Engage

Welcome

Welcome to Engage - The database of external links, activities and projects with external Stakeholders, including Schools, Community, Industry, Business, and Government

The Engage database gathers, stores, and provides reporting for external engagement activity covering, for example, events, significant meetings, projects and activities in the areas of student outreach, informing aspirations, school engagement, community, government, industry and employer links from across the University of Tasmania. Engage provides University staff with information about activities and links with external stakeholders. This ensures better coordination of external engagement activity, maximizing the use of resources, minimising the number of times external partners are contacted by different areas of the University and ensuring that staff are aware of other links and contacts when approaching and working with external stakeholders.

If you are engaging externally with schools, businesses, government or the community, store and log your activity on Engage.

The information stored in Engage will provide data on engagement for College, Faculties, Institute, School or Divisional Vice-Chancellor's Annual Review (VCAR) reporting.

The data can also be used to:

  • Ensure greater coordination and understanding across different areas of UTAS engagement activities
  • Provide information for individuals' PACD
  • Aid program & project development and management
  • Keep a personal record of external engagement activity

Engage has two main functions, it can gather and store external engagement data and it can be utilised as a planning tool. You can enter your activity into Engage after it has occurred or prior to it occurring; this will keep University staff informed about upcoming activities and links with external stakeholders. As staff contact external stakeholders, staff can search the Engage database to gain an understanding of the University's prior and upcoming contact with particular stakeholders and/or in particular sectors.

Quick guidelines to using Engage can be found here:

What information do I enter into Engage?

Enter events, significant meetings, projects and activities in the areas of engagement with external stakeholders and for outreach, including links with: Schools and Colleges, TasTAFE, Community Groups and Local and Regional Communities, Government, Industry, Employers and research, into the Engage database. The definitions below will aide in determining the primary purpose of your activity.

Please do NOT enter your core business activities and events into the database (e.g. Professional Experience Placements which are a core requirement for a course)

  • ASPIRATION AND STUDENT OUTREACH ACTIVITY - Activities which inform students about higher education and other educational and job opportunities without necessarily resulting in direct recruitment for the University but which will develop student understanding of opportunities and develop a ‘line of sight’ to higher education.
  • COMMUNITY ENGAGEMENT - Mutually benefiting engagement with the general public and community groups that e.g. increases knowledge transfer between the university and wider society, develops understanding of partnership opportunities and learning pathways, supports community research and builds capacity.
  • GOVERNMENT ENGAGEMENT - Engaging with local, state or national government and their respective agencies.
  • INDUSTRY AND EMPLOYER ENGAGEMENT - Engaging with private business, not for profit, non-government and social enterprise sector. This may link to the development of student employability and industry/business education, training and research needs.
  • RESEARCH - Actively engaging with external stakeholders for research purposes.
  • STUDENT RECRUITMENT AND MARKETING - Actively engaging with external organisations including schools, TAFE and community groups for recruitment of students.

How do I log in?

From the Welcome page, click on Staff access to Engage and login with your normal UTAS login details.

How do I add an activity or event?

From the Activity Calendar page click on Add An Activity. Fill out all necessary fields for your activity.

Depending on the type of activity, some additional fields may appear and be required. At the end of the form, click Insert to add your activity to the database.

How do I copy an activity or event?

On the Activity Calendar page, locate the activity or event you would like to copy and click on the Copy link. Alternatively, you can use the Copy link at the top or bottom of each Activity detail page.

You will be asked if you are sure you would like to copy this activity; click OK. You are then able to edit any of the fields before saving. Once you are done, save the new activity or event.

What type of Event Attachments should I add to Engage?

Any file type (JPG, PDF, MP4, Word etc) can be uploaded to Engage. You can upload fliers, posters, programs and/or any type of marketing or advertising materials. You can use Engage to keep a complete record of your activity.

Searching for information in Engage

From the Activity Calendar page, click on Activity Search. Enter a date range to search.

Extra searchable fields include; keywords, activity title, campus, region, primary purpose, stakeholders, schools, schools segment, UTAS staff and project code. You can search one or more fields (e.g. Cradle Coast Campus and Community Engagement as the primary purpose).

How do I set up automatic email subscriptions for a new activity?

From the Activity Calendar page, click on Activity Search. Enter a date range to search.

Complete the desired search (e.g. Secondary Schools in the North) and then at the bottom of the page click Subscribe. Enter a name and click Subscribe. You have then subscribed to that search and you will receive a weekly email with details of new activities.

You can subscribe to multiple searches.

To unsubscribe from a subscription, go to your My Profiles page and remove the relevant subscription.

How do I export data out of (or print data from) Engage?

Reports can be generated and exported from the Activity Search page. You can complete the desired search (e.g. Secondary Schools in the North) and then at the bottom of the page click either Detailed Report or Summary Report.

  • The Summary Report will provide a basic list of all activities that match your search criteria.
  • The Detailed Report begins with an activity list but also includes individual detail pages for each activity.

You can export your report in a number of formats, including PDF, Excel and Word.

To print a report, export it in your desired format, open and use the print feature of the associated application.

Governance Principles

  1. All staff are encouraged to provide details about external engagement activity through the Engage database.
  2. It is a tool for all staff to use; its main purpose is to increase awareness of the external contacts made to inform and avoid unnecessary duplication of activity.
  3. The information collected in the Engage database is for internal use only. It can be used to inform external activities by providing staff with details of current activities and links and can inform research and consultancy applications by providing an overview of links and activities in geographical areas, sectors, individual organisations, etc.
  4. Staff can chose to enter a limited range of data to protect confidentiality of external contracts.
  5. The information in Engage is designed to inform engagement activity and to provide information for individuals on the extent of external engagement activity. It can provide information for, but is not part of, performance expectations.
  6. Engage is not designed to gather information about external engagement that is an integral part of core course/program business such as professional placements in nursing or education programs.
  7. There is no attempt by Engage to control the formation of any external relationships
  8. Engage is overseen by staff in the Academic Division and any comments or ideas to further improve the database should be addressed to: engage.database@utas.edu.au
  9. It is planned to extend Engage to also capture research activity and to provide information about the impact of research activities.