What this category's data looks like
Materials in the pre-departure training and overseas safety reminders category include pre-departure training courseware, safety reminder checklists, and accommodation contact sheets. The courseware contains course modules, glossaries, and assessment points; the safety reminder checklist contains risk items, emergency procedures, and responsible persons; the accommodation contact sheet contains accommodation name, address, contact person, check-in date, and signed receipt. The material sources are the institution's international office, the project team, and overseas service providers. The update cadence is centralized revision each semester or before each batch of travel, with dynamic supplementary entries based on safety incidents in daily operations. When materials enter the parsing and chunking function, the courseware and checklists carry the body-text parsing of terminology and procedures, while the accommodation contact sheet carries the structured parsing of fields and signed receipts. Multilingual materials and parallel drafts rely on the chunking results to establish terminology mapping and anaphoric relations.
Configuration and implementation checks
This step is executed by the parsing and training task (server-side task), which outputs data rows and index status (parsed, indexing, indexed). The unified glossary and parallel drafts are then completed by retrieval and subsequent processing.
| Object | Check | Verification action |
|---|---|---|
| Pre-departure training courseware | The same term is consistent throughout, and the translated name can refer back to the source text; the course module names, terminology wording, and version dates of the courseware and the parallel draft match | Check whether terms are split across chunks after chunking by chunkSize and chunkSplitter, sample three terms to check whether their wording is consistent throughout, and check the courseware version against the parallel draft version date |
| Safety reminder checklist | The name, quantity, and date of the same record do not match between the two materials; signature or receipt is missing | Check whether the risk item names, quantities, and dates in the checklist entries and the accommodation contact sheet are consistent, check whether the signature and receipt fields are complete, and confirm that the processing mode corresponding to trainingType matches the checklist structure |
| Accommodation contact sheet | The name, quantity, and date of the same record do not match between the two materials; versions are not synchronized; signature or receipt is missing | Check the file records and data rows separately, confirm that the accommodation name, check-in date, and contact person fields are consistent between the two materials, check the signature and receipt, and check whether the data row status is parsed, indexing, or indexed |
Three common errors
- Symptom: The name, quantity, and date of the same accommodation record do not match between the courseware and the contact sheet. Cause: The two materials are updated separately, and terminology and fields are not unified to refer back to the source text.
- Symptom: The safety reminder checklist and the accommodation contact sheet versions are not synchronized, and old entries are still referenced. Cause: Revisions are not bound to the same batch, and version dates are not synchronized with the materials.
- Symptom: The accommodation contact sheet lacks a signature or receipt, and the record cannot be confirmed. Cause: The fields are not included in parsing and chunking, and the signature and receipt are not verified as required fields.
How to verify the setup
This function's acceptance: upload one material and observe the data row status transitions and the coverage scope of the rebuild task.
Business test: sample three terms to check whether their wording is consistent throughout.
- Open the data row to check whether the status is parsed, indexing, or indexed, and confirm that the interface display is consistent with the status.
- Check the file records and data rows separately, and confirm that the rebuild task only covers data rows whose indexing has been completed.