The University of Hong Kong leverages Microsoft 365 Copilot and Microsoft Copilot Studio to build a more dynamic learning environment

Navigating the onboarding and teaching maze

​​​HKU welcomes a diverse cohort of students including 18,491 undergraduates and 20,675 postgraduates from different backgrounds, cultures, and countries at the start of every academic year. The onboarding process, typically riddled with logistical challenges and an overwhelming influx of information, often impeded the school’s ability to provide a smooth orientation for new students.

Siloed information also made it difficult for students to thrive in their academic and student life, as there was no single reliable source that could provide the comprehensive support and guidance they needed. Key details, such as course materials, student systems, and university policies, were dispersed across various platforms, creating confusion and a sense of disorientation for new students. 

Simultaneously​​, 9,288 faculty and 4,427 administrative staff were grappling with the growing complexities of a rapidly expanding student body and the shift to hybrid learning models. The increasing administrative workload, coupled with the demand for timely communication and effective course management, placed considerable strain on faculty and impeded their ability to focus on more high-value work.

Dr. Wilson Kwok, Associate Director (Chief Information Officer and Librarian Office), remarked, “The start of an academic year is always the busiest time for our faculty members. Despite their best efforts to provide timely responses to students, the sheer volume of responsibilities can make it difficult to keep up with everything.” 

These challenges underscored the urgent need for a more efficient system to deliver timely, accurate information to students while also streamlining faculty workflow processes.

Laying the groundwork for enhanced learning and teaching experiences

HKU became the first university in Hong Kong to adopt Microsoft 365 Copilot in January 2024. Microsoft 365 Copilot's GenAI offers transformative functionalities for faculty at the university by enhancing productivity and streamlining administrative tasks. From helping faculty members manage course materials, analyze performance metrics so they can stay organized, and reduce cognitive load to enhancing productivity by automating tedious tasks and providing intelligent assistance, it enables faculty to save time and concentrate on delivering high-quality education and engaging more effectively with students. For faculty navigating hybrid learning environments, GenAI can facilitate the creation of personalized learning experiences by providing tailored content and instructional methods based on student data to optimize hybrid learning. By streamlining​​ time-consuming tasks and providing intelligent assistance, Microsoft 365 Copilot boosts faculty productivity, allowing them to deliver high-quality education and engage more effectively with students.

“At the University of Hong Kong, our vision is to seamlessly integrate artificial intelligence into our educational framework to enrich both teaching and learning experiences. We decided to adopt Microsoft 365 Copilot for our faculty staff because it provides a secure and comprehensive GenAI solution. Moreover, Microsoft Copilot Studio enables our IT team to create customized bots capable of handling large volumes of queries simultaneously," said Ms. Flora Ng, Chief Information Officer and University Librarian at HKU.

In August 2024, HKU expanded its partnership with Microsoft by implementing Microsoft Copilot Studio, a robust AI-powered ecosystem that aims to improve student engagement and faculty performance. One of the standout offerings from this initiative is the HKU First-Year UG Copilot, an easy-to-build Gen AI-powered chatbot, specifically designed to assist first-year students in navigating their academic journey. This innovative tool provides prompt responses to a wide array of academic-related inquiries, including course selection, degree requirements for majors and minors, scholarship opportunities, and much more. By offering instant support, the HKU First-Year UG Copilot not only alleviates the burden on faculty but also empowers students to make informed decisions so they are on track to meet their academic goals. 

“The UG Copilot provides quick and accurate answers to my questions making it much easier to navigate academic and administrative processes. I got the answers to almost all the questions I have on course registration. The UG Copilot really made my life at HKU much easier,” said Mr. Adrian Yung, HKU student and Olympian Scholar.  

Cultivating a culture of collaboration and innovation

HKU is poised to harness advanced technologies such as GenAI to significantly enrich its teaching environment and enhance the overall student experience. By leveraging these innovative tools, the university aims to create a more dynamic, personalized, and engaging learning atmosphere that meets the diverse needs of its academic community. 

“Looking ahead, we plan to expand the use of Microsoft 365 Copilot and Microsoft Copilot Studio across different departments and functions. At HKU, we believe in the power of technology and are committed to embracing cutting-edge technology to maintain our leadership position in the academic world," said Ng. 

This initiative exemplifies how the intersection of technology and education can unlock limitless possibilities for both students and faculty. HKU’s ongoing journey of transformation and innovation demonstrates its unwavering commitment to continuous improvement, ensuring that it remains at the forefront of academic excellence in an ever-evolving world.