What this category's data looks like
This page focuses on student status changes and graduation eligibility review, with materials drawn from leave/resumption applications, major transfer applications, and graduation review checklists. Leave/resumption applications include the change type, effective date, and signature field; major transfer applications include the transfer-in and transfer-out majors, assessment conclusion, and receipt; graduation review checklists include course names, credit amounts, review dates, and seals. When these three types of materials enter the Q&A intake and missing-item follow-up function, leave/resumption applications and major transfer applications serve as the basis for status changes, while graduation review checklists serve as the master record for eligibility determination, each taking on the role of field comparison and signature/receipt verification. The update cadence rolls forward by semester batch and academic affairs notices, and the field characteristics are the four error-prone categories: names, quantities, dates, and signatures.
Configuration and implementation checks
This step is executed by the memory turns and prompt configuration in the application settings, and the output references the historical message range and answer constraints. The "intake records and items to be completed" are then completed by the model. Memory turns control how many previous dialogue turns can be referenced at most when answering; if the value is too small, prior context cannot be used, and if the value is too large, irrelevant content is brought in and consumption increases.
| Object | Check | Verification action |
|---|---|---|
| Leave/resumption application | Whether the change type, effective date, and signature field are consistent with the corresponding fields in the major transfer application | Check the date and signature of the same record in the two materials; if the signature or receipt is missing, list it as an item to be followed up, and use messages and chatId to locate that turn's context |
| Major transfer application | Whether the transfer-in and transfer-out major names, assessment conclusion, and receipt are synchronized with the version in the graduation review checklist | Compare names and quantities; when the version is not synchronized, mark the difference and use variables to record the fields to be completed |
| Graduation review checklist | Whether the course names, credit amounts, review dates, and seals are complete | Verify the checklist fields item by item; when the date does not match or the quantity is inconsistent, generate follow-up questions |
| Intake records and items to be completed | Whether missing items are identified and followed up, and whether answers are based on materials | Run a trial with two consecutive follow-up questions and see whether the second question carries forward the reference from the first question |
Three common errors
- Symptom: The names and dates of the same record in the leave/resumption application and the major transfer application do not match. Cause: The two materials are filled in separately, without field-level comparison and version synchronization.
- Symptom: A graduation review checklist missing a signature or receipt is still accepted as complete material. Cause: Missing-item identification does not cover the signature field and receipt item.
- Symptom: When the second question uses a reference, the answer does not address the question, and responses become slower with increased consumption. Cause: The memory turns value does not match the prior context range, bringing in irrelevant content.
How to verify the setup
This function's acceptance: run a trial with two consecutive follow-up questions, see whether the second question carries forward the reference from the first question, and check the reference scope of messages, chatId, and variables in the intake records.
Business test: ask a question missing key information and see whether it first follows up before answering.
- In the application settings, check the current value of memory turns and match it with the prior context range required by the question.
- Compare the usage records of two runs to confirm that consumption changes accordingly after adjusting the number of turns.