Monthly Archives: April 2020

Breakout sessions available within WebEx Trainings in D2L courses

Instructors have two options to choose from when setting up a WebEx session for their D2L courses: WebEx Meetings and WebEx Trainings. Most WebEx sessions up to this point have utilized WebEx Meetings. Now, instructors can also utilize WebEx Trainings.

WebEx Trainings offer all of the features found in WebEx Meetings, but also include enhanced engagement and management features, such as Breakout Sessions to facilitate small group discussions. Learn how to use them with these step-by-step instructions from eLearning.

Click here to learn how to put your students in Breakout Sessions within WebEx.

President Knight updates Academic Senate on college’s coronavirus plans

President Brent Knight spent nearly an hour updating senators about the college’s COVID-19 response and taking their questions during the Academic Senate’s April 10 meeting.
 
Knight told senators the college will only be offering online courses during the summer, although instruction will be offered in both synchronous and asynchronous formats. The synchronous format, with a set date and time for meetings, will hopefully provide students who want it a better sense of being in a face-to-face course with live instruction. The college has not yet made a decision about what course format(s) will be offered in the fall. Knight noted that the pandemic situation continues to change daily, and the college is following the best public health advice available as well as talking with program areas in making decisions about fall.
 
In addition, Knight stated he expects state funding to the college will be considerably less in the coming months. Although optimistic about summer enrollment, he said he was more pessimistic about the number of students in the fall. Further, he expects that circumstances will be especially difficult at LCC in the coming months.
 
In addition to talking with President Knight, senators asked Provost Sally Welch questions about grading options for the spring semester. She said that while the grading deadlines cannot be extended, there are other options that can be used to help students. She also answered questions about the new pass/fail grading option available to students for the spring semester. Extensive FAQs about that option are available on the college’s coronavirus and academic advising webpages.
 
Further, Director of information Security Paul Schwartz spoke to senators about the recent phenomenon of “Zoom-bombing,” and security difficulties with Zoom in general. He said Zoom does not use true end-to-end encryption, allowing it to decrypt sessions for marketing, law enforcement or other purposes. Zoom also misconfigured its cloud storage, allowing the public to view private sessions. Additionally, Zoom’s privacy policy allows it to share users’ information. The college has a contract with Cisco’s WebEx, which provides better security.
 
Finally, senators approved course proposals and revisions already reviewed by the Curriculum Committee, including:

  • Discontinuation of the standalone Professional Fitness Leader degree and the Neurodiagnostic Technology Certificate of Achievement. PFL is now offered as a track within kinesiology
  • Course revisions to CITN 225: Routing & Switching Essentials and CITN 240: Scaling Networks

These changes now go to the provost for approval.
 
The Academic Senate will next meet 9-11 a.m. Friday, April 24.

Placement tests now available virtually

Students are now able to take Accuplacer placement tests virtually with an LCC Testing Services proctor! Testing Services will begin administering placement tests using WebEx for any students who have not been able to waive tests or who want to try to raise existing placement levels. Learn more online about options to waive placement tests and how to schedule placement tests virtually via Webex.  

Withdrawal deadline extended to May 9

Students will be able to withdraw from classes until May 9, two days before the end of the spring semester. This applies to students in full-term, 12B, 14-week, 15-week and second-half 8-week courses.

Students can complete the withdrawal process in Banner Self-Service.

Please note, we are not encouraging students to withdraw from their classes. We believe most students will be best served by finishing the semester as usual and then taking the numeric grade or using the pass/fail grading option, or by requesting an incomplete. However, we want to offer students as much flexibility as possible during this upheaval. Please contact the Registrar’s Office at registrar@star.lcc.edu with any questions. 

Library offers free music streaming resources

LCC students, staff and faculty looking for ways to relax or enjoy some new music should check out the FREE music resources the Library has to offer!

We have two impressive database subscriptions for hours of listening entertainment:

  • Music Online Listening – Streaming audio collection of more than 10 million tracks across classical, jazz, world, American and popular genres.
  • Naxos – Streaming audio collection of more than 1 million tracks with a strong focus on classical genres. Includes CD booklets, a glossary, a pronunciation guide, opera libretti and more.

Records retention and storage tips for LCC

Two questions record managers hear quite often are “How long do I need to keep my documents?” and “How should I store my documents?” To continue the celebration of National RIM Month, today’s RIM article will provide some basic information and best practices to help you answer those questions.
 
How long do I need to keep my documents?
The quick (but not very helpful) answer is “it depends.”
 
Records retention is the length of time required for keeping documents, records, data and other information resources to ensure they support business functions for as long as needed. Each record or document has a different retention need, and some records need to be retained past their active support of business functions to support good recordkeeping practices or to meet legal or regulatory retention requirements. Some records also have long-term or enduring historical value and are expected to be retained indefinitely.
 
This can be confusing, but the answers to your retention questions can be found in LCC’s Retention Schedules, which are housed on the O:\ drive (O:\Interdivisional\LCC-Records_Management_and_College_Archives\Records Retention Schedules). These Retention Schedules are state-approved documents that identify how long records must be kept, when they may be destroyed, and which records should be sent to the LCC Archives for permanent preservation.
 
More information about retention and the Retention Schedules can be found in the Records Retention article and RIM FAQs article, both in 5Star.
 
How should I store my documents?
We have a responsibility to properly manage the records in our departments. For electronic records, this includes maintaining a structured folder system and file naming standards. For physical records, this includes storing them in proper containers, in the proper environment and with proper security measures.
 
Physical Records
Even though we’re not on campus right now, it’s good to be aware of the guidelines and best practices in place at LCC for records storage so we’ll be ready when we’re back in our offices. The LCC Paper Records Storage Guidelines document (available on the O:\ drive at O:\Interdivisional\LCC-Records_Management_and_College_Archives) provides “do’s” and “don’ts” for storing physical records, including:

  • Records should be stored in containers designed for records storage purposes, such as filing cabinets or records boxes.
  • Records should be arranged in a manner that allows for easy retrieval and disposal.
  • Know who has access to the records storage space and restrict access as necessary.
  • Avoid the storage or consumption of food near records storage areas.
  • Prolonged exposure to extreme heat or cold or excessive temperature variations should be avoided.

Electronic Records
This “stay-at-home” time might provide a good opportunity for some of us to clean up our space on the H:\ drive or the shared drives and adjust how we store our electronic records. Some good tips to start with include:

  • As much as possible, organize your folder structure areas according to your core (or main) activities (e.g. Project names; Report names).
  • Incorporate into your folder structure a way to facilitate the regular purging of files. This may mean including specific years (e.g. FY18) and/or events (e.g. FY19Complete; 2018Superseded).
  • Document your file structure in a simple file plan that includes the hierarchical structure of your folders and a short but clear description of what’s held in each folder.

If you’re interested in taking on the project of organizing your electronic records, contact Records Information Specialist Linnea Knapp at LCC-RIM@lcc.edu for more detailed guidance. You can also contact Linnea if you can’t find what you’re looking for in the Retention Schedules or the LCC Paper Records Storage Guidelines, or with general questions about Records & Information Management at LCC.

What about benefits? Mindful Stress Management: In the Workplace and Beyond

LCC offers an array of benefits to employees, but understanding those benefits can be confusing. Each week, Human Resources hopes to explain the many facets of our LCC benefits. This week: LCC’s Employee Assistance Program (EAP), administered by FEI, offers great resources during this time of stress and uncertainty.

FEI is offering a free webinar at noon April 15 about “Mindful Stress Management: In the Workplace and Beyond.” In this webinar, you will learn how to recognize internal and external stressors and develop new strategies for responding to them effectively and mindfully.

Register online, or check out this flyer for more information. In addition, visit FEI’s website and enter the username “lcc” for many more helpful resources.

Please contact Mara Fisher at perrym16@lcc.edu with any questions.

A round of Applause! for PC Technicians and Barb Line, Martha Anderson and Amber Samuel

This week, we’re applauding the PC Technicians.

“PC Techs managed to move an astounding amount of equipment all over campus as we cleared out all of our computers for the TLC renovation,” Joe Welbes wrote in the award. “Your clear, constant communication and hard work was appreciated so much!”

Applause also goes to Barb Line, Martha Anderson and Amber Samuel.

“A few weeks ago, Barb, Martha and Amber sprang into action to help a student with disabilities to successfully complete an Anatomy and Physiology test,” Andy George wrote in the award. “The student in question is a wheelchair user, and relies on the elevator at Parker Middle School (to which the Livingston Center is attached) to get to and from her class on the second floor. This particular day, test day, the elevator was suddenly and unexpectedly out of order. The student was required as part of her test to identify bones and bone markings on models that were set up in class. The team out at the Livingston Center immediately started working toward a solution. Martha secured another room in which the student and I could work. Barb went and took pictures of the various stations students were being tested on, and we used a projector to blow these up. Amber (the instructor of the course) brought down models from the classroom when our student needed more information than the picture could provide. Through their efforts, this student was able to have a successful testing experience. I also appreciate Barb coordinating with Howell Public Schools staff (who maintain the facility) to ensure that the elevator was quickly repaired.”

This regular “Applause!” column features the good work you and your colleagues do around the college. It’s powered by Applause! Awards, an LCC-wide program designed to recognize you for providing excellent customer service. Know someone who deserves to be featured here? All awards are given by employees, to employees, and everyone is eligible.