Monthly Archives: June 2017

How to dispose of digital materials

Leading up to the release of the LCC Information Disposal Guide, a series of articles about the disposal of documents and data at LCC was included in The Star newsletter. This is Part 3 of the series.

In Part 1 of this article series, there were two questions presented that need to be answered before disposing of materials: “Can the materials be disposed of yet?” and “Do the records contain private or confidential information?” In Part 2 of this article series, we reviewed the three options for disposing of paper materials: shred, recycle or toss.

For the disposal of digital or magnetic media, the two questions from Part 1 still need to be answered, but the disposal process will be different from that of paper materials.

There are two components to digital or magnetic media: the digital component (the file/data) and the physical component (the container).

Digital Component

Individual files and folders on hard drives and USB devices can be “shredded” using Spirion (formerly Identity Finder). The Spirion/Identity Finder software provides a better option than simply clicking delete because it uses multiple levels of deletion so that files cannot be recovered.

Use the following steps to “shred” digital materials when they’re eligible for disposal:

  1. Open Spirion/Identity Finder – click Start, then All Programs. If it doesn’t show up in the menu, search for it using the search box at the bottom of the start menu.
  2. Click the Tools tab (along the top).
  3. Click File Shredder.
  4. Add the files you want to “shred” and then click Shred.

NOTE: It is also important that these steps are followed before any device is reused.

Physical Component

Disposing of physical media such as USB devices, CD/DVD discs or floppy disks can be done by using one of the suggested options below. For large quantities, there is also the option of having your Divisional Operations (Div Ops) personnel complete an online work request (through FAMIS) to have the materials picked up by Moving Services in the Physical Plant.

  1. USB Devices:
    The memory chip inside the device needs to be damaged beyond repair, which means breaking the device.

    • Use pliers or scissors to crack the casing of the device open and then crush or cut the memory chip.
    • Use a hammer to crack the device and the memory chip, or for less mess and more accuracy, use a hammer to drive a nail through the device.
    • Place the device under the leg of an office chair and sit down … hard.
  2. CD/DVD Discs:
    The label of the disc, the side where the data is recorded, needs to be scratched or damaged enough to make it unreadable. Some paper shredders are capable of destroying discs, but if that’s not an option there are other ways to damage discs.

    • Scratch the writing surface with sandpaper, scissors, a screwdriver or by using your foot to rub it across the pavement.
    • Break or cut the disc in half with scissors. (Be careful as this might create sharp edges or disc shards).
  3. Floppy Disks:
    The film within the floppy disk needs to be destroyed in order to ensure the materials can’t be reproduced.

    • Open the metal slider, pull out the film and then cut it. If the film won’t pull out of the opening, remove the slider and crack the case open to remove and then cut the film.

Whenever possible, delete the digital materials from the disc or device before disposing of the physical component. This will provide the necessary assurance the materials are declassified and destroyed beyond recognition and reconstruction in compliance with LCC’s Information Security Policy.

And Now …

The official LCC Information Disposal Guide is available for your use. It includes the information shared in all three articles that appeared in The Star Newsletter along with additional details in each section. For questions about the disposal guide or other records topics, please contact Linnea Knapp, LCC’s Records Information Specialist at knappl1@lcc.edu.

Commons shortening hours for remainder of summer

The Commons is cutting back hours to better reflect summer usage patterns. The new hours are:

  • Grand Avenue Market: 11 a.m.-2 p.m. Monday-Thursday, closed Friday
  • Subway: 10 a.m.-2 p.m. Monday-Thursday, closed Friday

Einstein Bros Bagels and Pizza Hut Express remain closed until Aug. 23.

Grand Avenue Market’s employee discount also will not be available during the summer, but will begin again in the fall.

Three things to know about LCC’s ombudsman

1. LCC’s ombudsman serves as an advocate for students, helping them navigate non-academic processes and assisting them in identifying appropriate departments or programs to address their academic issues or concerns.

2. Additionally, the ombudsman serves as an “agent for change,” recommending improvements to rules, policies and procedures that are unclear or inequitable.

3. The ombudsman is a function of Student Life, and the current ombudsman is Student Life coordinator Patti Ayers.

College hires new Dean of Student Affairs

A note from Dr. Richard Prystowsky:
We have concluded the search process for the Dean of Student Affairs position. We are pleased to announce Dr. Chris Lewis will be the next Dean of Student Affairs at LCC. He will begin his appointment at the college July 31.

Dr. Lewis brings to us a wealth of experience, expertise and accolades. Most recently, at the Western Michigan University Thomas M. Cooley Law School, he served as the Director of Enrollment Programs and Student Services and the Associate Director of Admissions. Prior to that appointment, he was the Chief Student Affairs Officer/Assistant Campus Dean for Student Services at the University of Wisconsin, Manitowoc, where he was also an adjunct faculty member in business. Among others of his previous positions, he has worked as the Student Services Coordinator in the College of Health Professions at Grand Valley State University, where he was also an adjunct faculty member teaching freshman studies, and he was the College & Career Center Coordinator for Owosso Public Schools.

Dr. Lewis has long been active in the National Association of Student Personnel Administrators (NASPA) organization; currently, he serves on its Regional Board. He also has given a number of professional presentations and has led a number of professional trainings.

Among his honors, in 2014, Dr. Lewis was given the Cooley Law School Student Bar Association Faculty Advisor of the Year award; previously, he received a NASPA Distinguished Service to the Profession Award.

Please join me in welcoming Dr. Lewis to the LCC family. We look forward to his contributing to LCC’s ongoing work in helping all of our students succeed.

With all best wishes,
Dr. Richard J. Prystowsky
Provost/Senior Vice President of Academic and Student Affairs

College seeking parking and campus guides for Welcome Week

Help give our students a great start to the semester by volunteering your time at the Downtown Campus during Welcome Week Aug. 24-31.

Interested? Here’s your next steps:

1. Check the schedule of available time slots at O:\Interdivisional\LCC-Welcome-Week. Based on your feedback, we decreased the length of time for each shift this year.

2. Check with your supervisor to be sure you can be gone from your regular work station at that time.

3. Email WelcomeWeek@lcc.edu by Wednesday, Aug. 16 with:

  • Your name
  • Your department
  • Your preferred dates and times
  • Your T-shirt size. Every volunteer will receive one T-shirt per day of volunteering.
  1. Attend a volunteer training in the Administration Building Boardroom to get orientated to student needs and wayfinding changes at the college. Available times include:
  • 9-10 a.m. Tuesday, Aug. 15
  • 1-2 p.m. Thursday, Aug. 17
  • 3-4 p.m. Tuesday, Aug. 22
  1. Show up with a smiling face to get our students ready for success this fall!

    Not on the Downtown Campus but interested in helping? Contact:

Follow along with the action on social media at #LCCWelcomeWeek. And be sure to thank the LCC Foundation Board and donors for their generous support of the festivities.

Board of Trustees approves fiscal year 2018 budget

The Board of Trustees unanimously approved the college’s fiscal year 2018 budget during its June 19 meeting.

The budget includes a $4 tuition increase for in-district students, bringing the in-district rate to $103, below the state’s community college average. The 4 percent increase translates to a $8, $12 and $13 increase for in-state, out-of-state and international students, respectively. The budget also includes an assumed 6 percent drop in enrollment.

Total revenues are expected to exceed $126 million, including a 0.7 percent increase in state appropriations and a 4.5 percent increase in general property tax revenue. Salaries and benefits are estimated to comprise 67.9 percent of all General Fund expenses and transfers, up from 67.2 percent in FY2017. The budget also includes $1.5 million for Board of Trustees, honors, divisional, athletic and other scholarships as well as $289,000 in child care scholarships.

During the meeting, the Board also held a special recognition for the Stars baseball and softball teams, both of which qualified for the NJCAA Division II World Series this year. The baseball team finished third, while the softball team finished seventh in their second consecutive World Series appearance. The entire baseball team came with their families, and while many softball players live further away and were unable to attend, they will have an end-of-the-year banquet soon.

In addition, MEA Uniserv Director Gezelle Oliver updated trustees on negotiations between the Health Care Task Force (HCTF) and the administration to help contain rising health care costs for employees. Currently, the college follows the state legislated hard cap, which establishes a maximum dollar amount the college pays – $6,344.80 for single-person coverage, $13,268.93 for two-person coverage and $17,304.02 for family coverage. The college is legally allowed to pay as much as 80 percent of employee health care costs, and while Oliver said the labor members of HCTF are not asking for that much, they are asking for increased contributions from the college.

The Board also approved:

  • A $98,020 increase in the Lansing Electrical Joint Apprenticeship & Training Trust blanket purchase order for courses to support training needs, special projects and the Electrical Apprenticeship program.
  • A $216,434 contract with Cisco for hardware and software to maintain the college’s information technology telecommunication infrastructure.
  • A $144,900 contract with Laux Construction, LLC to pay for labor, equipment and materials for the site concrete and associated lighting electrical work at the Gannon clock tower project.
  • A $763,125, three-year lease agreement with Howell Public Schools for the Livingston County Center at Parker Middle School.
  • A total of $280,000 in one-year contracts with NCS Pearson Incorporated and McGraw Hill to procure textbooks and supplemental class materials for CHEM 151, CHEM 152, MATH 107, MATH 109 and MATH 112.
  • A $225,000, three-year agreement with Baker Tilly Virchow Krause, LLP to provide internal auditing services.
  • A $435,000, three-year contract with Adams Outdoor Advertising for outdoor billboard advertising

The Board of Trustees is next scheduled to meet 6 p.m. Sept. 18 in the Administration Building Boardroom. Everyone is welcome to attend.

Timesheet instructions for July 7 pay date

Due to the shortened timeframe for processing the July 7 pay, Payroll made the following changes to the normal processing schedule.

Hours submitted for the June 18-July 1 pay period for the July 7 pay date (BW14):

  • Timesheets are due 11 a.m. Wednesday, June 28 with PROJECTED HOURS for Thursday, June 29, Friday, June 30, and Saturday, July 1.
  • Please note timesheet entry capability will not be available after 11 a.m. It is important all employees and timekeepers have time entered.
  • Timesheet approvals need to be completed by 9 a.m. Thursday, June 29.
  • Timesheet adjustments need to be completed no later than 9 a.m. Friday, June 30.

Questions can be directed to our Payroll Department at FS-Payroll@lcc.edu or x1799.

How to dispose of paper materials

Leading up to the release of the LCC Information Disposal Guide, a series of articles about the disposal of documents and data at LCC will be included in The Star newsletter. This is Part 2 of the series.

In Part 1 of this article series, there were two questions presented that need to be answered before disposing of materials: “Can the materials be disposed of yet?” and “Do the records contain private or confidential information?”

If you answered those questions and your materials can be disposed of there are three options for paper materials: shred, recycle or toss.

1) Shred

If the materials DO contain private or confidential information, they need to be shredded.

Shredding at LCC
Materials can be shredded in-house with the appropriate type of shredder or sent to LCC’s contracted vendor for off-site, secure shredding.

  1. In-House:
    • Always use a cross-cut shredder to shred sensitive materials. Straight cut shredders do not meet the security requirements of LCC’s Information Security Policy.
    • Once sufficiently shredded, the materials can be recycled.
  2. Vendor:
    • LCC’s contracted vendor for shredding is Rapid Shred. Shredding by this vendor is coordinated through Moving Services in Physical Plant.
    • Materials to be shredded should be placed in boxes. Once a couple of boxes have accumulated, have your Divisional Operations (Div Ops) personnel complete an online work request (through FAMIS) to have them picked up by Moving Services. Directions for completing the request can be found on the Administrative Services Physical Plant website. Moving Services will schedule a pickup with Rapid Shred.
    • There are also eight locked bins in various locations on the Downtown Campus and West Campus. These bins have a slot in the top to drop materials through. When bins are full, Moving Services is alerted and Rapid Shred is called to schedule a pickup.
      NOTE: The cost of using the locked bins is substantially more than the cost of shredding boxed materials, so be mindful of costs when deciding which option to use.

2) Recycle

If the materials DO NOT contain private or confidential information, they are considered public records and can be recycled.

Recycling at LCC
LCC has a contract with Granger for recycling services. There are blue recycling bins located in almost every office suite on campus. The custodial staff collects the materials from these bins and moves them to the large containers outside.

NOTE: The recycling process is not secure so it should not be used for any materials with sensitive information.

Paper recycling guidelines

INCLUDE: DO NOT INCLUDE:
Letterhead Copier paper wrappers (ream wrappers)
Legal pad paper (all colors) Colored folders
Computer paper Magazines
Fax paper (“shiny” too) Newspaper
Manila file folders Boxboard
Carbonless business forms Cardboard
Envelopes (no brown or orange) Manila, brown or orange envelopes
Index cards Self-adhesive envelopes
Phone messages Self-adhesive notes
Scratch paper Carbon paper
Printed or unprinted ledger paper Books
White or colored ledger paper Glue bindings
STAPLES ARE OK Paper clips & metal fasteners
  Rubber bands
  Paper towel, napkins & tissue
  Food wrappers
  Trash & food waste

For additional information about recycling guidelines at LCC, including how to recycle Styrofoam packaging materials and batteries, contact the head custodian at x1808.

3) Toss

If the materials DO NOT contain private or confidential information, but cannot be recycled, the other option is to simply throw them away. For large amounts of materials, please have your DivOps personnel complete an online work request (through FAMIS) to have them picked up by Moving Services in Physical Plant.

When in Doubt … Shred

If you’re not sure if the information in your materials is private or confidential, but you know that it is eligible for disposal, it’s better to be safe than sorry.

If you have further questions about disposing of paper materials, please contact Linnea Knapp, LCC’s Records Information Specialist, at knappl1@lcc.edu.

Now that you know how to dispose of paper materials, how do we dispose of digital materials?

Next Time …
Part 3 – How to Dispose of Digital Materials and the release of the full LCC Information Disposal Guide.