AI-Powered Assistant for College Management and Decision Making

Abstract

The system allows users to register and log in through a simple registration process. The system takes away the registration process by creating an account with high security and access to customised services for room booking, hostel fee management among other things. The students can check out the availability of rooms, request a room change, check the amenities of a room and their hostel fees. The payment details and due date are also shown as is the possibility to make online fee payments. It also allows the students to apply a complaint regarding maintenance or services. The machine learning process provides timely responses of complaints. It deals with visitor rules, such as permissions and visiting time for visits to the hostel. The system also provides live updates of hostel regulations, mess menu and emergency contact numbers for hostel operation.

Introduction

Managing a hostel involves multiple complex tasks such as room allocation, fee collection, complaint handling, and maintaining student satisfaction, which can often be slow and inefficient. To streamline these processes, an AI-powered hostel management system is proposed. This platform leverages AI, machine learning, IoT, and data analytics to automate room assignments, resolve complaints, manage fees, monitor visitors, and enhance communication between students and administration.

The system includes modules for secure user authentication, dynamic room allocation based on preferences, fee tracking and online payments, automated complaint classification and resolution, visitor management with security controls, daily mess menu updates, and emergency assistance contact access.

Machine learning techniques, particularly decision trees and natural language processing, enable efficient complaint handling and personalized service. The platform improves operational efficiency with real-time data integration and AI-driven decision making.

Performance evaluations show high accuracy in chatbot responses (97%), faster complaint resolutions (30% improvement), and better room utilization (25% vacancy reduction), leading to increased student satisfaction.

Conclusion

The proposed AI-driven system provides a simple and streamlined process of hostel management, process prompt complaintresolution,thesystemgreatlyenhancesthestudent experience, and they have ready access to fundamental informationandservices.Useofmachinelearningalgorithms for complaint handling and fee management allows hostel managers to make informed, data-optimization like room allocation, fee management, and complaint resolution.This enhancesthe overall efficiency of hostel operations, and also minimizesadministrativeworkload.Byprovidingcustomized services such as room information, payment status, and driven decisions for ensuring the hostel environment is supportiveofongoingstudentneedsandmaximumoperation.

References

[1] HarshalaGawade,PrachiVishe,VedikaPatil,Sonali Kolpe,”College Enquiry ChatBot System”, InternationalJournalofEngineeringResearch&Technology(IJERT),ISSN:2278-0181,Vol.9Issue 09,September-2020. [2] Bhavika,R.Ranoliya,NidhiRaghuwanshiand SanjaySingh,”ChatBotforUniversityRelated FAQs”, Department of Information and CommunicationTechnologyManipalInstituteof Technology, Manipal University. [3] Singh, A., &Kumar, M. (2023). AI-Based Hostel Management System.International Journal of AI&DataScience,10(3),45-60. [4] Gupta,S.,&Yadav,P. (2023).Smart Hostel Management System Using IoT and AI.Journal of Advanced Technology in Hostel Services,15(2),122-135. [5] Arora,K.,&Mehta,V. (2024).Machine Learning forHostel Maintenance and Complaint Management Journal ofMachineLearningApplications,9(1),78-92. [6] Singh,R.,&Patel,A. (2023). Integrated Hostel Management System with AI for StudentAssistance.AI in Campus Operations Journal,12(1),56-70.

Copyright

Copyright © 2025 J. N. Swaminathan, V. Kamalesh Kumar , B. Vamsi, D. Srinu, P. Madhavi. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.