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Tracking Systems - Guides

Page history last edited by Robert Hackett 3 months, 2 weeks ago

Front Page / Campus-Wide Center / Tracking Systems / Guides



Tracking Systems

Overview  |  Guides  |  Campus Examples  |  Documents to Download


Step 1: Understand the importance and purpose of tracking campus wide engagement.

First, you want to take stock of why you want to integrate campus-wide tracking. The reasons under Tracking Systems - Overview may interest you. These reasons may also intersect with your institution or center's strategic plan or Key Performance Indicators (KPIs). Typical rationale that these systems can provide also include:


  • So that community partners can post opportunities (volunteer, internship, research) and find student volunteers or faculty connections
  • So that students can track engagement along with learning outcomes and reflection
  • So that faculty can track students community engaged learning
  • To manage the hour approval process
  • To track hours by organization


Step 2: Gain knowledge of tools that can be used to track campus wide engagement.

Many campus staff contact a provider and ask for information and a demo. The demo should include:


  • Sample of Service Partners/Opportunities Use
    • Organizational Profile
    • Events


  • Sample student tracking tools
    • Involvement Tracking
    • E-portfolio
    • Co-Curricular Transcripts
    • How the system links with other tools they use, like Facebook or on campus systems 


  • Sample Reports – Involvement reports, Community Partner tracking, learning outcomes


Look at the presentation on the Tracking Systems Campus Examples  page for examples from Stetson and Oberlin.


Step 3: Develop a plan and timeline to introduce tracking on campus 

This might involve:


  • Reviewing and then choosing which system, which may depend on other factors like IT, budget, and how the system fits in with other software and infrastructure


  • Getting buy-in from the right people - including those you want to use it! This should include faculty and students! For instance, you might want to discuss how the system would provides data on numbers the institution wants to report annually (for instance for the Carnegie Community Engagement Classification or Presidential Honor Roll. You might want to talk about how the system, will be used by entire campus community. You might want to discuss integration with tools for other departments.


  • Creating marketing plan and trainingThis might mean getting some early wins by strategically targeting certain service events, clubs, courses, and so on. You will want to have the system have an appealing brand and recognition to others.


  • Build the infrastructure, understanding that the integration will take several semesters and years before being fully adopted and functional. You need a long range plan!


  • Then of course you also need people. Put a team on it!