically, with governance frameworks that prioritize transparency and accountability.

Analytics that drive action

We transform raw data into real insights. From integration and warehousing to dashboards and predictive models, we help institutions interpret what’s really happening — and act on it with confidence.

Smarter resource utilization

We help you reimagine how your institution operates. By identifying inefficiencies and eliminating redundancies, we create more agile, collaborative workflows that maximize impact across departments.

Boosted conversion and retention

Our solutions enable personalized student engagement, supporting the full lifecycle from inquiry to graduation. That means better conversion rates, stronger persistence, and improved outcomes.

AI wins when the infrastructure works

Clean data isn’t a project — it’s a prerequisite. It’s the thing that makes AI more than a buzzword. More than a dashboard. It’s what turns hype into help.

And when you get it right, the impact is transformational.

“The level of data mastery and internal talent at Collegis is some of the best-in-class we’ve seen in the EdTech market. When you pair that with Google Cloud’s cutting-edge AI innovation and application development, you get a partnership that can enable transformation not only at the institutional level but within the higher education category at large.”

— Brad Hoffman, Director, State & Local Government and Higher Education, Google

There are no shortcuts to smart AI

AI can only be as effective as the foundation it’s built on. Until your systems are aligned and your data is trustworthy, you’re not ready to scale innovation.

If you want AI to work for your institution — really work — it starts with getting your data house in order. Let’s build something that lasts. Something that works. Something that’s ready.

Curious what that looks like? Let’s talk. We’ll help you map out a real, achievable foundation for AI in higher ed.

You stuck with me to the end? I like you already! Let’s keep the momentum going. If your wheels are turning and you’re wondering where to start, our Napkin Sketch session might be the perfect next step. It’s a fast, collaborative way to map out your biggest data and tech challenges—no pressure, no sales pitch, just a conversation. Check it out!

In higher education, it’s easy to feel stuck.

You know something isn’t working — maybe enrollment processes are clunky, or student support services feel disconnected. You’ve tried new tools, updated systems, created initiatives to create change, and added staff, but the problem persists.  It’s like there’s a giant boulder in your way, and no matter how hard you push, it doesn’t budge.

It turns out, you don’t need a bulldozer – just a napkin sketch to start building momentum to move the boulder standing in the way.

It’s a surprisingly simple concept, using visual design thinking exercises to help colleges and universities get unstuck. Not with more tech, or a fancy AI solution, but with more clarity to understand how things work today to create a framework for change tomorrow.

Because real innovation in higher education doesn’t come from software or a technology — it starts with understanding the systems and the processes you already have so you can visualize what they could be.

What is a napkin sketch?

The napkin sketch is exactly what it sounds like: a back-of-the-napkin-style drawing that quickly maps out how a particular process actually works in your institution so it can be reimagined.

It’s low-tech, but high-impact.

Think of it as building a gameboard for players to play. Like a Monopoly board, everyone knows the players, the rules, and the steps. It makes the choices that need to be made for each player’s turn clear.  When these choices are laid out visually, it becomes much easier to pinpoint where the real opportunities (and challenges) are.

What does the napkin sketch exercise entail?

I usually start these sessions by asking one simple questions with a key follow-up

• What’s the opportunity for ‘impact’? (What are you trying to accomplish?)
• What’s preventing progress?

Then we get to work. Together, we sketch out the entire process: from first interaction to the final outcome. We account for every step, system, and stakeholder that’s involved. We highlight the costs, the tools and technology handoffs, potential delays, and where things might be falling through the cracks.

We typically conduct the sketch in a virtual drawing space, where we can collaborate in real time to map out the full process. It’s not about polished visuals — it’s about building a shared understanding of how things operate today.

And in about 60-90 minutes, we always have at least one person in the group say out loud “I didn’t realize that’s how it actually works.” And another will inevitably ask “You’re going to send us this napkin sketch, right? I want to print it out.”

What can the napkin sketch reveal?

In our experience working with hundreds of institutions of all shapes and sizes, we’ve found that many face surprisingly similar challenges. This exercise consistently shines a light on hidden opportunities, creating a blueprint for change.

Common things we uncover include:

• Manual, repetitive tasks that could be automated or streamlined
• Workarounds that have become permanent fixtures without anyone questioning them
• Disconnects between departments, systems, or technologies
• Operational silos that prevent teams from seeing the full picture or collaborating effectively
• Missed opportunities to better track, analyze, or act on data
• Unclear ownership of key steps in the process

In short, the napkin sketch helps institutions see what’s really going on — and what needs to change to move forward.

Why does it work?

Higher ed innovation often stalls because teams are too close to the problem or too deep in their own silo to see the bigger picture. The napkin sketch breaks through that by creating a space for everyone involved to step back and collaborate.

Here’s why it’s effective:

• It’s fast — most sessions take an hour or two.
• It’s visual — helping teams align quickly and clearly.
• It’s collaborative — bringing together voices from across departments.
• It’s actionable — revealing next steps that are grounded in reality.

Most importantly, it shifts the focus away from jumping to solutions and toward understanding the system. Once you understand the system, smart solutions become much more obvious — and effective.

Real examples of the napkin sketch in action

Whether it’s enrollment workflows, transcript processing, student communications, or data handoffs between systems or teams, the napkin sketch exercise can help untangle a wide variety of operational challenges. No two institutions are exactly alike, but many face similar complexities — manual processes, siloed teams, and unclear ownership that stall progress.

Here are a few discoveries we uncovered in recent napkin sketch sessions I’ve led:

• One institution realized how many steps were involved in processing transcripts — with staff toggling between platforms, uploading the same file in multiple places, and doing manual comparisons. Once the process was mapped, we explored how AI could handle the course match evaluations — saving hours of staff time each week.

• Another team sketched out their enrollment outreach process and discovered they were sending multiple conflicting messages to students at the same time. The sketch helped them realign their communications and reduce student confusion.
• A third school wanted to integrate a new tool into their tech stack, but the sketch revealed that the underlying workflow was broken — and that no tool would help until the foundational process was improved.

In each case, the aha moment didn’t come from buying something new — it came from clearly seeing what was already happening so it could be improved upon.

What could your napkin sketch uncover?

If you’re wrestling with outdated processes, disconnected systems, or unclear handoffs — you’re not alone. Many institutions are trying to drive higher ed innovation with limited resources and overwhelming complexity.

But you don’t need to have all the answers right now. You just need a clearer view of the problem so you can develop a thoughtful solution.

That’s what the napkin sketch offers: a simple, collaborative way to map your reality, uncover opportunity, and take a smarter next step forward.

Let’s sketch it out — and see what we find!