One Step Ahead: Avoid Keeping Data Longer Than Necessary
Another tip in a series provided by the
Offices of Information Systems & Computing
and Audit, Compliance & Privacy.
While working with data at Penn is absolutely necessary to our everyday operations and mission, many people retain sensitive data longer than they need to. This is true for paper, computer files and email. Keeping data longer than necessary creates risks both to Penn and to the individuals whose data is being retained. Too often we read in the news about data breaches that involve compromised data that was many years old and kept longer than necessary.
• Paper Files. Review your paper files containing confidential data and shred them when allowed based on applicable retention schedules (see below). To arrange for shredding, contact the University Records Center at (215) 898-9432. You can have any number of shredding bins placed and picked up based on your office’s needs.
• Electronic Files (including email!). There are many tools to securely delete your files. Visit http://www.upenn.edu/computing/security/privacy/data_clear.php
• Records Cleanup Day. Spread good practices by hosting your own Records Cleanup Day. For information and tools to help plan a Records Cleanup Day, see http://www.upenn.edu/oacp/privacy/penndata/host-a-records-cleanup-day.html
Before securely disposing of information, make sure that it is no longer needed for teaching, research, service, operations or any other Penn-related function.
You should not shred or delete information that is an original and still within the University’s records retention requirements–please consult Penn’s Records Retention schedules: http://www.archives.upenn.edu/urc/recrdret/guide1.html
You should also not destroy any information if there is an actual or likely claim, lawsuit, government investigation, subpoena, summons or other ongoing matter involving such records.
Finally, if you are disposing of a device or computer that contains Penn data, make sure the data is securely deleted or the device securely destroyed. For more information on securely disposing of computer hard drives see: https://www.isc.upenn.edu/how-to/secure-drive-disposal
For additional tips, see the One Step Ahead link on the Information Security website: www.upenn.edu/computing/security/
FactCheck.org & Election Day
FactCheck.org is a nonpartisan, nonprofit consumer advocate for voters that monitors the factual accuracy of what is said by major US political players. FactCheck.org was founded in 2003 and is a project of Penn’s Annenberg Public Policy Center. Since 2010, FactCheck.org has won four Webby awards from the International Academy of Digital Arts and Sciences.
Tuesday, November 8; for polling places on campus and nearby and other related information see Almanac October 4, 2016.
Penn Homecoming 2017 and 2018
The dates for Penn’s Homecoming in 2017 and 2018 have been officially changed. The three-year academic year calendar now reflects the new dates.
The new dates are:
Saturday, November 4, 2017 (Princeton)
Saturday, November 10, 2018 (Harvard)
Pay Timing in November and December Reminder
Moving forward, the University will follow the normal payment schedule in the weeks before Thanksgiving and the Special Winter Vacation. Penn faculty and staff will now receive regular, steady payments based on actual time worked, week-to-week or month-to-month, regardless of the season. This payment schedule eliminates the two- or six-week gap in payments.
For weekly paid staff, the Thanksgiving week payment date is Friday, November 25, 2016. The fourth pay in December is Friday, December 30.
For monthly paid faculty and staff, the last pay date of this calendar year is December 30.
| ||Weekly Paid Staff||Monthly Paid Faculty and Staff|
|November||Thanksgiving week payment date: Friday,|
November 25, 2016, the day after Thanksgiving
|Payment date: November 30, 2016|
The schedule change does not affect
payments for this month.
|December||Weekly payments throughout the month on|
Fridays, beginning December 2 and ending
December 30, 2016
|Payment date: December 30, 2016|
|January||Weekly payments throughout the month,|
beginning January 6, 2017
|Payment date: January 31, 2017|
The schedule change does not affect
payments for this month.
This change to the payment schedule is grounded in thorough research and attentive discussions with Business Administrators and others across the University schools and centers.
If you have questions, please contact the Payroll help desk at (215) 898-6301 or firstname.lastname@example.org
Penn Public Safety: Some Tips for Traveling More Safely
Remember: Fall back, Spring forward! On Sunday, November 6, at 2 a.m., Daylight Saving Time comes to an end. This means we can all sleep an extra hour Sunday morning and still have breakfast at the usual time. It also means we lose an hour of daylight just around the time most of us are heading home from work or school. The Division of Public Safety (DPS) wants to remind you of the following tips on how to stay safe during your commute.
Public Transportation Safety Tips
Become familiar with the different bus and trolley routes and their schedules. SEPTA schedules and general information are available by visiting www.septa.com or calling (215) 580-7800.*
* A possible strike by SEPTA workers has been announced. See the message on page 6 of this issue for contingency plans.
If you travel underground, be aware of the emergency call boxes on the platform. These phones contact SEPTA Police. The phones operate much like the University’s Blue Light Phones. To operate the SEPTA Phone, push the button. A SEPTA operator will identify your transit stop and assist you immediately.
• Whenever possible, try to sit near the driver.
• In the subway station, stand back from the platform edge.
• Pay attention to your surroundings.
• Don’t become complacent while using your cell phone or other devices.
• Don’t fall asleep! Stay alert!
• Never display your money in a crowd.
• Keep your bag or purse close to you and in view.
Off Peak Travel Tips
• When using subways, especially during off-peak hours, stand near the SEPTA call box.
• In case of an emergency, there is a cashier’s booth staffed during hours of operation.
• If possible, travel with a companion(s).
• Request a Walking Escort by calling (215) 573-WALK (9255). The security officer will wait with you until you board the train, bus or trolley
Blue Light Phones
• If you observe a potential safety hazard, would like a Walking Escort or require the Division of Public Safety’s assistance, you can use one of more than 500 blue light emergency phones on campus and in the surrounding community. Just pick up the receiver or press the button. Map of emergency phone locations: https://www.publicsafety.upenn.edu/about/security-technology/blue-light-ephones/
Safety Tips on the Street
• Do not display your smartphone when walking about. Keep it in your bag or pocket.
• Avoid using earphones when walking to ensure that you stay alert and aware of your surroundings.
• Stay in well-lit areas. Walk mid-point between curbs and buildings, away from alleys, entries and bushes. Stay near people.
• Avoid short cuts through parks, vacant lots and other low-occupancy places.
• Carry only necessary credit cards and money. Avoid using outdoor ATMs. Instead, look for banks that require entry into a lobby to use their ATM.
• If you must carry a purse or handbag, keep it close to your body. This will minimize the chances of theft. If your purse is taken, don’t fight. Turn it over and immediately call 911.
• Walk with someone whenever possible. Participate in buddy systems.
• Do not stop to give directions or other information to strangers.
• Never hitchhike.
• If you believe you are being followed, call 911. Be alert and confident—making good eye contact may discourage the follower. Cross the street, change directions or vary your pace. If someone follows you in a car, record the license number and call 911 immediately.
• Have your key out and ready before you reach your car or door.
• Trust your instincts and use common sense.
Additional Services Available on Penn’s Campus
LUCY (Loop through University City) is a shuttle operating Monday through Friday, from 6:10 a.m. until 7 p.m., between 30th Street Station and University City. Managed by the University City District and operated by SEPTA, LUCY is a great way to ease your commute. Rides are free for holders of a valid PennCard. Schedule and route information is maintained by the University City District. For more information visit: www.universitycity.org/getting_around/lucy
Walking Escort (215) 898-WALK (9255)
Available 24 hours a day, 365 days a year, between 30th to 43rd Streets and Market Street to Baltimore Avenue.
Escorts are also available from 10 a.m. until 3 a.m. between 30th & 50th and from Spring Garden Street to Woodland Avenue via the University’s partnership with the University District Ambassador Program.
Riding Escort (215) 898-RIDE (7433)
Penn Transit Services: (215) 898-RIDE (7433) Monday-Sunday, 6 p.m.-3 a.m. Limited on-call service, 3 a.m.-7 a.m. Business Services’ Penn Transit offers various transportation services that you can use for getting around University City or simply just getting to your car. For more information, visit www.upenn.edu/PennTransit
Penn Guardian is a free app that is available to all Penn community members. It was developed by the University’s safety partner Rave Guardian, a service utilized on college campuses across the country.
Registering is easy; search “Rave Guardian” in the App Store for iOS devices or Google Play for Android devices. You will be prompted to enter your name, phone number and Penn email address, which provides access to the University’s customized interface. Calls from a registered phone will allow Penn Police to determine your cell phone’s GPS location. This information will only be available to Penn Police if you call the PennComm Operations Center directly, either through the app or at (215) 573-3333.
The app also allows users to create a Smart911 profile, in which medical conditions, medications, allergies and disabilities can be included. This information can also be viewed at other Smart911-enabled emergency response centers across the country should you need to call them.
If a call is made to PennComm, and you are unable to speak—perhaps because of an allergic reaction—a call taker will send a text message to your phone. You can then communicate directly via text.
The app includes other features, such as a safety timer, and provides a confidential way to submit a tip to Penn Police—with a photo, if necessary —through a text message.
For more information, please visit the Penn Guardian website at www.publicsafety.upenn.edu/pennguardian
|University of Pennsylvania Police:||(215) 573-3333 or 511 from campus phone|
|Philadelphia Police: ||911|
|SEPTA Police Hotline, Emergency:||(215) 580-8111|
|SEPTA Police Hotline, Non-Emergency:||(215) 580-4487|
|CHOP Security:||(215) 590-5500|
|Philadelphia Poison Control Center:||(215) 386-2100|
|National Poison Control Center:||(800) 222-1222|
|Special Services:||(215) 898-4481|
|Victim Support & Sensitive Crime Reporting (24/7)||(215) 898-6600|
|Help Line:||(215) 898-HELP (4357)|
Division of Public Safety Headquarters is located at 4040 Chestnut Street.
* A possible strike by SEPTA workers has been announced. See the message on page 6 of this issue for contingency plans.
Penn’s Way 2017 Raffle: Week 4 Winners
Week 4 Winners-Midpoint
The Barnes Foundation/Starr Catering: Barnes Foundation Gift Package (tickets & restaurant certificate, beautiful Barnes Foundation art book), value: $280–Christie Jordan, CPUP
The Barnes Foundation/Starr Catering: Barnes Foundation Gift Package (tickets & restaurant certificate, beautiful Barnes Foundation art book), value: $280 – Darrin Jengehino, HUP
ProTravel: One round-trip economy ticket on American Airlines, value: $500—Stephen Spitalniak, Facilities & Real Estate Services
Week 6 (11/7 Drawing)
Nixon Uniform & Medical Wear and Thermo Fisher Scientific: Regal Cinemas gift card & Olive Garden gift card, value: $75
Lufthansa Airlines: 21-inch luggage, rolling bag, value: $100
Thermo Fisher Scientific: The Cheesecake Factory gift card, value: $50
Thermo Fisher Scientific: Toys “R” Us gift card, value: $50
Thermo Fisher Scientific: Home Depot gift card, value: $50
Thermo Fisher Scientific: iTunes gift card, value: $50
Thermo Fisher Scientific: Best Buy gift card, value: $50
Morris Arboretum: Family Membership, value: $100
Penne Restaurant & Wine Bar: Gift certificate, value: $100
Office Depot: Travel bag of goodies, value: $100
12th Street Catering Company: Certificate for 12-inch birthday cake, value: $70
Fresh on 47th Street Catering: Certificate for dessert tray, value: $98
* Drawing dates are estimated; actual drawings take place upon the notification from Payroll that all data has been entered from prior week. Entries must be received by 5 p.m. on Friday for inclusion in a given week’s drawing.
Note: Prizes valued at over $100 are subject to state and federal income taxes. Winners of those prizes will be contacted individually about how those taxes are to be handled.
Q: What contribution methods are available using the online pledge form?
A: Employees may contribute via payroll deduction, cash, check or credit card using the online pledge form. Please follow the instructions on the online confirmation page to ensure all contributions are properly processed.
Q: How do I know what organization code(s) to enter?
A: You can find your organization’s five-digit code in the Penn’s Way printed materials or in the online searchable database. Simply enter the five-digit code in the appropriate field or select it from the online search results and it will automatically populate in the appropriate field.
Please note: If you enter duplicate organization codes with different (or the same) contribution amounts, the online form will combine the amounts into a single contribution for that organization and display the results accordingly on both the contribution and confirmation pages. If you fail to enter a contribution amount for an organization, you will receive an error message.
Advisory: Possible Strike by SEPTA Union Workers
To Penn Faculty and Staff
A possible strike by SEPTA workers has been announced. SEPTA’s City Transit Division Union has voted to authorize a strike in the event an agreement is not reached by SEPTA and union employees. A work stoppage can occur at any time upon the expiration of the agreement on Monday, October 31, 2016.
If the City Transit Division of SEPTA (bus, trolley, Market-Frankford Line, Broad Street Subway services) goes on strike, the University’s contingency plan for campus transportation and parking services will be implemented.
In the event a strike is called, the contingency plan posted on the Penn Transit website (http://www.upenn.edu/PennTransit) will go into effect.
Transportation services operated by Penn during a public transit strike are intended to aid employees with their commute to and from work but are in no way envisioned as a direct replacement for SEPTA services. Employees should plan alternative means of transportation if the services provided by the University’s contingency plans are not convenient for your use. Administrators are encouraged to be as flexible as possible with requests to temporarily adjust work schedules while continuing to meet operational requirements. Penn offers flexible work-option guidelines to help staff and supervisors determine how to propose and consider flexible work schedules, including earlier or later arrival and departure times, working from home, or compressed schedules that involve longer, but fewer, days at work. Visit the Flexible Work Options webpage to learn more.
We strongly encourage faculty and staff to closely monitor local news for updates regarding negotiations between the parties and to visit www.septa.org for the latest information. Also, watch www.upenn.edu/PennTransit for any updates to the contingency plans, as appropriate.
—Marie D. Witt; Vice President, Business Services
—Maureen Rush; Vice President, Public Safety
—Jack Heuer; Vice President, Human Resources
PersonalShip—A New Way to Ship Your Packages
Penn Mail Services is excited to announce a new opportunity exclusively for Penn faculty, staff and students. Making its debut just in time for the holiday season, PersonalShip is a service that provides members of the Penn community the opportunity to benefit from the University’s negotiated rates to send packages via express mail. The eShip@Penn® platform, express package shipping solution, has been specially adapted to offer this program to the community.
PersonalShip is easy to use and designed to be intuitive. Whether you are sending packages across town or around the world, the system allows users to:
• Choose from UPS and DHL (FedEx is not part of this program) to determine which carrier best meets their specific needs
• Leverage the University’s negotiated pricing
• Track shipments from an integrated at-a-glance dashboard
• Pay using a personal credit card
• Preprint or email shipping labels
PersonalShip conveniently offers multiple carrier service levels to suit your schedule and budget. To begin using PersonalShip:
• Access the system at www.upenn.edu/personalship
• Enter your valid PennKey and password when prompted to do so
• Please read the information on the front page carefully, as it provides important instructions
• The first time you enter the portal, you will be asked to set up your shipper’s profile
• Once you are in the system, you can click on the red help links or use the FAQ link on the website for additional assistance
• Shipping supplies, along with a packing area, are available free of charge at the PennCard office (2nd floor, Penn Bookstore, 3601 Walnut Street)
• Packages can be dropped off at any UPS or DHL locations, several of which can be found on campus
Penn Mail Services hopes that you will find this service to be of value and will take advantage of it. If you have questions, you may contact the eShip Project Team at email@example.com