Tips for Contacting an Agency to Set Up a Community Engaged Learning Experience

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Student meeting with Agency Professional

Note: Before you begin, you will work with the Director of Civic Engagement to confirm your placement site and receive all the information you need, including contact details.

Start Early

Connecting with an agency may take several calls or messages. Each agency has its own volunteer application process, which may include health clearances or background checks.

Once you have met with the agency and submitted all required forms (such as placement agreements, hour verification, and student assessment forms), the clearance process can take at least two weeks.

To stay on track, begin contacting your agency as soon as possible so you can complete any required steps and start your service hours by the 5th week of the semester.

When Contacting an Agency by Phone or Email

Introduce yourself and include all important information in your first message. This helps avoid delays and keeps communication clear.

Be sure to include:

  • Your full name
  • That you are a student at Onondaga Community College
  • The reason you are reaching out. State that you are interested in completing 10 to 15 Community Engaged Learning hours with their organization and name the organization.
  • Whether you have already submitted an online application or interest form
  • Your preferred contact method, such as your OCC email
  • Your availability. Share all days and times you are available to meet and volunteer.

Example Email

Dear [Contact Name or Organization Name],

My name is ________. I am a student at Onondaga Community College majoring in ________. I am completing Community Engaged Learning hours this semester and, after meeting with the OCC Director of Civic Engagement, I would like to schedule a time to speak with you about service opportunities at your organization.

[If you submitted an application or interest form, include that information here.]
I am available on the following days and times: ________. Please feel free to suggest another time if needed. You can reach me by phone at ________ or by email at ________.

I look forward to connecting with you.

 

If You Call and Leave a Message, Also Send an Email

Agencies often respond more quickly to email than phone calls. If you leave a voicemail, follow up with an email. If you do not receive a response within a few days, reach out again to check in.

Once you schedule an appointment with an agency, you are expected to commit to completing your service hours with that organization.

Be sure to review the COMMUNITY ENGAGED LEARNING MATERIALS on Brightspace before beginning your service hours.