CSUCI Extended University transforms student tracking & program management
As universities scale, they need efficient tools to streamline student tracking, improve retention, and optimize program management. California State University Channel Islands (CI) Extended University turned to Airtable to build a centralized student profile base, enhancing student support and operational efficiency.
5x
Increase in psychology program applicant processing for admission
1000+
Active students profiled, including alumni
2x
Increase in staff capacity due to reduced manual processes
Transforming student tracking & program management
CI Extended University faced a challenge: fragmented student data across different systems, manual processes, and limited visibility into program performance. The team needed a better way to track student progress, manage faculty assignments, and enhance strategic planning.
“Our student tracking was limited by outdated processes and disconnected data sources. We needed a dynamic solution to unify our student data and improve collaboration across departments.”
Using Airtable, CI Extended University developed a student profile database that integrates real-time data from PeopleSoft. This system provides a single source of truth for student enrollment, academic progress, retention efforts, and engagement metrics.
Improving efficiency & student outcomes
Before Airtable, staff relied on manual queries and spreadsheets to track student success. The new system automates student tracking, reduces administrative burdens, and provides real-time insights into program health.
“With Airtable, we’ve transformed how we track and support students. The ability to integrate PeopleSoft data and automate manual processes has been a game-changer.”
Using Airtable bases and interfaces, the student profile database provided information to improve class scheduling, evaluate student progress, and track student retention. Faculty and program directors gained access to real-time data, allowing for better decision-making and strategic planning. The team also saw:
5x improvement in the ability to process more psychology program applicants
1000+ students tracked, including active students and alumni
2x improvement in staff efficiency by automating manual administrative tasks
In addition, the Welcome Back form in Airtable simplified the process of re-engaging students who had discontinued their studies, improving re-enrollment rates.
Leveraging AI & automation for smarter decision-making
Beyond data tracking, CI Extended University has embraced AI and automation to streamline its operations further.
AI-powered workflows using ChatGPT automate data entry and student engagement.
Mahi-Bot, the AI virtual assistant/chatbot enhances recruitment by answering student inquiries and directs current and prospective students to the requested information for after hours assistance.
Airtable is used to validate and confirm Mahi-Bot responses are accurate and up to date, with simplified collaboration among the team members as subject matter experts
Automated reports provide real-time insights into student persistence, time-to-graduation, and enrollment trends.
"With Airtable, we’ve unlocked new levels of efficiency and collaboration. Our teams can focus more on student success rather than administrative hurdles.”
The future of student engagement with Airtable
CI Extended University continues to expand its use of Airtable, exploring AI-driven enhancements for financial aid processing, student retention, and faculty workload management. The system serves as the backbone for strategic planning and student success initiatives across departments, including marketing, finance, and HR.
“We’re building a future where student data is more accessible, insights are immediate, and decisions are driven by real-time analytics. Airtable makes this possible,” concludes Jamie.
As CI Extended University scales its student tracking and academic planning initiatives, Airtable remains central to delivering seamless, data-driven education management.