Ask your university policy library a plain question and get one cited answer from the current version, with any conflict sent to its owner
One cited answer from the current version, and every conflict sent to its owner.
See one case, screen by screen ↓Policy Library Search turns a university policy library into cited answers for students and staff. Agents remove names and ID numbers, answer in the asker's language beside the official English, and quote the governing clause from the current approved version only. When a policy and a catalog, handbook or web page disagree, the answer shows both side by side, names the one the university follows and files the conflict to its owner with a drafted fix.
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A university's rules live in thousands of documents written by different offices on different review cycles. At Halden State University the university policy library holds 2,412 of them: 486 university policies, 1,377 procedures, 9 catalogs and handbooks and 540 web pages. Policies are reviewed every few years; catalogs and handbooks are republished every year, often carrying old text forward. In March 2025, Policy 5.30 moved the last day to withdraw with a W from week 10 to week 12. The 2026–27 Undergraduate Catalog, page 48, still says week 11. A student who reads the catalog withdraws a week early, or gives up. Every Title IV institution must make its refund policy and its withdrawal procedures available (34 CFR 668.43(a)), so the wrong page is not a small thing.
So the same questions go to people all year: the policy office, the registrar, Human Resources and counsel answer them by email, phone and chat, and the answer depends on which document the asker happened to open. A search box over PDFs returns a draft in review as readily as the current version. Nobody tells the owner of the document that is wrong. Students who do not read English well get the slowest answer. And when a grievance or an appeal turns on what a policy said on a past date, counsel rebuilds it from old PDFs and email.
Estimated split, in hours, for one policy question where two documents disagree, answered by hand and with the solution. By hand, most of the time is the wait for the owner's office to reply.
Seven agents remove names, answer in the asker's language from the current version, and fork the answer when documents disagree; owners, the policy manager and counsel decide.
Tuesday, October 20, 2026, week 9 of the fall term at Halden State University. A student asks in Spanish whether she can still withdraw from a class and get a refund. The answer comes from the current policy, in her language, and on the way it finds that the catalog is out of date and sends the fix to the person who owns it.
She writes: “Soy Lucía Herrera, ID H00482913. ¿Puedo retirarme de una clase después de la semana 10 y recibir un reembolso?” Before anything is logged, the Privacy agent replaces her name and student ID, and the question is stored as Q-60431 with “[name removed]” and “[student ID removed]”. A chip on the answer says 2 identifiers were removed before logging.
The Language agent detects Spanish and searches in English. The Retrieval agent finds 14 passages in 2,412 documents and uses 5: Policy 5.30 §3.2 and §4.1, the Undergraduate Catalog p. 48, Policy 1.01 §6.2, Policy 5.31 §2 and Student Handbook §3.4. Each step of the agents' run is shown beside the answer.
Policy 5.30 version 4, adopted March 14, 2025, is the current approved version. Draft version 5 has been in review since October 2 and is marked “not used”. Version 3, adopted August 1, 2019, which allowed a W through the tenth week, is kept for past dates only.
The Version agent never cites a draft or a superseded version as current.
The answer comes back in Spanish beside the English, which is marked as the official text. It quotes Policy 5.30 §3.2 and cites §4.1, under the line “From University Policy 5.30, version 4, adopted March 14, 2025”. Confidence is 0.94 against a threshold of 0.85, so no person is needed.
“Yes, you can withdraw with a W through the end of week 12 (Friday, November 13, 2026). There is no refund: tuition refunds end in week 2.”
The 2026–27 Undergraduate Catalog, p. 48, still says “through the end of the eleventh week”. The answer forks into two columns: Policy 5.30, marked “The university follows this”, and the catalog, marked “Out of date”. The catalog's own page 3 and Policy 1.01 §6.2 say the policy governs. Conflict CF-0412 is filed to Raymond Okonkwo, University Registrar, due Tuesday, October 27.
“The catalog still says week 11; the policy says week 12. The university follows Policy 5.30.”
Corinne clicks the catalog citation. Page 48 opens with the sentence highlighted, beside its owner, the edition, the May 1, 2026 publication date and its place in the source order: 5 of 7. A note explains that the page was carried over from the 2024–25 catalog, before Policy 5.30 moved the deadline to week 12.
Raymond sees both passages side by side, Policy 1.01 §6.2 and the redline the Conflict agent drafted for catalog addendum A-2026-07: “eleventh week” to “twelfth week”. He picks reason code CR-1, “Correct the document to match the policy”, and proposes the fix. CF-0412 moves to “Fix proposed · waiting for check”.
Corinne checks the proposed fix and publishes the addendum, with a correction note on the catalog page and on the student portal answer. The person who proposed a fix can never check it. The fork closes, and both steps are recorded.
“Policy manager checks and publishes · Corinne Abernathy · never the proposer”
In the student portal the answer reads in Spanish beside the English, each sentence cited, with the note “El catálogo, p. 48, ya fue corregido: la fecha límite es la semana 12”. Below it: a late withdrawal for documented hardship through the Dean of Students (Policy 5.31 §2), and the advice to talk with financial aid first (Student Handbook §3.4).
The audit trail holds the name removal, the answer and the version it used, the conflict filed, Raymond's proposal with CR-1 and Corinne's check, each with who, what, when, why and the evidence. Gordon builds an export pack for an accreditation review, a grievance or internal audit; the student's name and ID were never kept.
One university's rules, seen by the five people who ask, own, check, approve and audit them.
Seven agents remove names, answer in the asker's language from the current version, and fork the answer when documents disagree; owners, the policy manager and counsel decide.
Removes names, student and employee ID numbers, emails and dates of birth from a question before it is logged or passed to any other agent.
Detects the asker's language, searches in English and answers in the asker's language beside the English, with every citation kept.
Finds the governing clause across policies, procedures, interpretations, catalogs, handbooks and web pages, and quotes it with its number.
Allows only the current approved version of each document to answer, and replays any past date for a grievance or appeal.
Compares the sources; when they disagree, shows both side by side, names the one the university follows under its source order, and files the conflict once to the owner with a drafted redline.
Sends questions with no clear answer to the policy owner with the passages found and a 2-business-day clock; joins repeats and escalates late ones to the policy manager.
Groups routed and forked questions and tells each owner which policy needs a clarification, with the questions behind it.
Checks every fix; counsel approves interpretations. The agents propose; a named person decides.
Students and staff type a question in plain words. Every answer quotes the governing clause, names its version, and shows both documents when two disagree.
Can I withdraw from a class after week 10 and get a refund?
Yes, you can withdraw with a W through the end of week 12 (Friday, November 13, 2026). There is no refund: tuition refunds end in week 2. The 2026–27 Undergraduate Catalog still says week 11; the university follows Policy 5.30.
An employee in Facilities is adopting a child in December. How many weeks of paid parental leave does she get?
Eight weeks of paid parental leave, taken within 12 months of the placement, at the same time as FMLA leave. The employee handbook still says six weeks; the university follows HR Policy 3.22, and the conflict is already filed with its owner.
Can I work remotely from my parents' home in another state for three weeks in December?
Yes, with your supervisor's approval. Up to 30 calendar days a year in another state needs only your supervisor; beyond 30 days, Human Resources must approve before you start. This answer includes official interpretation OI-2026-014.
Can I record my lectures on my phone to study later if I do not have an accommodation?
There is no clear answer yet, so a person will answer. Policy 6.05 covers recording with an approved accommodation and says nothing about recording without one. The question has been joined to the same question already with the policy owner.
13 screens from the working solution, on its sample data. Pick one to see it large.
Thresholds, clocks, privacy and versions are settings. The systems administrator proposes a change; the policy manager approves it, and the golden set is re-run first.
| Setting | Default | Choose from |
|---|---|---|
| Answer without a person at or above | 0.85 | 0.70 to 0.95 · below it, the question goes to the policy owner |
| Answer only from the current approved version | Always on | Drafts and superseded versions are kept for past-date replays |
| Routed question clock | 2 business days | 2 business days · 3 business days · late questions go to the policy manager |
| Conflict clock | 5 business days | 5 business days · 10 business days · late conflicts go to the Policy Committee chair |
| Remove identifiers before logging | On | Names, student and employee ID numbers, emails and dates of birth are replaced before a question is stored |
| Keep the original question text | Off | The original is never stored, so the log holds no education record |
| Question log retention | 3 years | 3 years · 5 years · deleted after this period unless on legal hold |
| Policy reviews due | On | Remind owners 60 days before a review date |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample university data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (published university policy-on-policy rules setting reviews every two to six years; 34 CFR 668.43(a) on refund and withdrawal information; 34 CFR Part 99 on student privacy). People, documents and the university named on this page are fictional: characters and sample data in the working solution.
Policy Library Search turns a university policy library into cited answers for students and staff. Agents remove names and ID numbers, answer in the asker's language beside the official English, and quote the governing clause from the current approved version only. When a policy and a catalog, handbook or web page disagree, the answer shows both side by side, names the one the university follows and files the conflict to its owner with a drafted fix.
Policy management software for higher education drafts, approves and publishes policies, and readers search its documents. Policy Library Search answers questions from those documents and the catalogs, handbooks and web pages around them. It compares them as it answers, and when two disagree it files the conflict once to the owner of the document in error.
The answer forks into two columns, one per document, marked “The university follows this” and “Out of date”, with the rule that decides it cited: in the demo, Policy 1.01 §6.2, the policy on policies. The Conflict agent files the conflict to the document's owner with a drafted redline. The owner proposes the fix, and the policy manager checks and publishes it with a correction note.
Yes. Every version is kept. For a grievance, an appeal or an accreditor, counsel picks a date and the Version agent answers from the version in force that day, and the trail shows which version each past answer used. Drafts in review are never used to answer.
Below the 0.85 confidence threshold, the question goes to the policy owner with the passages found and why it was routed, on a 2-business-day clock, and nothing is invented. Repeats are joined so the owner answers once. An owner's answer becomes an official interpretation only after the policy manager checks it and general counsel approves it, and then later answers cite it.
Yes. The Privacy agent removes names, student and employee ID numbers, emails and dates of birth before a question is stored, and the original text is never kept. Askers see only their own questions, the log is kept 3 years unless on legal hold, and export packs draw only from the redacted log.
Yes. The agents find, compare and cite; they never edit a document, decide which document is right or answer a routed question. Owners propose fixes and draft interpretations, the policy manager checks and publishes, counsel approves, and nobody checks their own work. Every step is in the audit trail.
The Agentic Solution Engine builds and deploys it from your requirements and documents: your policies and procedures, your policy on policies, your catalogs, handbooks and policy web pages. It goes live once every quality gate has passed.
Every notice and deadline held to the rule; investigator and decision-maker kept apart.
1-min demoStudent Conduct Case ManagementEvery sanction checked against three years of like cases, with a complete hearing record.
1-min demoClery Act ComplianceEvery published number tied to its source reports, ready for a program review.
1-min demoWe'll run Policy Library Search on your own policies, procedures, catalogs and handbooks.