AI Explanations for Declined Refunds
When the school declines a family's refund request, let the AI word the explanation from the reason you pick; the amounts and dates are filled in by the school, and nothing is decided until you press Decline.
What it does, and for whom
A family can ask the school to refund a payment, and whoever decides refunds at your school approves or declines it. When you decline, the family is told your reason word for word. The AI can draft that explanation for you: you pick the school's reason and add your own points, and it writes a short, polite paragraph. It decides nothing. The request stays waiting for your decision, nothing is sent to the family, and no money moves, until you press Decline yourself. It is a Sensitive feature, because it reads what a family wrote about their money, so your school switches it on only after acknowledging what it sends.
Before you start
Your school has switched on Refund decline explanation, with its notice acknowledged (Turning On AI Features), you hold credits that cover it, and you may decide this refund: you can issue refunds, the payment is on your campus, and the child is not in your own household. A Bursar can issue refunds and handle disputes but cannot use AI until the school allows it: whether the Bursar may draft these is the school's choice. A school administrator gives the Bursar role, or a role of the school's own given to that bursar, the permission Use AI on the Roles & Permissions page, then gives the bursar AI credits; without both, the link is not offered. Open Finance, then Refund requests. Under each request waiting for your decision is the link "Declining? Draft the explanation with AI". Open it on the request you are declining.
Worked example: a pupil moving school
A JSS 2 parent asks for half of a term's fees back because their child is moving to another school after the mid-term break. Greenfield does not refund term fees once the term has begun. Mr Bakare opens the request's AI box, picks the school's reason, The fee is not refundable under the school's policy, adds one point, Term fees are not refunded once the term has begun, leaves Tone on Warm and presses "Draft with AI". The draft thanks the family for their request with its date and amount and the payment it was for, and says the school cannot refund it and why. Every amount, date and payment reference in it is the school's own record: the AI never sees them, it writes a stand-in that the school fills in.
Use it, edit it, and decline yourself
Press "Use" to copy the draft into the reason box. Change anything you like, then press "Decline": the request is declined with your text as the reason, and the family is told, exactly as if you had typed it. If the request changes before you decline (the family withdraws it, or a colleague decides it), the draft is refused; draft it again. A colleague can read a draft you asked for, but only you can decline with it as an AI explanation. To approve instead, leave the draft and press "Approve": a draft is never used to approve.
What is sent to the AI, and what never is
The family's reason for asking, the reason you choose, your points and the tone, with the family's name and the child's name replaced by placeholders such as [GUARDIAN_1] and [STUDENT_1] before anything leaves. The request's amounts, the payment's date and its reference are never sent: the AI writes [AMOUNT_1] or [DATE_1] where they go, and Tocademy fills in the record's own values afterwards, so a figure cannot be got wrong. A draft that writes a figure of its own, or says the refund is approved or will be paid, is refused and not charged. If the family's reason names anyone else, another pupil or parent, say, nothing is sent: "Remove the personal details and try again. They are never sent to an AI provider.", and nothing is charged.
When the AI says no
A refusal says why and ends "Nothing was charged." The most likely are "Your school has not switched this AI feature on.", a request already decided or withdrawn, a payment for an applicant rather than a pupil (write that explanation yourself), and choosing Other without saying why in your points. You must also have declared your household once, as for any refund decision.
Cost, and My AI credits
Each draft costs the credits on the button, whether you use it, change it or discard it; a refused or unfinished request is never charged. My AI credits lists every request, and "Open the draft" takes you back to the refund request while the draft is still waiting; once you decline with it, it says the draft was used.
Still stuck?
Email info@tocel.ng and tell us which guide you were following.