Transforming Mentorship: An AI Powered Chatbot Approach to University Guidance

Abstract--University students face immense challenges during their undergraduate lives, often being deprived of personalized on-demand guidance that mentors fail to provide at scale. Digital tools exist, but there is a serious lack of customized coaching for newcomers. This paper presents an AI-powered chatbot that will serve as a mentor for the students of BRAC University. The main component is a data ingestion pipeline that efficiently processes and updates information from diverse sources, such as CSV files and university webpages. The chatbot retrieves information through a hybrid approach, combining BM25 lexical ranking with ChromaDB semantic retrieval, and uses a Large Language Model, LLaMA-3.3-70B, to generate conversational responses. The generated text was found to be semantically highly relevant, with a BERTScore of 0.831 and a METEOR score of 0.809. The data pipeline was also very efficient, taking 106.82 seconds for updates, compared to 368.62 seconds for new data. This chatbot will be able to help students by responding to their queries, helping them to get a better understanding of university life, and assisting them to plan better routines for their semester in the open-credit university. Due to the dynamic academic environment, large number of students with fewer faculties and staffs, and difficult university program policies and procedures, challenges were present throughout the four years of university education. Open credit universities face challenges in obtaining accurate policy information, selecting appropriate courses, scheduling classes, and managing limited time with mentors due to mentor shortages. Technology has given students many resources, but on-demand and personal help is still lacking. This is especially risky for first-year students who sometimes struggle with the new environment and may need additional guidance. To fill this gap, we will provide a corpus-based chatbot that also serves as a student companion.