Every course file in on time, without the chasing
For quality units, department chairs and vice deans who begin each term with a spreadsheet of missing course files and a long list of reminder emails. We check submissions against your requirements, send reminders in your unit's voice and give chairs a live view of what is pending, while every decision about a faculty member stays with people.
- Timeline
- 2 to 4 weeks to first version
- Best for
- Colleges preparing course files every term for quality review
- Usually starts with
- Syllabi, course specifications and LMS setup in one college
Agent flow
What is AI faculty compliance follow-up?
AI faculty compliance follow-up tracks the items each faculty member must submit or set up every term, such as course specifications, course reports, syllabi, grade sheets, office hours and LMS course setup. It checks whether each item exists, sits in the right place and has its required sections filled, then sends reminders before and after each deadline. It does not judge teaching quality. Chairs and the quality unit see the status and decide how to handle anything overdue.
- Checks SharePoint, Google Drive, Moodle, Blackboard, Canvas and Brightspace
- Flags blank sections in course specifications and course reports
- Reminder timing and escalation follow rules your chairs approve
- Reads grade sheet status only and never opens or changes marks
Typical Faculty compliance we ship
Each one scoped and quoted at a fixed price after a free review of your process.
Course specification and report checks
Each course specification and course report is checked against your template for required sections, such as learning outcomes mapped to assessments, KPI results and the improvement plan. Blank, placeholder or unchanged sections are flagged for the faculty member, while judging the content stays with your reviewers.
Syllabus and LMS course setup
Before week one, every course shell in Moodle, Blackboard, Canvas or Brightspace is checked: published, syllabus uploaded, instructor contact details and office hours visible, gradebook categories in place. Each faculty member gets a short list of what is still missing for their own sections.
Grade sheet submission tracking
As grade deadlines approach, the system follows submission and approval status in Ellucian Banner, PeopleSoft Campus Solutions or your exams unit's tracker. It uses a status-only view, so student marks are never read or changed, and it reports only which sections are still outstanding.
Office hours posted and kept current
Faculty enter office hours once through a short form. The automation checks that they appear on the LMS course page and the department listing, flags sections with none, and asks for an update when a timetable change moves a teaching slot.
Reminders that sound like your unit
Reminders are written from templates the quality unit approves and list only that person's pending items, with direct links. Faculty can reply that an item is submitted or ask for an extension, and the reply goes to the coordinator instead of getting lost in a shared inbox.
Status views for chairs and deans
Chairs see their department's status by course and item, vice deans see every department in the college, and the quality unit sees the whole institution. Each term's status history can be exported for quality committee minutes or filed as monitoring evidence.
What changes for your team
The quality coordinator opens every course folder by hand to find what is missing.
A weekly check lists missing and incomplete files by department.
Chairs send the same reminder to the whole department several times a term.
Each faculty member gets one message listing only their own pending items.
Gaps in course files surface while preparing for the accreditation visit.
Gaps are flagged in the first weeks of term, while there is time to fix them.
Four steps, one fixed price
- 01
List every requirement
With your quality unit we list each item faculty must provide, its deadline, where it should live, which template applies and who reviews it, noting where colleges differ.
- 02
Connect the sources
We set up read-only access to the relevant SharePoint or Google Drive folders, your LMS and status reports from Banner or PeopleSoft, using accounts limited to what the checks need.
- 03
Agree the reminder rules
Templates, timing, escalation steps and exceptions such as leave or new appointments are written down and approved by chairs before the first message is sent.
- 04
Pilot with one college, then extend
We run a full term in one college, fix false flags with the coordinators, then roll out to other colleges and hand over documentation and admin access.
Why course file follow-up eats the start of every term
Every term, each faculty member owes the institution a set of items: a course specification or module descriptor, a syllabus posted in the LMS, office hours, a course report after the term and grade sheets by the deadline. Each item lives in a different place, with its own deadline and template. Quality coordinators track it all in a spreadsheet, opening folders one by one, and chairs send reminders to the whole department because they cannot easily see who is actually behind.
The cost shows up later. When a college prepares for an NCAAA or CAA review, an ABET visit or a NAAC assessment, missing course reports and outdated specifications appear at the worst moment. AI faculty compliance follow-up moves that discovery to the first weeks of term. It checks every item on a schedule, writes to each person about their own gaps and keeps a running status that chairs and the quality unit can trust, so follow-up happens quietly instead of in a rush before the visit.
Checking completeness, not judging faculty
The system checks what a coordinator would check by eye: whether a file exists, whether it sits in the right folder with the right name, whether required sections are filled and whether details match across documents, such as assessment weights in the syllabus and in the course specification. AI helps where templates vary, for example reading a course report written in Arabic and noticing that the improvement plan only repeats last year's text. It does not assess the quality of teaching or the academic content of a course.
A status list is not a performance score. Extensions, exceptions and any formal follow-up are decided by chairs and deans under your own policies, and nothing is written to a faculty member's file automatically. Access is read-only, grade sheets are tracked through a status-only view, and data stays in your Microsoft 365 or Google Workspace tenant. Where student data is involved, we design for FERPA, GDPR, Saudi Arabia's PDPL, the UAE PDPL or India's DPDP Act, as they apply to you.
Connecting compliance to quality and accreditation work
Follow-up records are useful evidence in their own right. A term-by-term history showing which items were checked, when reminders went out and when each gap closed demonstrates that the institution monitors its course files continuously rather than tidying them once before a review. Completed files can be named and filed against the relevant standards, and status counts feed unit dashboards and the quality unit's periodic reports.
Patterns also point to where faculty need help. If improvement plans are left blank across a department, or new faculty keep missing LMS setup steps, that is usually a training gap rather than a discipline problem. Those patterns can feed your training needs analysis and the next round of workshops. As with every Zayrin build, you own the checks, templates and flows, and your team can change deadlines and requirements each term without calling us.
AI Faculty Compliance and Follow-Up questions
Will faculty members feel they are being watched?
Not if it is introduced well. Messages come from your unit's address, are courteous and list only the person's own items with direct links. Status is visible only to people who already review course files, such as chairs and the quality unit. We recommend announcing the process at the start of term and sharing the reminder templates with faculty so nothing comes as a surprise.
Does the system read or change student grades?
No. Grade sheet tracking uses a status-only view from Banner, PeopleSoft or your exams unit, showing whether a sheet was submitted and approved, not the marks inside it. Access is read-only throughout. Keeping student records out of the automation also keeps the setup simpler under FERPA, GDPR and the PDPL.
Who decides what happens when an item is overdue?
People do. The system follows the escalation steps your chairs approved, for example a second reminder and then a note to the chair. Whether to grant an extension, accept a late file or take any further step is decided by the chair, vice dean or dean. The system records that decision once it is entered, but it never makes it.
Our colleges use different templates and deadlines. Can it handle that?
Yes. Each college or program can have its own list of required items, templates, deadlines and reviewers. A business college working with NCAAA course specification templates and an engineering program keeping ABET course files can run side by side in the same setup, in Arabic, English or both.
How long does setup take and what does it cost?
A first version for one college is usually running in 2 to 4 weeks. The price is a fixed quote in writing, sent after a free 30-minute audit and before any work starts, with no hourly billing. You own every check, template and flow, and an optional monthly plan covers template and deadline changes each academic year if you prefer not to make them yourself.
Often built together
AI Faculty Training ManagementRun every faculty workshop from invitation to certificate without the spreadsheet chase.
AI Unit Activity and Follow-Up ManagerKnow who owns each unit activity, when it is due and whether it is done, without chasing anyone by email.
AI Quality Assurance and AccreditationKPIs, improvement plans and accreditation evidence tracked all year, not rebuilt before each review.
Get a fixed quote for your Faculty compliance
Send two lines about the process you want to hand over. We reply within one business day with what we would build, the tools involved and what it would take.
- 30-minute call, no slides, no pressure
- One fixed price before any work starts
- You own every workflow, account and line of code