What this category's data looks like
Student status changes and graduation qualification review involve three types of materials: suspension/resumption of schooling applications, major transfer applications, and graduation review checklists. The sources are each campus's academic affairs system and paper archives, and the update cadence advances with semester batches. Suspension/resumption of schooling applications include the application date, change type, and signature field; major transfer applications include the original major, target major, and approval nodes; graduation review checklists include course names, credit counts, review conclusions, and receipts. When these three types of materials enter this feature, they are imported into the vector database as independent data rows, the original data is stored in the business database data table, and the index field records their multiple vector identifiers, so that subsequent retrieval can merge back to the original data by identifier. In terms of field characteristics, the same student's name, major name, course count, and dates often differ in wording across different materials, and version synchronization and signature/receipt completeness must be confirmed before retrieval.
Configuration and implementation checks
This part is executed by the index service and the vector database, outputting vectors and index status (whether recall is possible and whether data in the same group is merged). The basis entries that can be traced back to the original text are then completed by subsequent AI nodes, code nodes, or manual work (retrieval and citation trimming only take supporting materials).
| Object | Check | Verification action |
|---|---|---|
| Suspension/resumption of schooling application | The application date, change type, and signature field are complete, and they match the name and date in the major transfer application | Open the data row and check whether the index field contains multiple vector identifiers; search for the student's name to see whether data in the same group can be recalled and merged |
| Major transfer application | The names of the original major and target major are consistent in both materials, and the approval nodes have no missing signatures | Check whether the data row status is indexed, and view the coverage of the rebuild task record |
| Graduation review checklist | The course names, credit counts, review conclusions, and receipt dates can be matched to the original text | Search for a cross-material basis question and see whether the answer provides a traceable source |
| Data row index field | All multiple vector identifiers of one data row are present, and they are consistent with the vector model actually used by the knowledge base | Check the index model in the knowledge base settings, and inspect the data row index field |
Three common errors
- Symptom: duplicate entries appear in retrieval results. Inspect the following: the same group of data corresponds to multiple vectors, and the highest score was not taken when merging back to the original data.
- Symptom: the name, quantity, and date of the same record do not match across two materials. Inspect the following: field alignment was not performed during import, and the original data version was not synchronized.
- Symptom: a data row has content but cannot be retrieved. Inspect the following: after changing the model, rebuild was triggered only for data that had already been indexed, and that row was not included in the rebuild task record.
How to verify the setup
Feature acceptance: sample one data row and inspect the index field to confirm that multiple vector identifiers are all present; then search once to see whether data in the same group is merged, and check the budget performance of limit on the tokens of the cited text, recording the array count separately.
Business test: ask a cross-material basis question and see whether the answer provides a traceable source.
- In the knowledge base settings, check whether the index model is consistent with the vector model actually used by the knowledge base, and confirm that the data row status is indexed.
- View the data scope covered by the rebuild task record, and confirm that after changing the model, all data that had already been indexed is included.