Student Leap Card Application Automation
Designed and developed a UiPath proof-of-concept to automate Student Leap Card application triage. The bot reads applicant data, applies validation rules, produces auditable CSV outputs and sends applicant email notifications.
Approved, manual review and rejected CSV audit reports.
Automated age eligibility rule used in the validation process.
Estimated first-year ROI in the academic cost-benefit analysis.
Business Problem
The manual Student Leap Card validation process is repetitive, slow and prone to inconsistent outcomes. Officers need to open each applicant folder, review CSV data, calculate age, validate academic year, check payment status, estimate selfie-to-ID match quality, update output spreadsheets and send emails manually.
The report identified key issues including time-consuming processing, manual data entry errors, subjective selfie matching and lack of clear auditability.
Automated To-Be Process
Rules Implemented
- Calculate applicant age from date of birth and check the eligible range of 17-25.
- Validate academic year against the expected current academic year.
- Check whether payment was authorised.
- Apply selfie match thresholds: below 0.70 rejected, 0.70-0.85 manual review, above 0.85 approved if other checks pass.
- Write each applicant to approved.csv, manual_review.csv or rejected.csv with application ID, full name, status and reason.
- Send personalised notification emails with application outcome and reason.
Testing and Results
Test cases covered approved applications, age rejection, academic year rejection, payment rejection, low selfie score rejection, manual review and multiple rejection scenarios. The bot wrote applicants to the correct output files and generated email notifications with dynamic content.
Future Improvements
- Add OCR to extract data from scanned passports and student documents.
- Integrate an AI face matching service such as Azure Face API for stronger selfie validation.
- Deploy the workflow in unattended mode with robust exception handling and scheduling.