Case study
AI-AERS
Digital transformation for a public school in the Philippines: from pen-and-paper, in-person enrollment to an online journey, plus AI-assisted placement that weighs preferred proximity, soft skills, and grades.
AI-AERS is a digital transformation program for one of the country’s public schools. Enrollment had long depended on queues, physical forms, and face-to-face steps that were hard to audit and slow for families. We helped move the full intake online while introducing an AI layer that suggests the best-fit school options for each learner, using their stated proximity preferences, structured soft-skill signals, and academic records. The system stays in support of registrar decisions, not a black box.
- Sector
- Public education (Philippines)
- Transformation
- Paper and in-person intake → digital enrollment
- Delivery
- Web enrollment, registrar console, AI-assisted placement
Client context
A Philippine public school serving a large catchment during a concentrated enrollment period. Staff were reconciling paper packets, manual spreadsheets, and in-person interviews; students and guardians often returned multiple times to complete requirements.
Challenge
The school had to modernize without losing accountability: every placement still needed to be defensible to families and supervisors. Digitizing forms alone was not enough. The institution also wanted guidance that respected how far families were willing to travel, how soft skills were evidenced, and how grades mapped to available programs.
Approach
We co-designed the digital enrollment flow with registrars and class advisers: clear steps, autosave, document uploads, and status tracking that replaced repeat visits. In parallel we defined how “proximity,” soft skills, and grades would be captured consistently (rubrics, self-assessment where appropriate, and verified grade inputs), then layered an AI-assisted ranking model with explicit weights and review screens so staff could override or explain any suggestion.
What we shipped
We delivered a web-based enrollment experience that replaces the core pen-and-paper and in-person loop for intake: guardian and student profiles, document submission, and registrar workflows in one system. An AI module scores and ranks placement options using preferred proximity (distance bands or location preferences the family sets), soft-skill indicators collected through structured prompts, and grades, surfacing a shortlist with plain-language rationale. Registrar tools support approvals, exceptions, and exports aligned to how the school already reports.
Screenshots
Product captures from the live experience. Layouts and third-party branding belong to their respective owners.
Outcomes
- Enrollment shifted from repeated on-site visits to a guided digital flow, with fewer lost packets and clearer status for each applicant.
- Staff could compare AI-suggested placements side by side with proximity, skills, and grade signals instead of reconciling ad hoc notes.
- The school kept human authority over final assignments while shortening decision cycles during peak intake.
Technical highlights
- End-to-end digital enrollment: profiles, documents, statuses, and registrar actions in one place
- AI-assisted best-school matching using preferred proximity, structured soft-skill inputs, and grades, with staff override
- Explainable shortlists so guardians and supervisors understand why an option was suggested
- Audit-friendly progression from application through decision, replacing fragmented paper trails