Collaboratory makes it possible for anyone within an institution to serve as a proxy and enter activity information on behalf of engaged faculty and staff. Proxies can choose to draft a new activity or clone an existing activity.
While anyone at an institution can serve as a proxy, proxies are usually students or administrative staff members who have knowledge of engaged activities within their institution. The step-by-step directions, below, detail how to proxy activities.
CHECK IT OUT! A more in-depth proxy training that includes an overview of Collaboratory, data entry, and tips when working with faculty and staff can be accessed HERE.
Step 1: Open the Proxy Flow and Select Activity Lead
After logging into your Collaboratory, from the homepage, scroll to the bottom of the page. If you are a student, click the "Proxy Activities" button. If you are a staff or faculty member, select the "Add Activities" button and then select "Be a Proxy".
To identify the intended activity lead prior to entering activity data, click "Select" next to "Intended Activity Lead". You can also choose to enter activity data first and identify the activity lead later. To do this, select "Continue and Invite later".
If selecting an activity lead, search for the faculty or staff in the activity lead modal. Clicking the bullseye next to their name will display their institutional profile in a new window for a quick review.
If the intended activity lead does not appear within the search, this means they have not yet logged into Collaboratory. You can invite them to register, via the link in the top right corner, or return to the previous screen to continue and invite them later.
NOTE: Providing the name and email of the individual you wish to invite will close the modal and send an email invitation to that individual. Once they log into Collaboratory they will officially appear in the modal.
Step 2: Create the Activity
When you have identified the intended Activity Lead or invited them to register, select "Create Activity".
You will be asked a series of 4 questions to confirm your activity belongs in Collaboratory and then to categorize the activity as either community engagement or public service. Answer them to the best of your ability.
Once you have answered all 4 questions, you will be directed to the activity entry form which contains 6 sections, culminating in your e-signature.
Step 3: Send the Activity to the Lead to Claim
In Step 6 you must select an activity lead (if you have yet to do so) and review the activity lead's contact information. Agree to the terms and select "Submit".
Submitting the activity will send a notification to the activity lead that an activity has been created for them.
NOTE: Because proxies may not know all the required information for an activity, they can submit activities to the activity lead without completing all fields. When the activity lead receives the proxied activity, they must complete all remaining required fields before submitting it for publication.
Submitting Proxied Activities for Publication
Once the activity lead has accepted the invitation and claimed the activity, proxies may submit the activity for publication on their behalf (if all required fields are complete). Proxies retain rights over the activity until it is published. Once an activity is published, proxies no longer have edit access to the activity.
After the activity lead has claimed the activity proxies may submit the activity directly to the portal for publication.
Tips to Assist with Activity Creation
Center the Activity
Collaboratory is a relational database that centers the activity - what is happening in community - as the core unit of analysis. Putting activities at the center of the data allows faculty and staff to connect their engagement activities to a variety of other data points. Rather than centering data around a course or program, think about what is happening in the community.
Title it Appropriately
Distinguish it from other activities at your institution. Avoid using only course or community partner names.
Keep the Description Short and Sweet
Share 1-2 sentences that helps the public understand the activity's purpose.
Add an Image
Give your activity visual appeal!
Connect it to Campus-Wide Programs and Initiatives
Associate the activity with campus programs and initiatives so the work is appropriately recognized.
Recognize your External Partners
Identify activity partners in Step 2. If partners play multiple roles (e.g., provide funding and co-educate students) add those partners as community organizations and identify their roles.
Funders are those who only provided monetary support.
Select the Target Populations and Areas of Focus
Identify and select the populations and areas of focus that the activity specifically seeks to address. Do not select tangential data points.
Connect Coursework
If the activity involves course section(s), connect them on Step 4. For ongoing activities, add new sections every semester.
Identify Expected and Achieved Outputs, Outcomes, and Impacts
Illustrate the impact of the one-time or ongoing activity.
"Expected" indicates what is hoped to be accomplish.
"Achieved "indicates a goal was completed.
Video Tutorial: How to Proxy an Activity