Once Collaboratory has been introduced to faculty/staff by the institution’s leadership, the Portal Administrator can invite contributions to Collaboratory during the onboarding process.  You may choose to send to all faculty and staff, or begin by inviting just those faculty and staff that you know have community engagement and public service activities underway.  You can also adapt the email to send to Unit-level Administrators, asking for their assistance in identifying all who need to submit records from their Unit. 

subject line: Get started with Collaboratory

from: [Portal Administrator]

All faculty and staff involved in institution-related community engagement and public service are invited to contribute their activities to Collaboratory at [name of institution]. We need your participation as we seek to generate the most comprehensive understanding of engagement at [name of institution]!

You may report any community engagement or public service associated with your teaching, research and service. Not only will you be organizing your community-based activities in one location but you will help centralize this invaluable information for our institution. Learn more about the benefits of participation here.

Collaboratory is easy for you to use -- to get started, log-in at [he.cecollaboratory.com/_____]. Once you have logged in the first time, you can edit your personal profile, begin contributing community engagement or public service activities, invite a proxy to edit an activity on your behalf, and invite your faculty/staff partners to also join Collaboratory. You only need to enter your data once a term.

I am the portal Administrator for [institution name]’s Collaboratory. If you have any questions, please do not hesitate to ask.



You may choose to add to the above email:

  • Reminder that they should have received an email outlining the importance of this initiative from their President or Provost.
  • Your offer to provide a brief Collaboratorypresentation at a standing meeting - dean’s council, research council, board of trustees, departmental meeting, office/staff meeting, etc.
  • Specific examples of how Collaboratory may be of particular benefit to them or the specific audience to which you are writing (e.g., Collaboratory will help your office track activities conducted as part of service-learning courses).
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