Financial Services staff utilizes laptop computers and docking stations for their workstations.
These were temporary files generated by processes that were run on that day (Wednesday.) All data is permanently stored on the College’s servers, and those are maintained and secured by the Information Technology department.
The facility was secured as is the procedure for after normal business hours. Doors were locked and someone broke into the facility. The manner of the break-in is under investigation.

Did this include student employee information?

Yes, if the student receives this through direct deposit it would be included.

A lot of our faculty do not work on Fridays - should we call our co-workers and give them a heads up before the weekend? If so can you give us a list of people with direct deposit in our department? What happens if there is an unauthorized withdrawal? Are we responsible or does the bank eat the cost?

Letters are being mailed home today with this information as well. We cannot provide information to other individuals about who may have direct deposit. I cannot answer the question about what happens if there is an unauthorized withdrawal because each bank’s rules may be different. However, you can protect yourself by putting an alert on your account with your bank. If you bank with Lake Michigan Credit Union, an alert has already been placed on your account.
The letter from the Lake Michigan Credit Union, which is being sent today to homes of GRCC employees who have direct deposit is also attached.

Since you're telling us that we should close our accounts - that would be the only way to prevent fraud - my question is this: is GRCC going to reimburse me for the cost of having new checks printed? After all, I entrusted the payroll department with my confidential information and it's been stolen. I don't feel that I should have to incur the cost of having new checks printed for something that was clearly not my fault.

Closing your accounts was only one option provided. Generally, banks are encouraging individuals to place a fraud alert on their accounts to protect them. However, this is an individual choice.
UPDATE: GRCC will be reimbursing employees and students for expenses related to changes to checking accounts or securing credit reports up to $25. A form for submitting expenses is available on the website. Please help spread the word to students on this. Click Here to Download the Form (.pdf)

If this occurred on Wednesday, why are we just finding this information out this morning?

The laptops were taken late on Wednesday night. Campus Police and Financial Services spent Thursday investigating and attempting to determine the type of information that was included on the laptops and whether the computers were somewhere else on campus. Once we had solid information to share with employees, a communication was drafted.

What are the three major credit alert companies?

Equifax 1-800-525-6285
Experion 1-888-397-3742
TransUnion 1-800-680-7289

Have the banks been notified?

GRCC has notified the banks but cannot authorize any type of action to employee's accounts. It is the responsibility of the individual to make a determination of the action to be taken on their individual accounts. However, Lake Michigan Credit Union has applied a fraud alert trace on all of the impacted direct deposit accounts there. It is our understanding that other banks are encouraging the same activity.

Did the individuals who were investigating this put holds on their accounts before the announcement went out to all staff?

I am going to close my accounts and those include a few certificates of deposit. Those COD's will get penalized if I remove the money before the expiration date. Will this penalized money get reimbursed or be covered by the college?

There is no need to close your Certificate of Deposits. The only information that may have been included on the computer was the account number that your payroll check is deposited directly into at the bank or credit union. If you are a member at LMCU, a fraud trace has been placed on your account as of 10:00 am this morning that will help protect your account.

If I close my account and open a new one, how do I begin the direct deposit again?

Changes to direct deposit may be made through the following methods:
- 1. To stop direct deposit: Send an e-mail to bbailey@grcc.edu or lalsgaar@grcc.edu with your name and contact information with instructions to stop direct deposit.
- 2. To begin a new direct deposit: Contact the payroll department in person or to have a form sent to you, or download the direct deposit form from the Payroll Department's site on the College web page. Instructions for completing the form are also available on the payroll department's website.

Why would we tell the media about the type of information?

We carefully evaluated that before we did it. The relationship that we have with our students and staff is one of trust and we feel it was ethically correct to notify individuals that had the potentially to be affected, so that they may take the steps necessary to protect themselves. We also knew that once this information was available on campus, local media would be notified, so we were proactive in telling the media what occurred.

I’m a student, how do I know for sure that my name is on the list?

Call the hotline at 234-3185 and they can verify whether or not your name is included on the list.

I paid my tuition (or my son’s/daughter’s) tuition with a credit card. Has my credit card number been exposed?

No. The only information that was in the temporary file was the name, address and social security numbers of certain students in preparation for year-end tax reporting.

I am a student, what should I do if my name is on the list?

We are recommending that you place a fraud alert on your account with one of the 3 major fraud alert companies. This service is free and once the alert is placed, the company will send you a copy of your credit report. Regardless of this incident, checking your credit report once a year is recommended by the federal government in helping to protect identity theft.

How far back does this go?

For direct deposit: only those that had checks on November 19, 2004
For students: only students that have taken a class and paid for it since January 2004. Students who have attended GRCC since January 2004 may call the hotline to verify whether or not their name is on the list.

Additions from Student Forum (11/23/04)

Q. Will GRCC reimburse employees for costs involved in closing/opening new accounts and ordering new checks?
A. Looking into this - will tell you later today.

Q. Why was this info on a laptop?
A. This is new. Again, these were the workstations in three offices in their docking stations. We have, in the past, also had computer towers stolen. Same thing.

Q. Did somebody break in/break the door?
(Questions regarding the evidence at the scene is being withheld as the investigation continues.)

Q. Are online students affected?
A. Individuals must request a stop on their own direct deposits. 5/3 Bank recommends closing your account.

Q. Was there security?
A. Yes, two locked doors – the entry to the 3rd floor and each office were locked.

Q. Was there anything else removed? Are we in greater risk of theft now?
A. No - we need to review safety procedures, but we are an institution open to the public.

Q. Does this have anything to do with the re-keying of the CPBB?
A. Can't answer that question, as it is part of an ongoing investigation.

Q. Does the information stolen include Training Solutions?
A. The lists on the machines were of students taking for-credit classes only, this includes employees if they took for-credit classes.

Q. Will GRCC cover the cost of credit reports?
A. We are considering this - will have answer later.

Q. Does GRCC have liability Insurance for student claims?
A. We are getting clarification from our Insurance Co.

Q. What students are affected?
A. Students enrolled since 2004 academic year

Q. What will we do in the future to prevent this?
A. We will look at current process/procedure

Q. Should those of us with docking stations be taking extra security measures?
A. We will get IT to get us better procedure

Q. Were these targeted laptops? Are we bringing in help?
A. Don't know, Chief will call in resources as we need them. GRPD is aware of the incident and investigation.

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