Reimagining Student Onboarding: A Unified, AI Enhanced Digital Orientation Model for Student Residences
Tracks
Track 1
| Tuesday, May 5, 2026 |
| 3:30 PM - 4:30 PM |
| Hall C |
Overview
Student Experience & Wellbeing - Karen Hughes
Speaker
Mrs Karen Hughes
Senior Manager, Student Residences
University Of Wollongong
Reimagining Student Onboarding: A Unified, AI Enhanced Digital Orientation Model for Student Residences
3:30 PM - 4:30 PMAbstract Overview
This presentation explores how UOW Student Residences reimagined its orientation model by transitioning from heavy, site specific presentations to a unified, digital-first approach designed for scale, consistency and student engagement.
Across the higher education sector, institutions continue to face challenges around ensuring new residents receive clear, accessible and high-quality information —particularly when working across multiple sites, diverse student cohorts with varying staff delivery styles.
This session shares how UOW addressed these challenges through the development of a new, modern orientation framework centred on cutting edge, AI learning modules and a streamlined pre-arrival experience, that reduces the burden on staff while improving consistency and clarity for students.
The presentation shares the digital products themselves and showcases how UOW achieved this through innovation and meaningful collaboration with our student residence community. The presentation will outline how, by combining AI technology with genuine student involvement, UOW turned a student into a digital avatar, using her real voice and mannerisms to create relatable, relevant and modern content.
The presentation will examine the broader transformation process: how collaboration across operational teams and student representatives shaped the vision; how AI driven content creation tools were used to develop the videos, allowing for rapid updates, lower production costs, and modern, adaptable and engaging materials.
Now in its first full year of implementation, this model has begun to demonstrate positive engagement and strong staff and student feedback. The session will reflect on these early indicators, the practical realities of implementing a digital orientation program at scale, and how continuous enhancement supports long term sustainability.
Participants will leave with a deeper understanding of how a coordinated digital orientation framework can strengthen safety messaging, increase consistency across residences and improve student preparedness. The session will offer strategic perspectives and practical lessons for institutions seeking to modernise their own arrival experiences.
Across the higher education sector, institutions continue to face challenges around ensuring new residents receive clear, accessible and high-quality information —particularly when working across multiple sites, diverse student cohorts with varying staff delivery styles.
This session shares how UOW addressed these challenges through the development of a new, modern orientation framework centred on cutting edge, AI learning modules and a streamlined pre-arrival experience, that reduces the burden on staff while improving consistency and clarity for students.
The presentation shares the digital products themselves and showcases how UOW achieved this through innovation and meaningful collaboration with our student residence community. The presentation will outline how, by combining AI technology with genuine student involvement, UOW turned a student into a digital avatar, using her real voice and mannerisms to create relatable, relevant and modern content.
The presentation will examine the broader transformation process: how collaboration across operational teams and student representatives shaped the vision; how AI driven content creation tools were used to develop the videos, allowing for rapid updates, lower production costs, and modern, adaptable and engaging materials.
Now in its first full year of implementation, this model has begun to demonstrate positive engagement and strong staff and student feedback. The session will reflect on these early indicators, the practical realities of implementing a digital orientation program at scale, and how continuous enhancement supports long term sustainability.
Participants will leave with a deeper understanding of how a coordinated digital orientation framework can strengthen safety messaging, increase consistency across residences and improve student preparedness. The session will offer strategic perspectives and practical lessons for institutions seeking to modernise their own arrival experiences.
Biography
Karen Hughes is an accomplished operational leader with a career spanning emergency services, incident management, and university operations. She began her career with Merseyside Fire & Rescue in the UK, serving in a specialist Threat Response Group covering Arson, Explosives, and Fire Investigation. Karen led complex investigations into fire‑related crime, deliberate attacks, and hate‑motivated incidents, while also spearheading community initiatives targeting organised crime and anti‑social behaviour. Later, Karen became a warranted Fire Safety Inspector, auditing non‑residential premises and leading enforcement actions resulting in successful prosecutions for fire safety breaches.
After migrating to Australia, Karen was Operations Controller for Protective Services at the University of Sydney, leading critical incidents and developing emergency procedures. Now Senior Manager, Student Residence at UOW, she oversees residential operations and is a recipient of the Vice Chancellor’s Award for Excellence in Safety. Her leadership is defined by precision, risk insight, and a commitment to community safety.
