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EduSphere AI: A Context-Aware and Policy-Constrained Approval Workflow Automation Framework for Higher Education Institutions
Subject area: Science,Engineering and Technology · Area of research: Institutional Automation
DOI: 10.64388/ire1724790
Abstract
Approval paperwork in universities is slow for a simple reason: nobody agrees on where a document should go next. An examination schedule, a timetable change and a departmental notice all need sign-off, but from different officials, and the route is usually decided by whoever is holding the file. Fixed digital workflows add tracking but send every document down one path, which burdens simple documents and can bypass authorities on complex ones. This paper presents EduSphere AI, a framework that reads a document’s context (type, creator role, department, scope and impact), proposes an approval route, and checks that route against encoded institutional policy before any task is assigned. The system only recommends; authorised officials still make every decision. We formulate route selection as minimisation under policy constraints, describe the validation procedure and a policy-record schema, and design an evaluation against manual and fixed-route baselines that reports efficiency and compliance together. An analysis of five expected routes shows that a single fixed route would add unnecessary approvals in four document types and skip a required authority in one, while context-aware routes need one-third fewer approval steps (10 versus 15). A partial prototype covers role-based login and rule-based routing; the experiment is still pending.
Keywords
approval workflow; higher education; policy validation; context-aware routing; business process compliance; document management
References
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[2] Dumas M, La Rosa M, Mendling J, Reijers HA. Fundamentals of business process management. 2nd ed. Berlin: Springer; 2018. https://doi.org/10.1007/978-3-662-56509-4
[3] Velásquez-Angamarca V, Arce Cuesta DC, Oyola-Flores C, García-Pesántez A, Pesántez-Avilés F, Cárdenas Tapia JA. A formal document approval workflow for business process in higher education institutions. In: Rocha A, et al., editors. Proceedings of the 19th Iberian Conference on Information Systems and Technologies (CISTI 2024), vol. 2. Cham: Springer; 2026. p. 74–83. https://doi.org/10.1007/978-3-032-12879-9_8
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How to cite this paper
@article{1724790,
author = {Rutvik Burra, Saurabh Yadav, Sumit Tambe, Sakshi Shinde, Chetana Bhagat; Dr. Madhuri Kawarkhe},
title = {EduSphere AI: A Context-Aware and Policy-Constrained Approval Workflow Automation Framework for Higher Education Institutions},
journal = {Iconic Research And Engineering Journals},
year = {2026},
volume = {10},
number = {5},
pages = {959-970},
issn = {2456-8880},
url = {https://www.irejournals.com/formatedpaper/1724790.pdf},
abstract = {Approval paperwork in universities is slow for a simple reason: nobody agrees on where a document should go next. An examination schedule, a timetable change and a departmental notice all need sign-off, but from different officials, and the route is usually decided by whoever is holding the file. Fixed digital workflows add tracking but send every document down one path, which burdens simple documents and can bypass authorities on complex ones. This paper presents EduSphere AI, a framework that reads a document’s context (type, creator role, department, scope and impact), proposes an approval route, and checks that route against encoded institutional policy before any task is assigned. The system only recommends; authorised officials still make every decision. We formulate route selection as minimisation under policy constraints, describe the validation procedure and a policy-record schema, and design an evaluation against manual and fixed-route baselines that reports efficiency and compliance together. An analysis of five expected routes shows that a single fixed route would add unnecessary approvals in four document types and skip a required authority in one, while context-aware routes need one-third fewer approval steps (10 versus 15). A partial prototype covers role-based login and rule-based routing; the experiment is still pending.},
keywords = {approval workflow; higher education; policy validation; context-aware routing; business process compliance; document management},
month = {November},
doi = {https://doi.org/10.64388/ire1724790}
}