What this category's data looks like
This page addresses the scenarios of student status changes and graduation eligibility review. The materials include three types of forms: leave-of-absence/resumption-of-study applications, major transfer applications, and graduation review checklists. The sources are academic affairs system exports and scanned paper documents from departments, with updates rolling by semester batch and by the effective date of the status change. Field characteristics center on name, student ID, change type, effective date, courses and credits, and signature and receipt columns. During multilingual materials and terminology handling, each material first enters the knowledge base as an independent data row, an index is generated by the vector model, and the index field is then used to associate vectors in the same group. Leave-of-absence/resumption-of-study applications focus on the status before and after the change and approval signatures; major transfer applications focus on the transferring-in and transferring-out majors and course recognition; graduation review checklists focus on credit summaries and graduation conclusions. The three types of materials support one another during retrieval, and the terminology glossary and comparison draft are organized by subsequent nodes based on the recalled fragments.
Configuration and implementation checks
This step is executed by the indexing service and the vector database, outputting vectors and index status (whether recall is possible and whether data in the same group is merged). "Unified terminology glossary and comparison draft" is then completed by subsequent AI nodes, code nodes, or manual work (retrieval and citation trimming only take supporting materials).
| Object | Check | Verification action |
|---|---|---|
| Leave-of-absence/resumption-of-study application | The change type, effective date, and signature column must be consistent with the same record in the major transfer application and graduation review checklist | Open the data row and check whether the index field contains multiple vector identifiers; retrieve the student ID to see whether the same group is merged |
| Major transfer application | The names of the transferring-in and transferring-out majors and the number of recognized courses must correspond to the graduation review checklist | After checking the reference configurations related to limit, retrieve the major name to see whether data in the same group can be recalled |
| Graduation review checklist | The credit total, graduation conclusion, and signature receipt must align with the dates of the leave-of-absence/resumption-of-study and major transfer records | Check the data range covered by the rebuild task record, and confirm that the data status after the model change is indexed |
| Data row index field | Multiple vector identifiers for one piece of data are all present and consistent with the vector model actually used by the knowledge base | Open a data row and check the index field, then retrieve once more to see whether data in the same group is merged |
Three common errors
- Symptom: The name and date for the same student ID do not match between the leave-of-absence/resumption-of-study application and the graduation review checklist. Inspect the following: The two materials were imported separately.
- Symptom: The major names and course counts are inconsistent between the major transfer application and the graduation review checklist. Inspect the following: The versions were not synchronized.
- Symptom: The graduation review checklist lacks a signature or receipt, and duplicate entries appear in retrieval results. Inspect the following: The data row has content but a complete index was not generated, and vectors in the same group were not merged.
How to verify the setup
This feature's acceptance: sample one data row and check the index field to confirm that multiple vector identifiers are all present; then retrieve once more to see whether data in the same group is merged and whether the highest score is taken.
Business test: sample three terms and check whether their spelling is consistent throughout the entire document, whether the translated name can refer back to the source text, and whether the same term is consistent throughout the entire document.
- In the knowledge base settings, check that the indexing model is consistent with the vector model actually used, and check the data range covered by the rebuild task record.
- Open the data row and check the index field to confirm that the status is indexed; during retrieval, record the number of citations and the tokens of the cited text, and record the number of array entries separately.