[Ucwsfiscal] FW: Meeting Summary for UCPath Focus Group Question/Discussion Session 2

Tue Apr 15 16:25:23 PDT 2025

Good afternoon,

Thank you again for another productive discussion. The meeting recap is below, and the meeting recording is saved here<https://ucla.box.com/s/84ibyo27pulka5ywq38apz18vvws6wrp>.

Once again, I will be on vacation (back 4/23). If you need anything please contact Arvin, atumonong at ucmerced.edu.

Thank you,
Jodie

[cid:image001.png at 01DBAE22.FBF2DC40]
JODIE LINGENFELTER

FUNDS MANAGEMENT OFFICER
OFFICE OF FINANCIAL AID & SCHOLARSHIPS

5200 Lake Road | Merced, California 95343
financialaid.ucmerced.edu/ | 209.228.2393

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Sent: Tuesday, April 15, 2025 3:52 PM
To: Jodie Lingenfelter <jlingenfelter at ucmerced.edu>
Subject: Meeting Summary for UCPath Focus Group Question/Discussion Session 2

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Meeting summary for UCPath Focus Group Question/Discussion Session 2 (04/15/2025)
Quick recap
Shailvi presented an updated design for handling negative balances and award amounts in work study transactions, and discussed the cancellation of negative balances and the warning system for users. The team also discussed the process of handling negative balances in the work study award table, the process of transferring funds to a new department, and the cancellation of transactions due to negative balances. Lastly, the group discussed the scheduling and purpose of their meetings, and the functionality of the reapply option, particularly its effect on award balances.
Next steps
• Shailvi to update the slide to include "Because the balance was negative" in the cancellation message for Sct batch processing.
• Shailvi to update the warning message to include "apply, reapply, and leave as is" options for negative balance scenarios.
• Shailvi to send the presentation slides to the group after the meeting.
• Jodie to save the meeting recording to Box and send out the link.
• Jodie to add Nico to the listserv and grant him access to the relevant Box folder.
• Nico to meet with the Berkeley Financial Aid team to discuss the proposed changes and provide feedback.
• Nico to update the on-hold log for the two Jiras that were going to be closed.
• Shailvi and team to wait for Nico's feedback before finalizing the requirements for the May sprint.
Summary
SCT Changes for Work Study
Shailvi and Jodie greet each other and discuss their respective time zones, with Shailvi being in Chicago and working until 6 PM. Jodie starts the meeting, and Shailvi begins to present on SCT changes for work study negative balances. Shailvi mentions receiving a confirmation about reapplying the previous day, but the discussion is cut off before further details are provided.
Work Study Transaction Design Update
Shailvi presented an updated design for handling negative balances and award amounts in work study transactions. The design includes specific rules for each transaction type, such as removing work study, applying, reapplying, and leaving as is. For negative balances, transactions will be cancelled by the SCT batch, and no changes will be made to the work study balance or labor ledger. For positive balances, transactions will proceed as usual. Steve confirmed his understanding of the rules, noting that the same rules apply regardless of the award amount if the award balance is negative.
Negative Balance Cancellation and Warning System
Steve and Shailvi discussed the cancellation of negative balances and the warning system for users. Steve expressed concerns about the leave as is feature, suggesting it should not be allowed when the balance is negative. Shailvi agreed to consider this change. Daniel raised a question about transferring costs between different account charge strings, which Shailvi explained would require removing and reapplying. Steve confirmed that he wanted the leave as is feature not to be allowed, but San Diego wanted to keep it. The final consensus on this was not reached in the meeting.
Handling Negative Balances in Work Study
Steve, Magdalena, and Shailvi discussed the process of handling negative balances in the work study award table. They considered the possibility of leaving the system as is, but expressed concerns about potential syncing issues. Steve suggested removing the negative balance to get it back to zero and then reapplying if a charge string change was needed. Shailvi demonstrated an example of leaving the system as is, which did not affect the work study balance. The team agreed to further test the process, particularly in cases where the sum of total earnings is negative.
Transferring Funds to New Department
In the meeting, Shailvi, Steve, Joe, and Sergio discussed the process of transferring funds to a new department. They agreed that the new department should be used for all transfers, even if it results in a negative balance. They also discussed the importance of fixing negative balances before making any changes to the department. Shailvi clarified that the amount of earnings credited would depend on the amount of the transfer, and it might not bring the balance to zero or positive. Joe and Shashank confirmed that if the sum of all earnings is negative, the remote work study will not update the balance.
Negative Balance Transaction Cancellation Changes
In the meeting, Shailvi led a discussion about the cancellation of transactions due to negative balances. Joe suggested that the reason for cancellation should be clearly stated in error messages to prevent confusion. The team agreed to update the system to display a warning when a transaction with a negative balance is selected. They also discussed the need for users to be able to update the balance before a transaction is carried out. The team decided to implement these changes to prevent cancellations and give users more control over their transactions.
SCT Batch Work Study Scenarios
Shailvi presents examples of how the SCT batch will handle different work study scenarios, including reapply, apply, and remove work study. Nico, who joined late, raises concerns about not allowing "leave as is" and "reapply" options when there's a negative balance. Shailvi explains that reapply is complex and doesn't entertain negative balances. Nico requests time to review the proposal offline and provide feedback by the end of the week. The team agrees to follow up on these concerns before finalizing the development plans for the May sprint.
Shailvi's Presentation and Group Communication
In the meeting, Shailvi presented a detailed presentation and shared the slides with the group. Jodie confirmed that she would save the recording and send the link to the group. Shailvi also agreed to send the presentation link to the whole group. Jodie mentioned that Arvin would be available to approve requests during her vacation. Shailvi requested Arvin's email ID, which Jodie provided. Nico requested to be included in the communications list, and Jodie agreed to add him.
Meeting Scheduling and Reapply Option
The group discusses the scheduling and purpose of their meetings, with Jodie explaining that they have a monthly system-wide call on the first Thursday of each month. Nico raises concerns about potential conflicts with other meetings. Shailvi requests earlier feedback from Nico on a Jira issue for May, as they are running late. Nico explains that he has scheduled a meeting with the financial aid team to discuss the matter and mentions that some previously closable items now need to remain open due to changes in the reapply option. The group then debates the functionality of the reapply option, particularly its effect on award balances, with Nico and Srinivas providing clarification.
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