As part of the project “Applying Artificial Intelligence in Quality Assurance of Community Service Management at Lac Hong University” an AI-powered chatbot has been developed and deployed to support faculty and staff in accessing information and responding to inquiries related to community engagement activities.
This initiative stems from the recognition that community engagement is a core mission of higher education institutions, alongside teaching and research.
However, internal reviews revealed several challenges affecting the effectiveness of implementation. Faculty and staff often encountered difficulties in accessing relevant policies and guidelines, as information was dispersed across multiple sources. Repetitive inquiries increased the workload of responsible units, while manual reporting processes posed risks of inconsistency and inefficiency. These issues highlighted the need for a centralized, intelligent, and user-friendly support system.
In response, the project introduced an AI chatbot designed to provide instant, reliable, and structured information. The system is built on a curated database of official institutional documents, ensuring that all responses are grounded in verified sources. In addition to answering questions, the chatbot provides direct links to reference materials, enabling users to validate information easily. It also guides users to the appropriate responsible units when further assistance is required, thereby improving coordination and communication within the university.Since its deployment, the chatbot has contributed to streamlining internal communication and enhancing accessibility to policy-related information. Faculty and staff can now obtain timely responses without relying on manual support channels, reducing delays and administrative burden. The consistency of responses has also improved, supporting standardization in the implementation of community engagement activities. Furthermore, the system continuously collects user queries, creating a valuable dataset that supports ongoing refinement and quality improvement.
The chatbot is publicly accessible at:
Looking ahead, the project will focus on expanding the chatbot’s knowledge base, improving its response capabilities, and integrating it more closely with the university’s data dashboard and internal quality assurance systems. Training activities will also be conducted to ensure that faculty and staff can effectively utilize the system in their daily work.
The implementation of the AI chatbot represents a significant step in Lac Hong University’s digital transformation journey. By leveraging artificial intelligence to support community engagement management, the university is strengthening its commitment to efficiency, transparency, and data-driven quality assurance.