G Suite Tip – Accessing your archived emails after the transition to G Suite

Wouldn’t it be great if you had access to all of your emails, all of the time? How about if they didn’t automatically delete after 6 months? If you’re thinking “YES!” then you’re going to love Gmail.

After the switch to Gmail, you will no longer need to navigate away from your inbox to find old mail. Unless deleted, your mail will remain in Gmail indefinitely. As a best practice, we recommend labeling the mail you want to hang on to, and using the “archive” button. Once archived, your mail will always be available from the “All Mail” folder, or by simply using the search box at the top of your Gmail inbox.

To test this feature out, try logging in to the “pilot” environment to familiarize yourself with the features and layout of Gmail.

“What’s going to happen to our old email in Retain?”

Retain will be available after we migrate to G Suite. This means that up to the day Gmail officially goes live, emails and calendar items will be backed up in Retain and held in the archival system for you to access, if necessary.

For more tips on managing your inbox, see the G Suite Learning Center’s guide on organizing your inbox.

The IT Support Desk has also compiled a handful of tips regarding the transition to Gmail. If you ever feel stuck, take a look in our knowledge base over at the online Support Desk – we have a section dedicated to G Suite related topics.

If you have difficulties logging into your pilot account, please contact the GRCC IT Support Desk at (616) 234-4357.

Disclaimer:

The G Suite Pilot accounts are only for testing and training purposes. Any content migrated from GroupWise to pilot for testing and training purposes will not be moved to the production G Suite environment.

Important Notice: dental/vision reimbursement program transition to a calendar year

At our last healthcare consortium meeting, we all agreed that we should switch our dental/vision reimbursement program from a fiscal year to a calendar year basis.  (Thank you to our health care consortium members who have asked good questions and provided us input on our benefit programs!)

Switching to a calendar year makes the most sense… this will be consistent with our health plan and it will be much easier for those employees who have flexible spending accounts to coordinate in a calendar year!

To make the transition between fiscal year to calendar year for a January 1, 2020 implementation, we have approval to move in the following direction:

Benefit-eligible employees… Reimbursement available: Notes:
Start date prior to 7/1/2019

OR start date between 7/1/2019 and 11/30/2019

Note: Start date of 12/1/2019 allows benefits to begin on 1/1/2020.

$3,750 Six month and twelve month allocation. This amount would be available 7/1/2019 through 12/31/2020.
Start date on or after 12/1/2019 $2,500 “Regular” twelve month allocation. This amount will be available through 12/31/2020.
All eligible employees….as of 1/1/2021…. $2,500 … and each calendar year thereafter. (unless changed in collective bargaining agreements or handbook)

All union leaders have signed off on an MOU for this switch to a calendar year. The company we use, ASR, is prepared for our transition plan.

The Human Resources website has been updated to include information about the dental/vision reimbursement program as well as this transition.

Marty DeVries and Cathy (with the help of Media department) created a video to help explain the changes:

If you would like to attend a short information session to ask Q&A’s, please attend any of the following:

  • Tuesday, April 16, 10-10:45 a.m. – SCC 234 Multipurpose Room
  • Monday, April 22, 2-2:45 p.m. – ATC 168 Auditorium

If you have any questions about the transition to a calendar year or our dental/vision reimbursement program, please give us a call:

  • Maria Belmares-Herrera, (616) 234-4052
  • Debra Davis, (616) 234-4175
  • Cathy Kubiak, (616) 234-3971

Apply now for the Van & Marinus Swets Travel Award Opportunity for GRCC Employees (non student employees)

DEADLINE: Thursday, April 18, 2019

This travel award is for fun, enjoyment, and relaxation. It is not intended to supplement any faculty, staff, or administrator’s professional development travel funds. A cash award of up to $400 will be given to any full or part-time GRCC employee who completes the following requirements and has his or her essay judged the best to fulfill the employee’s intention to relax, enjoy and have fun.

Requirements:

  • Submit an essay (500 words or less) telling how you intend to use the cash award for fun, enjoyment, relaxation. The more unusual, the better!
  • Essays will not be judged on spelling, writing style, organization, usage, or grammar. They will be judged on creativity.

Steps for turning in your application for the Van Marinus Swets Travel Award:

  1. Do not put your name on the essay.
  2. Write your GRCC employee ID number in the upper right corner of the first page of your essay.
  3. Attach an envelope to your essay containing the following:
  4. On the outside of the envelope, write your GRCC employee ID number.
  5. Inside the sealed envelope, place your business card or contact information.
  6. Send you application to Mary Reed in the GRCC Foundation Office.
  7. Submit your application by 5:00 p.m. on Thursday, April 18.

All award winners will be notified by Wednesday, April 24.

For more information, contact Mary Reed at (616) 234-3930 or mreed@grcc.edu.

G Suite Transition: viewing a co-worker’s calendar

In GroupWise, viewing a specific coworker’s calendar is helpful when scheduling meetings or staffing. This can be done easily in Google Calendar, and most importantly, Google allows for custom color coding!

The simplest way to view someone’s availability in Google Calendar is to type their name into the “Add Calendar” area in the left menu above your calendars. This will add their calendar to your list of “other calendars” and allow you to see if they are free or busy.

The level of detail for what you will see when viewing someone’s calendar depends on the settings they have set for that particular calendar. The settings for your personal/default calendar are found under Access Permissions. The “Make available to public” option would make your calendar accessible to any user of Gmail. You will most likely want to avoid this option!

When selecting “Make available for Grand Rapids Community College,” you can choose between:

  • See only free/busy (hide details)
  • See all event details
  • Make changes to events
  • Make changes and manage sharing

This is up to your own discretion, and should be decided upon by the level of detail added in your calendar events. We advise that you only share your default calendar with select individuals or groups, under “Share with specific people.”

It is important to update your personal calendar with the details of when you’ll be out. Google Calendar has an Out of Office option when creating events, which will warn others that you’re not available if they try and invite you to an event during that time. Populating your default calendar will also allow your colleagues to busy search you, so don’t forget to keep this up to date!

Please Note: The G Suite pilot account is only for testing and training purposes. Any content migrated from GroupWise to pilot will not be automatically moved to the production G Suite environment.

If you have any questions about how to do a specific task or function in G Suite, contact our Google Guides by emailing GoogleGuides@grcc.edu or contact one of our Google Guides directly!

If you have difficulties logging into your account, please contact the GRCC IT Support Desk at (616) 234-4357.

Don’t forget: food and fun at the Ford Fieldhouse today during March Madness

NCAA March Madness logo

Between noon-2 p.m. today, March 22, our friends at the Ford Fieldhouse are offering a tasty deal for March Madness:

  • CAMPUS COMBO: hot dog, popcorn, and large pop for only $2.00

Basketball bonus – In Room 212, there will be big screens playing live NCAA basketball games!

Come during your lunch time to enjoy this engagement opportunity for the GRCC family!

Questions? Contact Angela (angelasalinas@grcc.edu) or Sue (sgoeman@grcc.edu)

A photo of the interior mural walls in the new Ford Fieldhouse.

Upcoming professional development opportunities

There’s a seat with your name on it in any of these upcoming staff development sessions:

  • Friday, March 22 – Label Reading, noon-1 p.m.
  • Tuesday, March 26 – StrengthsFinder, 10 a.m.-noon
  • Friday, March 29 – Fitness can be N.E.A.T., noon-1 p.m.
  • Wednesday, April 10 – Coaching Skills for Managers, 1-3 p.m.
  • Wednesday, April 17 – GRCC Purchasing Policy, 1-2:30 p.m.
  • Friday, April 19 – Game Play: Active as a Family, noon-1 p.m.
  • Wednesday, May 15 – Non-Verbal Communication, 1- p.m.
  • Friday, May 17 – Living a Healthy Lifestyle, noon-1 p.m.

Also – Learn how to update a webpage with Drupal Training! Available:

  • Thursday, March 28, 10:30-11:30 a.m.
  • Thursday, April 25, 10:30-11:30 a.m.
  • Thursday, May 30, 10:30-11:30 a.m.

More Information about these interesting sessions can be found on the Professional Development page.

And there is LOTS of Google going on – get ready! The Gmail/Google Calendar transition is only six weeks away!

Visit Google for GRCC to sign up for upcoming GMail/Google Calendar training.

Questions? Contact Angela (angelasalinas@grcc.edu).

Head to the Ford Fieldhouse this Friday for March Madness fun

NCAA March Madness logo

Between 12-2 p.m. our Fieldhouse friends are offering a tasty deal for you:

  • CAMPUS COMBO: hot dog, popcorn, and large pop for only $2.00

In Room 212, there will be big screens playing live NCAA basketball games!

Come during your lunch time to enjoy this engagement opportunity for the GRCC family!

Questions? Contact Angela (angelasalinas@grcc.edu) or Sue (sgoeman@grcc.edu)

A photo of the new Ford Fieldhouse.

 

Spots still open for March 22 wellness professional development on label-reading

Knowing what you’re putting in your body starts with being able to decipher the labels on food. We’ll look at which categories are of the most importance. We will also examine the front labels on foods and what they mean: ‘Organic?’ ‘Non-GMO?’ ‘Natural?’

Register on the Professional Development page.

Upgrade to Windows 10

Microsoft will be ending support for Windows 7 beginning in January 2020. In order to avoid compromising the security of our Windows 7 computers, we ask that all users currently running Windows 7 migrate to Windows 10 before support ends.

To request your computer to be upgraded, please submit a Service Request or call the IT Support Desk. An IT technician will follow-up and schedule a time to begin the migration process. During the migration process, an IT technician will ensure your data, including web browser bookmarks, is backed up and put back in place. The migration process takes approximately 3-4 hours, and you do not need to be present during the migration unless you have special requests for the technician when they arrive.

If you have questions, contact the IT Support Desk at 234-4357.

Upcoming professional development opportunities

Sign up online for the following staff development learning opportunities! There’s a spot with your name on it for these upcoming sessions! There are several interesting topics, with multiple opportunities to expand your understanding and grow personally and professionally!

Tuesday, March 12: Signs of Marijuana Use

  • Scott Nuismer, a certified addictions specialist, will teach both how to recognize the markers of marijuana use and what you can safely do about it. Participants will learn how to recognize biological and physiological sign of marijuana use, as well as interventions to use.

Friday, March 22: Label Reading

  • Knowing what you’re putting in your body starts with being able to decipher the labels. We’ll look at which categories are of the most importance. We will also examine the front labels on foods and what they mean – Organic? Non-GMO? Natural?

Tuesday, March 26: Strengths Finder

  • This session will use the StrengthsFinder assessment to determine your top five strengths. We will use this tool to discuss how to understand your strengths and how they interact with others’ strengths. Using this information, you can improve your connections with your co-workers, peers, and on teams.NOTE: You will receive instructions and will need to take the assessment prior to the session.

Friday, March 29: Fitness can be NEAT

  • Studies show that families who find ways to be active together are healthier and more engaged. Learn ways to keep your kids and family members involved and active. Be ready to play and have fun as a group. You will leave with a handout of ideas and games that will be engaging for all ages.

Friday, April 5: Eating for Energy

  • Do you feel sluggish or tired throughout the day? So you want to feel more energetic without having to rely on caffeine or sugar? Learn how to eat to maximize your energy and keep yourself awake and fresh throughout the day. This class will teach your which foods to eat, and which to avoid.

Wednesday, April 10: Coaching Skills for Managers

  • It would be a wonderful workplace if everyone did a perfect job all of the time. But sometimes, people need coaching to help them improve. This program explains the process of effective coaching that you can use to help improve performance and behavioral issues.

Wednesday, April 17: GRCC Purchasing Policy

  • The Purchasing Department at GRCC serves the needs of the college for all purchases in excess of $1,000. Responsibility and authority to make commitments for these purchases are assigned to the Purchasing Department. Mansfield Matthewson, Director of Purchasing, and Melissa Davis, Procurement Specialist, will present the college’s Purchasing Policy, and provide a forum for open discussion and Q & A with participants.

Friday, April 19: Game Play as a Family

  • Studies show that families who find ways to be active together are healthier and more engaged. Learn ways to keep your kids and family members involved and active. Be ready to play and have fun as a group. You will leave with a handout of ideas and games that will be engaging for all ages.

Wednesday, May 15: Non-Verbal Communication

  • In our daily communication, we are constantly sending and receiving messages. Experts at UCLE report that 93% of our communication is non-verbal. Some would argue that this is extremely high, but when you consider how much meaning we transmit just with our physical appearance and actions, it is probably pretty accurate. People communicate with more than words. Other means of communication include movement, posture, gestures, eye contact, facial expressions, tone of voice, and use of space and time.

Thursday & Friday, May 30 & 31: Basic Life Support & CPR certification

  • THIS IS A TWO PART COURSE. PARTICIPANTS MUST COMMIT TO ATTENDING BOTH PARTS! This hands-on skills training prepares you to respond to breathing and cardiac emergencies. It also teaches the skills and knowledge needed to provide care for victims of sudden cardiac arrest through the safe use of an automated external defibrillator (AED). The class can teach Adult CPR/AED, Child CPR/AED, and/or Infant CPR/AED.

 

Santa is coming to GRCC’s DeVos Campus!

Digital poster for Santa event. The design has pale grey stripes with a cartoon Santa face in the middle of the image. The text reads: "Santa is coming to GRCC! Monday Dec. 17. 5:30-7:30 pm. White Hall. GRCC DeVos Campus. GRCC employees are invited to bring their families and enjoy hot cocoa and cookies. Questions? Contact Angela at angelasalinas@grcc.edu."

Santa is returning to GRCC to visit with employees and their families on Monday, December 17, from 5:30-7:30 p.m. in White Hall.

Hot cocoa and cookies will be served!

Employees may contact Angela Salinas (angelasalinas@grcc.edu, x2567) with questions or for additional information.

Don’t forget to bring a camera for photos of your little ones with Santa!

GRCC Alumni Association to host specialty yoga class in September

Get zen with Zzzen Yoga! Join the GRCC Alumni Association for an evening of outdoor yoga. GRCC alumna Melissa Andreychuk of Zzzen Yoga will be guiding fellow GRCC Raiders through a 45-minute yoga practice on the outdoor deck of the College Park Plaza building. Snacks and drinks provided. Registration is $5, which will be donated to the GRCC Alumni Scholarship Fund. Current GRCC students, faculty, and staff (along with friends!) are welcome to attend.

Date:

  • Thursday, September 13, 2018

Time and Location:

  • Yoga 6:00-7:0.0. pm at GRCC College Park Plaza
  • Snacks and Socializing 7:00-7:30 p.m.

Cost:

  • $5 donation to GRCC Alumni Scholarship Fund

Contact Corey Turner, Development Manager, Alumni and Planned Giving at (616) 234-3025 or coreyturner@grcc.edu for more information.

To learn more about GRCC Alumni Events, see the Alumni webpage:  https://grcc.edu/grccfoundation/alumnirelations/alumnievents