Design of an AI-Based Chatbot for Automated University Admission Inquiries: A Case Study of Ahmadu Bello University, Zaria (Zaria LGA, Kaduna State)
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Background of the Study
University admission processes are often complex and time-consuming, involving large volumes of inquiries from prospective students regarding application procedures, course offerings, deadlines, and other critical information. These inquiries are typically handled manually through email, phone calls, or in-person consultations, which can be inefficient, prone to human error, and lead to delays in response times (Chigozie et al., 2023). With advancements in artificial intelligence (AI), chatbots have emerged as a promising solution for automating and streamlining communication between universities and prospective students (Eze et al., 2024). AI-powered chatbots can provide immediate, accurate, and 24/7 responses to a variety of admission-related queries, enhancing user experience and reducing the administrative workload on university staff (Ali & Mofijur, 2025). These chatbots use natural language processing (NLP) to understand and respond to user queries in real-time, offering personalized and context-aware responses.
Ahmadu Bello University, Zaria, located in Zaria LGA, Kaduna State, is one of Nigeria’s largest and most prestigious institutions. Despite its size and reputation, the university's admission process remains largely manual, leading to bottlenecks and inefficiencies, especially during peak application periods. This study explores the potential of designing and implementing an AI-based chatbot system for handling university admission inquiries, aiming to improve efficiency, accuracy, and user satisfaction. The research will assess how such a system can alleviate the administrative burden, provide timely and accurate information to applicants, and enhance the overall admissions process at the university.
Statement of the Problem
The admission process at Ahmadu Bello University is often hindered by delays in responding to numerous inquiries from prospective students. These delays are exacerbated during peak periods, such as application deadlines and exam results announcements, when the volume of inquiries increases significantly. Traditional methods of addressing these queries, including phone calls and email responses, are not always efficient or timely. The implementation of an AI-powered chatbot could automate and optimize the inquiry process, providing real-time responses and reducing administrative bottlenecks. However, the feasibility and effectiveness of such a system in the context of Nigerian universities have not been thoroughly investigated.
Objectives of the Study
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To design and implement an AI-based chatbot system for automating admission-related inquiries at Ahmadu Bello University, Zaria.
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To assess the effectiveness of the AI chatbot in improving the efficiency and accuracy of responding to admission inquiries.
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To evaluate the impact of the AI-based chatbot on user satisfaction and the overall admissions process at the university.
Research Questions
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How does the AI-based chatbot improve the efficiency of responding to admission inquiries at Ahmadu Bello University?
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What impact does the chatbot have on the accuracy of the information provided to prospective students?
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How does the use of the AI chatbot influence user satisfaction with the university’s admission process?
Significance of the Study
This study will provide insights into how AI can be leveraged to enhance university admission processes by automating inquiry management. The findings could inform the adoption of similar AI-based solutions in other Nigerian universities, improving the overall admissions experience for prospective students.
Scope and Limitations of the Study
This study will focus on the design, implementation, and evaluation of an AI-based chatbot for automating admission inquiries at Ahmadu Bello University, located in Zaria LGA, Kaduna State. The study will primarily assess the chatbot's effectiveness in responding to admission-related queries and improving user experience, excluding other aspects of the university's admission process.
Definitions of Terms
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AI-Based Chatbot: An automated system powered by artificial intelligence that can interact with users through text or voice to provide responses to inquiries or perform tasks.
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Natural Language Processing (NLP): A branch of AI focused on enabling computers to understand, interpret, and respond to human language in a way that is both meaningful and context-aware.
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University Admission Inquiries: Questions and requests for information related to the admission process, such as application procedures, requirements, deadlines, and available programs.
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