Team: Polysees
Team Participants:
- Jaime Gomez
- Huseyin Gokturk
- Elina Novikova
- Trevor Raphael Griarte
- Grace Xu
“Policies are scattered across hundreds of files. People have to search every policy manually, and this takes enormous amounts of time.”
Problem
Foothill-De Anza Community College District policy staff face the recurring challenge of tracking board policy and administrative procedure updates in response to biannual legal changes affecting approximately 402 policy templates across the district. Staff manually cross-reference incoming legislative updates against the existing policy knowledge base to identify which specific policies require revision, spending hours searching through documents and tracking policy revision status ahead of the 6-year accreditation cycle. The lack of automated gap analysis makes it difficult to maintain compliance with changing legal requirements and ensure all impacted policies are identified and updated in a timely manner. This manual process creates risk of missing critical updates, delays policy modernization, and diverts staff time from strategic policy development to routine compliance tracking.
Technical Solution
The Polysees team developed an AI-powered policy Q&A chatbot that enables staff to quickly search and retrieve information from the district’s board policies and administrative procedures using natural language queries. A separate ingestion step crawls the published policy site into Amazon S3, where an Amazon Bedrock Knowledge Base indexes the text, and the chatbot uses retrieval-augmented generation (RAG) over that index so every answer is grounded in policy content and lists the source documents it drew from. The Q&A service is a FastAPI backend, paired with a Node and Streamlit front end that includes a prototype dashboard for tracking which policies a legal update affects and where each one stands in revision. The system is aimed at reducing the hours staff spend manually searching through hundreds of policy documents, enabling them to quickly verify policy requirements and focus on strategic policy development rather than document retrieval.
Showcase
| Presentation Recording | A recording of AI Summer Camp students presenting their project. |
| Slideshow | The accompanying slides shown in the video. |
| Source Code | All of the code and assets developed during the course of the AI Summer Camp. |
About the DxHub
The Cal Poly Digital Transformation Hub (DxHub) is a strategic relationship with Amazon Web Services (AWS) and is the world’s first cloud innovation center supported by AWS on a University campus. The primary goal of the DxHub is to provide students with real-world problem-solving experiences by immersing them in the application of proven innovation methods in combination with the latest technologies to solve important challenges in the public sector. The challenges being addressed cover a wide variety of topics including homelessness, evidence-based policing, digital literacy, virtual cybersecurity laboratories and many others. The DxHub leverages the deep subject matter expertise of government, education, and non-profit organizations to clearly understand the customers affected by public sector challenges and develop solutions that meet the customer needs.