A prompt library for higher education, with approval and version history
Templates in one place, searchable and named. Writing, reviewing and approving as separate roles, every version preserved and restorable. The stock stays exportable and belongs to your institution.
What changes when the good formulations sit in one place
Not a new tool for its own sake. The point is that the same enquiry gets the same answer, no matter who is at the desk.
From scattered to findable
Today the good formulations sit in notes, chat histories and individual heads. Afterwards they sit in one place, named and findable again.
Consistent replies in the examinations office
When three people answer the same enquiry, the same thing should come out three times. A shared template ensures that.
Put your AI policy into practice
Many institutions have adopted a policy. Approved templates are the form in which it actually arrives in daily work.
Knowledge stays with the institution
When the person who was best at it moves on, the template stays. That is the real value of the library.
Onboarding new staff
Student assistants and new colleagues start with approved templates instead of an empty field.
Roll out changes under control
If a deadline or a rule changes, the template is adjusted once and then applies everywhere in the same version.
Back to the previous version
If a change does not prove itself, the previous version is restored. The history remains complete.
Building blocks instead of duplicated work
Recurring parts such as salutation, privacy notice or signature are maintained once and inserted into many templates.
From a scattered stock to a binding library
Four steps, and the third is the one that turns a collection into a library.
Collect what exists
What is used in the house today is gathered. The first stock almost always comes from existing chat histories.
Order and name
Templates get a purpose, an area and placeholders. Only then can someone find them who did not write them.
Review and approve
Writing, reviewing and approving are separate roles. Without approval no version is rolled out.
Use and refine
Improvements emerge from use. Every change creates a new version, the old one is preserved.
What distinguishes a library from a collection
A folder of good prompts is quickly assembled. These four points decide whether anyone relies on it a year later.
What belongs to the module
Library
All templates with purpose, area and keywords. Searchable also for people who do not know the name.
History and approvals
Every version with time, person and reason for the change. The approved version is identifiable, older ones stay retrievable.
Blocks and placeholders
Recurring text parts and fields such as programme or semester, maintained once and used everywhere.
Roles and areas
Separate rights for writing, reviewing and approving, per faculty or institution, on request via your identity management.
What the prompt library deliberately does not do
A library that promises more than it can keep quietly turns into a source of errors.
Karlsruhe University of Applied Sciences
HiWi+ is in use at Karlsruhe University of Applied Sciences and was developed together with the departments there, along real workflows rather than at a desk.
“Our main goal was to reduce administrative processes and workload within the faculty while at the same time offering students a better service, for example with the faculty chatbot they can ask questions about their studies around the clock. The HiWi+ modules were developed for our specific needs at the faculty, but they are certainly just as usable for many other educational institutions.”
What institutions ask before rolling it out
Because then everyone types something different. A prompt library makes results comparable across people and faculties, keeps the good formulations in the institution when someone leaves, and is the form in which an adopted AI policy actually reaches daily work.
You define that, on request via your identity management. What is fixed is that writing and approving are separate roles. Whoever writes a template does not release it themselves.
Every version is preserved and can be restored with one click. The history stays complete, including who changed what and why.
Usually from existing chat histories and notes in your institution. We gather what is already being used, order it and give it a purpose. Starting from a blank page rarely works.
Yes. The stock can be exported in full at any time, including the history. It is your work product, not ours.
Yes. Approved templates can be used directly in HiWi+ Chat and HiWi+ Social Campus, so the same wording applies everywhere without being copied by hand.
Start with the examinations office
We gather what is already in use in one unit, order it and set up the roles. After a few weeks you can see whether the replies have actually become more consistent.