Official UTSA Vita User`s Manual - UTSA Provost Home
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1. have left the university or Enabled and Disabled A reminder note Disabled inactive faculty will appear in drop down lists and reports with a zz in front of their names Data to Include Include All V Most Recent College Department Common Items gt Personal and Contact Information gt Permanent Data gt Yearly Data gt Academic Government Industry Military and Professional Positions gt Administrative Assignments Awards Honors and Biographical Listings Consulting Education and Faculty Credentialing External Connections and Partnerships Faculty Development Activities Attended Licensures and Certifications Media Contributions VVOVvvvvsoy Professional Memher lt hin lt appropriate boxes Each item under Common Items represents a corresponding screen in Digital Measures the same screens displayed on the Manage Activities page When you click the arrow next to the screen name a list of all of the fields on that screen will drop down and you can select the data you wish to capture by checking the PLEASE NOTE lt is best to select only one screen name per created report however you may select multiple fields under that screen name If you select multiple screen names the results will display as a separate report for each screen DM Page 26 does not have the capability to combine data from multiple screens on one created report If you need to have information from2. Screen Guidance When you log in to Digital Measures several options aside from the default option of Manage Activities are available to you depending on your role and level of access A description of their functions follows SCREEN SHOT OF FACULTY ACCESS Welcome Faculty1 Test v Run Reports Help UTSA DigitallMMeasures Digital Review a guide to manage your activities H General Information Personal and Contact Information Administrative Data Permanent Data Yearly Data Academic Government Industry Military and Professional Positions Administrative Assignments Awards Honors and Biographical Listings Consulting v Teaching Scheduled Teaching Directed Student Learning e g theses dissertations Other Instructional Activities lt Scholarship Research Creative Works Artistic and Professional Performances and Exhibits Contracts Fellowships Grants Sponsored Research and Residencies Intellectual Contributions v Service Department Education and Faculty Credentialing External Connections and Partnerships Faculty Development Activities Attended Licensures and Certifications Media Contributions Professional Memberships Academic Advising Student Evaluations of Teaching Workload Information Intellectual Property e g copyrights patents Presentations Scholarship Research Creative Works Currently in Progress UT System Page 21 SCREEN SHOT OF DEPART
3. all reports the reports that are available to you will appear in the drop down list in Step 1 These are the same reports that you can access using the Rapid Reports tab discussed earlier Depending on your level of access your Run Reports screen may be configured slightly differently than the example screen shot on the next page Page 23 Welcome DepartmentAdmin Test v Manage Activities Run Reports 3 Run Report Manage Data Report E Run Reports Academic Degrees Earned bs o oad this report l Help Date Range Start Date Jan e 01 Y 2015 v End Date Dec 31 V 2015 w Whom to Include Users Selected All Change selection Include These Accounts Enabled Only File Format File Format Microsoft Word doc v Changes made to the Microsoft Word document will not be reflected in the system Page Size Letter X To run a report choose the report from the drop down menu Step 1 select the appropriate start and end date Step 2 choose who you wish this report to include by clicking on Change selection A white dialog box will open where you can select either individual s department s or college s Select whether you wish to include Enabled Only active faculty Disabled Only inactive faculty including faculty who have left the university or Enabled and Disabled A reminder note Disabled inactive faculty will appear in drop down lists and reports with a zz in front of their nam
4. are e 13 screens inthe General Information section e 6screens in the Teaching section e 6screens in the Scholarship Research Creative Works section e 6screens in the Service section e 3 5 screens in the Faculty Reports and Evaluations section See the UTSA Annual Report User s Manual under Resources on the Digital Measures landing page for instructions on using screens in this section Depending on your DM role Faculty Department Administrator etc you may not have access to every screen in DM therefore your DM home page may not display all of the screens listed above A screen shot of the UTSA Digital Measures home page for faculty can be viewed on the next page The entire home page may not display on your device depending on your computer settings you may need to scroll down to view the sections at the bottom of the screen Page 2 Welcome Faculty1 Test e A Manage Activities Run Reports Help UTSA iDigitalMeasures DigitalMeasures Review a quide to manage your activities v General Information Personal and Contact Information Administrative Data Permanent Data Yearly Data Academic Government Industry Military and Professional Positions Administrative Assignments Awards Honors and Biographical Listings Consulting lt Teaching Scheduled Teaching Directed Student Learning e g theses dissertations Other Instructional Activities lt Scholarship Researc
5. assist with appropriate placement of the item on the vita others are reflected in your annual report e Select a Current Status or it will appear as on orphan item by itself on the vita As the work changes status from In Preparation to Submitted for example be sure to edit the record to update the status e To identify others who worked with you on the performance exhibit click on the Add another Performer Exhibitor Lecturer link If the co contributor is at UTSA you may select her or his name from the Select or type a name drop down list on the left Start typing the first letter of the last name to move through the list more quickly Alternatively or if the co contributor is not at UTSA you may type the name in the blank fields below the First Name Middle Name Initial and Last Name captions to the right of the drop down list We recommend entering co contributors in this manner because if the co contributor leaves the university or becomes inactive you will not have an issue with the zz designation for disabled DM accounts displaying on your reports explained at the top of page 15 You can add additional contributors by selecting the appropriate number of authors to add using the drop down list to the right of Add another Performer Exhibitor Lecturer in the Performers Exhibitors Lecturers section and then clicking on the Add button You can reorder the names to
6. designate a first contributor other than yourself by clicking on the up and down arrows on the far right side of the titles 1 Performer Exhibitor Lecturer 2 4 Performer Exhibitor Lecturer etc Click the up arrow to move a person s name up or the down arrow to move a person s name down You must wait for the name to move before clicking it up or Page 15 down to move it into a higher or lower position in the list Names will appear on the vita in the order that you designate You may also remove a contributor by clicking on the trashcan icon next to the up down arrows e WARNING Be sure to select if the entry is peer reviewed refereed or juried from the drop down list for that description Otherwise it will display under a subheading as non refereed on your vita e Identify any Areas of Collaborative Excellence into which the work falls e Be sure to click on the appropriate Save button Contracts Fellowships Grants Sponsored Research and Residencies Use this screen to describe your activities works that are supported by outside funding e Be sure to complete all the fields related to each activity to fully describe your work Some fields assist with appropriate placement of the item on the vita and or are reflected in your annual report e Please identify others who worked with you on the proposal by clicking on the Add another Investigator link o See detailed instructions for adding collaborators
7. multiple screens on one report you can choose to run the report in Comma Separated Value csv format which will display as a Microsoft Excel file and allow you more flexibility in manipulating the data In Step 5 select how you want the data grouped For more information about this click on the question mark icon next to Grouping Method on the screen Step 6 is an optional feature that will allow you to search for data containing specific text Click on the question mark icon next to Search Keywords to read more detailed information on using this feature Select your report format in Step 7 Click on the question mark icon next to File Format for more detailed information When all of the steps are completed you have two options You can 1 Click the Save box in the top right portion of the screen A white dialog box will open with a text box for Report Name You may name the report you have created and save it It will then appear in the list of custom reports available to you each time you run a report This report will be available only to you and will not display on any other Digital Measures users screens OR 2 Click the Run Report box in the top right portion of the screen The report will open in the selected format but the report will not be saved for future use Remember that any edits you make to this document will not be reflected in Digital Measures Logging Off and Autom
8. under Artistic and Professional Performances and Exhibits third bullet page 15 the process is the same for all screens under the Scholarship Research Creative Works section e When the status of the item changes be sure to edit the item and select the new status from the drop down list for example from Submitted to Completed so that the item is appropriately identified on your vita and annual report e Be sure to click on the appropriate Save button Intellectual Contributions Use this screen to describe nonartistic or nonmusical written works e Be sure to complete all the fields related to each activity to fully describe your work with one exception the AACSB classification field should be completed by faculty in the College of Business only Some fields assist with appropriate placement of the item on the vita and or are reflected in your annual report e Select a Current Status or it will appear as on orphan item by itself on the vita As the work changes status from In Preparation to Submitted for example be sure to edit the record to update the status e Please identify any co authors by clicking on the Add another Author link Page 16 o See detailed instructions for adding collaborators under Artistic and Professional Performances and Exhibits third bullet page 15 the process is the same for all screens under the Scholarship Research Creative Works s
9. with a zz in front of their name This can create a minor issue for faculty members who have collaborated with other faculty who are no longer active in DM on the vita or annual report Page 5 citations that include the inactive faculty member will display with the zz in front of the name There is a workaround for this situation which can be found on page 15 of this manual Read Only Read only items have a red superscript next to the field title You may view these items but not edit or delete them If read only items need revision contact your department administration Administrative staff within your college department with the appropriate permissions may be able to make changes to these items directly in Digital Measures Locked Locked items indicated by a gray lock icon are similar to read only items faculty can view but cannot edit or delete them The data in these fields has been uploaded from other UTSA databases such as Banner or PeopleSoft An example of a set of locked items is the information about your courses in the Scheduled Teaching screen If a locked item needs revision contact your department administration Administrative staff within your college department may be able make the revisions within the appropriate UTSA database which will then be automatically updated after the next Digital Measures refresh or may need to contact the UTSA Digital Measures Administrator to discuss needed corr
10. MENTAL ADMINISTRATION ACCESS mentAdmin Test A Manage Activities Review a quide to manage your activities v General Information Personal and Contact Information Manage Data Administrative Data Permanent Data Yearly Data Run Reports Academic Government Industry Military and Professional Positions Help Administrative Assignments Awards Honors and Biographical Listings Consulting v Teaching Scheduled Teaching Directed Student Learning e g theses dissertations Other Instructional Activities lt Scholarship Research Creative Works Artistic and Professional Performances and Exhibits Contracts Fellowships Grants Sponsored Research and Residencies Intellectual Contributions UTSA DigitallMeasures v Service Digitalleasures Privacy Policy Department Rapid Reports Education and Faculty Credentialing External Connections and Partnerships Faculty Development Activities Attended Licensures and Certifications Media Contributions Professional Memberships Academic Advising Student Evaluations of Teaching Workload Information Intellectual Property e g copyrights patents Presentations Scholarship Research Creative Works Currently in Progress UT System The Rapid Reports function located under Manage Activities in the red box on the upper left side of the screen provides a quick way to run reports that are available to you for example your vita e Cl
11. The University of Texas at San Antonio Office of the Vice Provost for Institutional Effectiveness DW DW Digital Measures UTSA Official Vita User s Manual Revised 11 12 15 UTSA Official Vita User s Manual In this manual you will find How to log in to Digital Measures Il How to add and or edit items in an activity Ill How to run reports in Digital Measures IV General information Page i Table of Contents lge Leg LBE 1 Log in to Digital Measures nn RnRnnnnnnnnnnR DR Nnnnnnnnnnnnnrnnrnnnnnnnnnnnnennnnnnnnnnnns 1 Overview of Working in Digital Measures cccocononocoonnnncnnnonononnnnnnnnnnnnnononnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnanannnnnnnnnns 2 Manage Your Activities EE 2 General Guidance for Making Data Entries ccccccccccccsssssssssceeececessesseaeceeeescessesaaaeeeseesseesesaaaeeeeeesseesees 3 TiME SAMINE TEE 5 E e EE 5 H Import gl L EE 5 e Updating Status da 5 e Enabled Disabled Accounts 5 A Ee O EE 6 NN OG RN 6 O NT 6 O EE 6 e TEXU BOX EXD ANSION scesa vce gege dee vances sacs dada 6 e PUNCCUATIOM E 7 Mee Ee H EE Ee TE E H Location of Faculty Activities in the vital 8 General Information Section SEET e EEN cs 8 Personal and Contact Information 8 Administrative A ERNEST ocean 8 Academic Government Industry Military and Professional Positions cccccccssssssssceeeeeeesssssaeees 8 Administrative ASsiSNMents icc scce cocce caco cadena ieai Eiee EEE E
12. ais 9 Awards Honors and Biographical LisStings ccoconoccononnnnnonononannnnnnnnnnnonononnnnnnnnnnnnno corn nnncnnanannnnnnons 9 CONSUME eA en e e ee e a a 9 Education and Faculty Credentialing cccononccoononnnnnnnnononnnnnnnnnnnnnnnrononnnnnnnnnnnnnononnnnnnnnnnononnnnnnncnannnnos 9 External Connections and PartnershipS ssssssessssssssssresrnssssesenresnsssserrrnesnssnserrnntssssnnernnnnsnssrnennnnnsnno 10 Faculty Development Activities Attended cccccccccccsssssssceeeeecesseseaeeeeeeecesseeeaeseeeeesesseseaeeeesessesees 10 Page ii Licensures and CeLtifi CATIONS lt 2 cies sievcseecsccdeccassuvoceccccsntsenvestsscsenttonsevesetscsvennonssvevuaceneederssevuceesenctendeses 10 Media Contributions curia tia EEN 11 Professional Membereblpe 9 ia ias d da aabt 11 Teaching SC REIH ege A Ee E Ee e EE 11 Scheduled TEACH iN Bit ii A AA eet Ee hs eee dz 11 Directed Student Learning e g theses dissertatiOnS cocoocccocccnnocooaannononnnnnnnonnnnnnnonnnnnnnnnnannccnnnans 12 Other Instructional Activities irei nri sada ced hatassepstncenyesduactevodness chatavecsadansspehssbisestdansdocbbestseps ined 13 Academic AGVISIN TEE 13 Student Evaluations of Teaching 0 araea a e detran a a a a a aE aA a A a sk eseservenitacesesavensesesees 13 Workload Informatica hee E 14 Scholarship Research Creative Works Section ccccsccecssscesssecesseecssececssecesseecaseeesaeceeseeceseecesaeeeeaeeesnes 14 Guidan
13. ame will display as the name by which you are officially known at UTSA i e in PeopleSoft Banner etc In cases where you may publish or have published under a different name you can alter the name that will display on DM reports including your vita for the record you are entering In the boxes to the right of where your name appears type the name you wish to use for that citation Your vita and reports will display that entry with the alternate name Note This will only affect the record for which the information is entered The information must be entered into each record for which you want this name to be displayed You may edit existing records to make this adjustment A Manage Activities lt Edit Intellectual Contributions Cancel Save Me Save Add Ar Contribution Type e Explanation of Other Run Reports O AACSB Classification X Help Current Status e Title of Contribution If this is part of a larger work e g a chapter in a book Title of Larger Work Authors Please order the authors in the order of authorship Please either select a person from the drop down list or enter their name in the input fields 1st Author People at UTSA First Name Middle Name Initial Last Name Test Faculty1 digitalmeasures Tf a student what is his her level X Add Another Author 1 e Add Journal Publisher Proceedings Publisher City and State of Journal Publisher Country of Journal Publisher Volum
14. atic System Time Out When you are finished with your work session click on the light blue down arrow to the right of your personal Welcome banner on the top left side of your screen and then click Log Off Because you log in to Digital Measures using the same Shibboleth authentication your MyUTSA ID and passphrase that is used by other UTSA platforms such as Blackboard it is best to close your browser entirely after logging out of DM If you are logged in but are not actively working the Digital Measures system will time you out and log you out of the system after 90 minutes It will give you a warning message before doing so but be sure to save your work on a screen if you know you are going to have to interrupt your work Page 27 A Final Note on Vita Customization The UTSA Official Vita was developed with input from faculty members from every college If necessary custom vita formats can be developed for specific departments and or colleges at the request of the department chair or college dean For more information please contact your Digital Measures Administrator Tia Palsole at digitalmeasures utsa edu Page 28
15. blications or presentations do not include formatting type punctuation in those fields unless the punctuation occurs within the title Do include commas a colon a dash etc in the title if such punctuation is part of the title but do not enter quote marks around the title or periods commas after the title The vita is set up to format the information appropriately Any additional punctuation that you include outside the title will result in duplicate punctuation marks on the vita EXAMPLES Correct San Antonio America s Unique City San Antonio America s Unique City Incorrect All of the following note punctuation outside the title itself San Antonio America s Unique City San Antonio America s Unique City San Antonio America s Unique City Special Characters When you need to use a special character in a text field such as a Greek letter a superscript or a subscript you must copy and paste the character or symbol from a separate Word document following these steps Open a Word document Click on the Insert tab near the top left of the screen ma O e FILE HOME INSERT DESIGN PAGE LAYOUT REFERENCES MAILINGS REVIEW VIEW AD O leg Pill ar ase Ww IS D ABE 4 h Bookmart ISS Comment Header For ext k WordArt Cover Blank Page Table Pictures Online Shapes SmartArt Chart Screenshot my Apps Wikipedia Online Hyperlink Bookmark Ces V App Click on the small down triangle to the right of t
16. ccess so the menu bar may be slightly different in each case Manage Activities This is the tool you use to enter the activities accomplishments and publications that will display on your vita and annual report For faculty DM will default to this page upon opening Manage Your Activities Welcome i N lt A Manage Activities Review a quide to manage your activities lt General Information Run Reports Personal and Contact Information Education and Faculty Credentialing Administrative Data Permanent Data Yearly Data External Connections and Partnerships Help Academic Government Industry Military and Professional Positions Faculty Development Activities Attended Administrative Assignments Licensures and Certifications Awards Honors and Biographical Listings Media Contributions Consulting Professional Memberships v Teaching Scheduled Teaching Academic Advising Directed Student Learning e g theses dissertations Student Evaluations of Teaching Other Instructional Activities Workload Information lt Scholarship Research Creative Works Artistic and Professional Performances and Exhibits Intellectual Property e g copyrights patents UTSA gt Contracts Fellowships Grants Sponsored Research and Residencies Presentations Donat Intellectual Contributions Scholarship Research Creative Works Currently in Progress Activities are grouped logically from the viewpoint of the university faculty member There
17. ce pertaining to all screens under the Scholarship Research Creative Works section 14 e For those who publish under an alternate NAME cccconononoonnnnnnnnnnonanonnnnnnonnnnnnannnnnnnnnnnnannnnnanoss 14 e For those who have published with a collaborator whose DM account is disabled 15 Artistic and Professional Performances and Exhibits 0 cee eeecceesceceeeeceeeeeeaeeeeaeeseeeeeaeeesaaeeeeeeeens 15 Contracts Fellowships Grants Sponsored Research and Residencies ssssessssssrssssesrrerrrssssssee 16 Intellectual ContribCtions ic Sai esas Lan ge oes eases Seege deg ee ies 16 Intellectual Property e g Copyrights patents cccccecsessececssseceesessececsessececseaaeceesesaeeeesesaeesesesaes 17 Presentation Sii Hitec eee aL ee Lee 18 Service SOCtON is as ci A a A A Ae a Sites 20 GENERAL NOTE Abee eet da eegent Giana aus 20 Ne E un EE 20 e UE e ote i heeds oe ee eh 20 Here ele teed eet eet A Eola A A dE Ee Ee befend 20 UT Systemin e ei E R R RRE E E RER R ER A AREE R R A R 20 Profesi n alisios aa a e 21 EU 21 Other Screen Guida Ce titi las iaa 21 E ea Se Pee one eee ere 22 E A A E a A RO 23 Manage Data da 23 Page iii RUN REO de db 23 Logging Off and Automatic System Time Out 27 A Final Note on Vita Customizatlon nono a cnn nono nna ran crac nana nnanan 28 Page iv UTSA OFFICIAL VITA USER S MANUAL Introduction This UTSA Official Vita User s Manual is orga
18. cord unsubmitted works or research once you submit exhibit perform publish or present the item it needs to be moved from the Scholarship Research Creative Work in Progress screen to the appropriate screen for the activity You can use the PasteBoard tool to assist you in moving the data e From the Scholarship Research Creative Work in Progress summary screen click on the item that has been submitted to open the record e Then click on PasteBoard in the red box on the upper left side of screen A pale yellow box will open at the bottom right side of your screen Copy paste all the descriptions from the record onto the PasteBoard Copy text from each field one at a time drop down information cannot be copied e After you have copied everything you wish to move click Manage Activities in the red box on the upper left side of screen then click on the appropriate screen in the Scholarship Research Creative Work section and select Add New Item e Copy the information from the PasteBoard into the appropriate fields in that screen using copy paste or drag and drop e To avoid losing and having to retype information from scratch do not delete the item from the Scholarship Research Creative Work in Progress summary screen until you are sure you have gotten all the information saved in the new screen Once you are sure everything has been moved delete the original record by going back to the Scholarship Research Creative Work in Progress summa
19. ctions for adding collaborators under Artistic and Professional Performances and Exhibits third bullet page 15 the process is the same for all screens under the Scholarship Research Creative Works section e Be sure to click on the appropriate Save button Presentations Use this screen to describe your presentations e Be sure to complete all the fields related to each activity to fully describe your work Some fields assist with appropriate placement of the item on the vita and or are reflected in your annual report e Please identify any co presenters authors by clicking on the Add another Presenter Author link o See detailed instructions for adding collaborators under Artistic and Professional Performances and Exhibits third bullet page 15 the process is the same for all screens under the Scholarship Research Creative Works section e When the status of the item changes be sure to edit the item and select the new status from the drop down list for example from In Preparation to Submitted so that the item is appropriately identified on your vita and in your annual report e f your presentation results in publication in conference proceedings or elsewhere please create a separate record for the publication under Intellectual Contributions e Be sure to click on the appropriate Save button Page 18 Scholarship Research Creative Works Currently in Progress You may choo
20. e Issue Number Edition Page 14 e For those who have published with a collaborator whose DM account is now disabled You may have a record s on a Scholarship Research Creative Works screen s listing a collaborator whose DM account is disabled DM accounts are disabled when a faculty member is listed as inactive in Banner for the current term or has left the university Disabled accounts in DM are designated with a zz preceding the last name therefore on any reports on which the inactive faculty member may be listed as a collaborator his her name will display with a zz in front of it You may notice this when you run your vita or annual report If you don t wish for the zz to appear there is a way to correct it You should locate the record s where the collaborator appears you may wish to use the Search function to help you locate all the records Then you will edit the record s by removing his her name from the box it is in click the small gray x to the right of the name and manually entering the correct name in the boxes for First Name Middle Name Initial and Last Name Be sure to click on the appropriate Save button when your edits on a record are complete Artistic and Professional Performances and Exhibits Use this screen to describe artistic activities works fine art music theatre etc e Be sure to complete all the fields related to each activity to fully describe your work Some fields
21. e The text fields on the lower half of the screen Brief Biography Undergraduate Courses Taught Graduate Courses Taught Teaching Interests and Research Interests are editable If you wish for this information to appear on your vita you will need to complete the fields on this page e If you want items in these text fields to appear as a list be sure to hit Enter after each item otherwise they will appear in paragraph form e If desired you can store your photograph by using the link at the bottom of the page to access a photo file Administrative Data Permanent Data This has important benchmark dates in your career Note that the items in this field are locked This means that you cannot edit these items however administrative staff in your department should have access to make changes on the Permanent Data screen If any of the information on your Permanent Data screen is incorrect please contact your department administration to discuss and make changes as appropriate and supportable Yearly Data You will have a record for each academic term you are active faculty Much of the information in Yearly Data is automatically loaded from your current year s appointment but there are additional fields on the screen that you can complete e Ifyou are a member of the Graduate Faculty check Yes in the drop down list e The AACSB information in the lower half of the screen is only relevant to College of Busine
22. e UTSA Faculty Annual Report e If desired or if your department requires that you do so you may attach a copy of your syllabus Click on the Choose File button Browse until you find the syllabus then Click on the file you wish to upload It will be available for future reference O O O Q e Be sure to click on the appropriate Save button Directed Student Learning e g theses dissertations This screen is for entering information about dissertation or thesis committees on which you serve or which you chair as well as any internships or research you oversee and or any publications by your students on which you were not an author You should include this information for students you are working with now and those you have worked with in the past e Select Involvement type from the drop down list e Ifyou choose Other from the drop down list also complete the Explanation of Other field or your role will be blank e Fill out the fields in which you can provide information about the student with whom you are working Student s name Home Department This is the department for the degree not the specific degree Title of the student s work Course reference select if you are the instructor of record only Stage of completion Comments Date started Date completed O iO O et e tege Haer e The information you enter in the Description field will not appear on your vita but will appear on
23. e same type of activity o If you are just browsing a screen or change your mind and do not want to save your work click on the Cancel button This will cancel the screen without saving and return you to the activity s summary screen If you have entered any data a dialog box will ask if you are sure you want to leave the page without saving your changes Time Saving Tips e Search You can do a search from the DM home screen as well as each summary screen in Digital Measures The Personal and Contact Information and Permanent Data screens are single records and therefore do not have summary screens The Search window at the top right side of each summary screen allows you to search the records for that screen i e Intellectual Contributions using one or more words that appear in a record This can be especially helpful when you have numerous publications and are looking for a specific article you can search by any word s that might appear in the title the abstract the publisher the dates or any other field for that record For instance if you published a journal article in the 1980s and you wish to pull up that particular record on your Intellectual Contributions screen but can t remember the year or the title you could search by your co author s name or the name of the publisher or a keyword or keywords that you remember from the title Please keep in mind if you have multiple publications with a co author and you s
24. earch on his her name DM will return all of the publication records that contain the co author s name If you are uncertain which screen to search you can search from the Manage Activities page This will search the entire database e Import Citations This feature allows you to import your publication citations directly from other online publication databases or reference managers See page 17 for more information and instructions e Updating Status It is important to update the current status of items in the Scholarship Research Creative Works section of DM as changes in status occur If you originally entered an article as submitted once it is accepted you should edit the record for that article and change the status You should do the same for each step of the article s process Once it is published you should change the status to reflect that and update all the pertinent fields with publication information e Enabled Disabled Accounts When using DM specifically when running reports you will notice there are times that you have the option of including accounts which are Enabled Only Disabled Only or Enabled and Disabled Faculty who are active in Banner for the present term have enabled accounts Faculty who are inactive in Banner for the present term or who are no longer at the university have disabled accounts Those whose accounts are disabled in Digital Measures will appear in drop down lists and reports
25. ection e WARNING Be sure to select if the entry is peer reviewed refereed or juried form the drop down list for that description Otherwise it will appear as non refereed on your vita e Identify any Areas of Collaborative Excellence into which the work falls e Be sure to click on the appropriate Save button Importing Citations Importing your citation information will populate the fields of the Intellectual Contributions screen automatically With just a few quick clicks you can import citations of your publications into Intellectual Contributions from online reference management systems such as EndNote Mendeley RefWorks Zotero Google Scholar PubMed Scopus or Web of Science You can choose to e Export the record as a BibTeX file which can then be imported into Digital Measures Option A or e Directly import items from PubMed Option B To use the import feature click on the Import Items box at the top of the Intellectual Contributions summary screen This will take you to a screen where you can choose Option A Import a file exported from another system or Option B Import by connecting to PubMed For more extensive directions for exporting your citation from another system click on the link on the software systems link in Option A This will open a separate page with information on exporting BibTeX files For more extensive directions for importing your records from PubMed click on the PubMed link in Opti
26. ections Other Throughout if you choose the Other option from a drop down list be sure to fill in the Explanation of Other field below it or the information will be blank on the vita and other reports Dates Throughout where there is a date range to choose and an activity is ongoing leave the End Date field blank Digital Measures will insert the word Present on your vita and reports when no end date is indicated If an activity took place on one day or during one year leave the Start Date field blank and complete only the appropriate End Date field s This date will display on your vita and or annual report Most screens with date fields will require you to complete at least one date field to save the record You may complete the year the month and year or the month day and year If the screen requires a date to be entered you will be prompted if you attempt to save the screen without doing so Text Box Expansion When entering records into DM you can expand some text boxes to make entering large amounts of text easier To do so click and drag the bottom right side of the text box See screen shot below Some text boxes within Digital Measures note to use 30 or 50 words or fewer in the description This is only a recommendation The text boxes can be expanded to hold up to 20 000 characters Abstract Synopsis Page 6 Punctuation When entering data into fields for titles of pu
27. es After making your selection s and clicking on Individuals or groups to include Save the report s file format and size will be preselected in Step 4 You do not need to change or select anything College Department GERS To run the report click on Run Report on the top right side of the screen The report will open as a separate document in the selected format Most reports are in Microsoft Word format Please note that any changes or edits you make to this document will not be reflected in Digital Measures Page 24 Create a New Report Some users mostly department college administrative users have the ability to design personalized reports using the data available in Digital Measures This feature replaces what was previously known as Ad Hoc reporting If you do not see the line Create a new report when you click on Select Y you probably have access only to run the custom reports in your drop down list For instance faculty do not generally have access to Create a new report To create a specialized report for your needs follow the steps for Run Reports previous page In Step 1 instead of selecting an existing report you will click on Create a new report Welcome DepartmentAdmin Test v Manage Activities Run Reports Manage Data Report E Run Reports e Academic Degrees Earned Se Help Awards and Honors Birthday Report by Month Contracts Grants and Spo
28. f the two service screens e Record each membership separately e Be sure to click on the appropriate Save button Teaching Section Scheduled Teaching The courses for which you are the instructor of record are automatically loaded from Banner ASAP both organized classes specific time day location and nonorganized classes such as an Independent Study Each course for each semester is listed separately The gray lock icon beside some items means that they are not editable by faculty However there are also selections and information that can be entered by you e Make the appropriate selection from each drop down list in the editable fields if you wish e There are three text fields where you can provide detailed information regarding your teaching of the course o Pedagogical innovations you introduced to the course that semester o New teaching material you developed for the course that semester o Activities in your course that enhanced student learning and or contact with the community Page 11 TIP Take advantage of these text fields While the memory of your teaching experience for the course is fresh provide a description in each of the text fields that applies This information will not appear on the vita However it will appear in your annual report it will serve as a reminder of special accomplishments for each course and will help you document your contribution to the mission of the department when you complete th
29. h Creative Works Artistic and Professional Performances and Exhibits Contracts Fellowships Grants Sponsored Research and Residencies Intellectual Contributions v Service Department College University lt Faculty Reports and Evaluations Annual Report Summary Archived Reports General Guidance for Data Entry Education and Faculty Credentialing External Connections and Partnerships Faculty Development Activities Attended Licensures and Certifications Media Contributions Professional Memberships Academic Advising Student Evaluations of Teaching Workload Information Intellectual Property e g copyrights patents Presentations Scholarship Research Creative Works Currently in Progress UT System Professional Public Faculty Acknowledgement of Evaluation Comments The Manage Activities screen is the starting point for entering vita accomplishments You will enter activities by creating new records under the appropriate screen Links to each of the screens appear on the Manage Activities page the first screen you see when you open Digital Measures When you first visit this page you should spend a few minutes familiarizing yourself with the links that will take you to the different screens where you will enter your activities e To access a screen click on its name for example Awards Honors Endowed Positions and Biographical Listings or Intellectual Contributions e The activity s summary screen
30. he PasteBoard you can then copy paste or drag drop selected text into the respective fields To close the PasteBoard click on the X in the top right corner of the PasteBoard Manage Data This tab will only be available if you have permission to manage data for others and is normally used by administrative personnel at the department college level If you have this menu option you can click on Manage Data underneath Rapid Reports and PasteBoard on the menu in the upper left portion of the screen and you will see this screen Welcome DepartmentAdmin Test Manage Activities You are not currently managing data Manage Data p gt Manage Data Manage Data enables you to manage data for other users or entities within your system If you are entering a lot of data it may be faster to load this from Run Reports CSV files rather than by using this utility All changes made using this utility are audited Manage Data sessions open in a new tab Help Manage Data for Users User Show Enabled Accounts only S Click on the down arrow or start typing a last name in the User field to locate the faculty members in your department college or the university depending on your level of access Once the name is visible in the User field click on Continue to begin managing data for the faculty member Run Reports This utility allows you to run the prefabricated reports available to you Not all users have access to
31. he blue Q icon above the word Symbols found on the far right side of the toolbar to see your choices You may have to click on it twice to open the pop up box If the symbol is not in the original pop up box click on More Symbols at the bottom of the pop up box then scroll until you find the symbol you need Click on the symbol you have chosen and it will be inserted into your open Word document Copy the symbol from the Word document and paste it either directly in the appropriate DM text field or in the PasteBoard see below Spell Check Google Toolbar http toolbar google com and Yahoo Toolbar http toobar yahoo com are two applications that have spell check These applications work with all of the websites you use not just Digital Measures allowing you to use the words you add to your custom dictionary with all sites you visit Page 7 Location of Faculty Activities in the Vita The following pages identify where specific activities should be entered in Digital Measures The descriptions follow the order of the screens found on the Manage Activities screen Familiarize yourself with the screens described below including the different options available in drop down lists to make sure you are entering and or selecting the correct elements General Information Section Personal and Contact Information This is a self explanatory screen and the information is useful for a variety of reporting purposes
32. ick on Rapid Reports A white dialog box will open Rapid Reports Select a report template date range and file format then run the report e Select UTSA Official Vita from the drop down list The drop down list reflects the reports that are available to you Report UTSA Official Vita 2015 e e Choose the Start Date and End Date range you want the vita to reflect Start Date Jan e 01 v End Date Dec Y 31 e 2015 e File Format Microsoft Word e e Note Changes to Microsoft Word reports do not change data in the system Choose the File Format you prefer from the drop down list Run Report e Click the Run Report button Your vita will display in the file format you selected You can then save it to your personal location to further edit print or share Please remember that any edits that you make to this separate document will not be captured in Digital Measures Follow the same steps to run any of the reports available to you on the Report drop down list Page 22 PasteBoard The PasteBoard can be a time saving feature To access the PasteBoard click on PasteBoard in the red box on the upper left side of the screen under Rapid Reports This feature allows you to copy text from another document such as your vita in Microsoft Word and paste it into the PasteBoard You can also copy paste text from one screen in Digital Measures to another After you have pasted text into t
33. ields and select appropriate drop down list descriptions Be sure to click on the appropriate Save button UT System Use this screen to describe the service you provide d to The University of Texas System and or to any other university system prior to joining UTSA Familiarize yourself with the screen including the drop down lists Fill in all blank fields and select appropriate drop down list descriptions Be sure to click on the appropriate Save button Page 20 Professional Use this screen to describe the service you provide d to your academic discipline whether an academic or a professional organization It should be used for service while employed by UTSA and for service prior to joining UTSA Familiarize yourself with the screen including the drop down lists Fill in all blank fields and select appropriate drop down list descriptions Be sure to click on the appropriate Save button Public Use this screen to describe the service you provide d to organization entities not related to your academic discipline Examples might be president of the PTA Little League Coach assuming your discipline is not athletics etc It should be used for service while employed by UTSA and or for service prior to your joining UTSA Familiarize yourself with the screen including the drop down lists Fill in all blank fields and select appropriate drop down list descriptions Be sure to click on the appropriate Save button Other
34. ion For instance if you publish two chapters in the same book you could enter all information for one chapter save the record and then copy the record When the duplicate record opens make the changes necessary for the second chapter and save that record o To delete a record click the box to the far right of the entry and then click the trashcan icon at the top right side of the page A dialogue box will open asking if you are sure you want to delete the item When you click on Delete the item will be deleted Once you have added edited or copied an item you will save or cancel your actions using one of the three buttons found in the top right portion of the entry screen Screen shot on next page Welcome Faculty1 Test v A Manage Activities lt Edit Intellectual Contributions Cancel Save Ra Save Add Another Contribution Type Journal Article Academic Journal S Explanation of Other Run Reports Page 4 o To save the record click on the Save button The record will be saved and you will return to the summary screen for the activity If you then wish to enter information in a different screen click on the red Manage Activities box at the top left side of screen and you will return to the DM home screen o If you need to add more of the SAME type of activity click on the Save Add Another button This will save your work and open a new blank data entry screen for th
35. is screen to describe activities that have enhanced your skills as a UTSA faculty member such as workshops continuing education courses etc e Record each activity separately e Be sure to click on the appropriate Save button Licensures and Certifications Use this screen to record all formal licenses and certificates you hold or have held e Enter each certification or license separately e The date obtained will be the date you first received this license certificate e The expiration date is self explanatory Remember leaving the End Date blank will display as Present on your vita and reports e Add each item separately e Be sure to click on the appropriate Save button Page 10 Media Contributions Use this screen to provide details about all of your media activities TV radio newspaper magazine internet other e Select the type of medium in which your activity occurred from the drop down list e Type the other information into the text fields e Record each activity separately e Be sure to click on the appropriate Save button Professional Memberships Use this screen to identify memberships that do not fall under the Professional or Public Service screens An example might be membership in an organization through which you might be able to obtain faculty or professional development but which you are not otherwise involved If you contribute to the activities of the organization use one o
36. nized to aid you in entering and editing your vita activities in Digital Measures General advice and instructions are provided on the first six pages of the manual Starting on page seven the manual provides instructions for each vita category and subcategory about which you can report in the order they are listed on the DM home page Manage Activities Information about compiling your vita other utilities printing the vita and logging off follows Log in to Digital Measures e Inthe address field of your preferred browser type http my utsa edu e Click on Digital Measures under Faculty Staff Resources WebMail fa cu lty Faculty Center sta ff UTShare PeopleSoft resources Interim Workflow Solutions Account Passphrase Reset DigitalMeasures RowdySpace e You will be taken to the Digital Measures landing page You may wish to save this landing page to your Favorites or Bookmarks in your preferred browser e From the landing page click on the orange UTSA Digital Measures button on the upper right side of the page to reach the Digital Measures log in page UTSA DigitalMeasures Click to log in e Login using your myUTSA ID abc123 and passphrase Page 1 Overview of Working in Digital Measures The menu on the upper left portion of the Digital Measures home page displays the utilities available to you based on the type of access you have Faculty staff and administrators will have different types of a
37. not appear on your vita but will appear on your annual report e Be sure to click on the appropriate Save button Student Evaluations of Teaching The summary evaluation of teaching information from each course found on this screen is automatically loaded from UTSA s official student evaluations of teaching reports You cannot modify the screen but you can view the information If the information is not consistent with the report you received for a course notify the Office of the Vice Provost for Institutional Effectiveness VPIE This information will not appear on your vita but will appear on your annual report Page 13 Workload Information Workload credits and justifications for being below the minimum workload requirements by term used to comply with Regents Rule 31006 are found on this screen The workload information on this screen is entered by your college department administrative staff You cannot modify the screen but can view the information If the information is incorrect please notify your department administration Scholarship Research Creative Works Section Guidance pertaining to all screens under the Scholarship Research Creative Works section e For those who publish or have published under an alternate name When you enter a record into any of the screens under the Scholarship Research Creative Works section by default you will be the first performer investigator author presenter listed Your n
38. nsored Research by Faculty Creative Works by Faculty Editorial and Review Activities by Faculty Faculty Staff Directory General Service by Faculty Intellectual Contributions by Faculty Presentations by Faculty Scheduled Teaching by Faculty UTSA Annual Report Faculty Acknowledgement of Evaluation Comments UTSA Annual Report College Dean s Evaluation a m Create a new report Page 25 The following page will open Welcome DepartmentAdmin Test Manage Activities Run Reports Manage Data E Run Reports Help Report Create a new report Date Range Whom to Include Data to Include Grouping Method Search Keywords Q File Format UTSA DigitalMeasures Start Date End Date Users Selected Include These Accounts Fields Selected from Group by Search for File Format Files per Screen Jan vw 01 w 2015 v Dec v 31 w 2015 e All Change selection Enabled Only All Change selection None Comma Separated Values csv Single For Step 2 select the Date Range you wish to capture in your report Save B Run Report O All Dates For Step 3 choose who you wish this report to include by clicking on Change selection A white dialog box will open where you can select either individual s department s or college s Select whether you wish to include Enabled Only active faculty Disabled Only inactive faculty including faculty who
39. on B A Manage Activities Import Items Cancel Import Run Reports P The citations of your publications may exist in another software system Instead of rekeying those citations import them using one of these options Help Option A Import a file exported from another system Option B Import by connecting to PubMed Import records from software systems such as reference Search PubMed for your records managers EndNote RefWorks Mendeley Zotero or other databases Google Scholar Web of Science Scopus Once you have imported a citation or citations please review each record for accuracy For peer reviewed or refereed items insure that they are so indicated Not all citation databases provide that information in the exported citations Page 17 Intellectual Property e g copyrights patents Use this screen to describe intellectual property for which you hold a patent copyright or similar protection If the work is in progress and has not yet been submitted you may use the Scholarship Research Creative Works Currently in Progress screen described on P 19 e Be sure to complete all the fields related to each activity to fully describe your work Some fields assist with appropriate placement of the item on the vita and or are reflected in your annual report e Please identify any additional inventors on the patent copyright by clicking on the Add another Inventor link o See detailed instru
40. ropriate Save button Consulting Use this screen to provide details about all of your consulting engagements paid and pro bono e Record each engagement separately e Be sure to click on the appropriate Save button Education and Faculty Credentialing This screen is used to collect faculty qualification information for reporting to UTSA s official accrediting body the Southern Association of Colleges and Schools Commission on Colleges It also contains information about your completed degrees for your official UTSA vita Page 9 You cannot modify this screen but can view the information If the information is incorrect please notify your department administration External Connections and Partnerships This screen should be used to describe activities you have engaged in that build relationships between UTSA and other entities and which are not appropriate for another area s of the vita Therefore use this screen only when your accomplishment does not fit elsewhere It should NOT be used in lieu of Academic Government Industry Military and Professional Positions above Faculty Development Activities Attended Licensures and Certifications Media Contributions or Professional Memberships or for any of the Teaching Scholarship Research Creative Work or Service activities below e Record each instance separately e Be sure to click on the appropriate Save button Faculty Development Activities Attended Use th
41. ry screen checking the box to the far right of the item to be deleted and clicking on the trashcan icon in the top right portion of the screen Page 19 Service Section GENERAL NOTE For Service screens you may enter the service once and identify the date fields that apply However during those periods when you have served in an official role s chairperson president etc rather than only as a member of an organization enter the service for that official time period separately to stress the higher level of service required Department Use this screen to describe the service you provide d to your academic department at UTSA and or any other universities prior to joining UTSA Familiarize yourself with the screen including the drop down lists Fill in all blank fields and select appropriate drop down list descriptions Be sure to click on the appropriate Save button College Use this screen to describe the service you provide d to your college at UTSA and or any other universities prior to joining UTSA Familiarize yourself with the screen including the drop down lists Fill in all blank fields and select appropriate drop down list descriptions Be sure to click on the appropriate Save button University Use this screen to describe the service you provide d to UTSA and or any other universities prior to joining UTSA Familiarize yourself with the screen including the drop down lists Fill in all blank f
42. se to use this screen to describe works or research that have not yet been submitted for exhibit performance publication protection or presentation Alternately you may prefer to enter the works under the appropriate Scholarship Research Creative Works screen i e Intellectual Contributions with a Current Status of In Preparation or In Progress It is probably more efficient to enter the work in that manner so that as the work is submitted reviewed accepted etc you need only update status and dates for that particular record Please enter the information on one screen or the other i e either Scholarship Research Creative Works Currently in Progress or Intellectual Contributions You should not create a record for the same work on both screens e Be sure to complete all the fields related to each activity to fully describe your work Some fields assist with appropriate placement of the item on the vita and or are reflected in your annual report e Please identify any other collaborators by clicking on the Add another Collaborator link o See detailed instructions for adding collaborators under Artistic and Professional Performances and Exhibits second bullet page 15 the process is the same for all screens under the Scholarship Research Creative Works section e Be sure to click on the appropriate Save button If you choose to use the Scholarship Research Creative Work in Progress screen to re
43. ss faculty Note that all the AACSB information is marked read only and can only be entered by the COB dean s office rather than by the faculty member Academic Government Industry Military and Professional Positions This screen should be used to enter UTSA and non UTSA university teaching positions as well as other professional positions you have held It should also be used to enter P 12 teaching positions useful for COEHD and nonacademic positions held current and past Page 8 e Faculty should use this screen to enter all experience information consistent with academic and nonacademic faculty credentialing information Each job or experience should be entered separately e Remember that leaving the End Date field blank will display as Present on the vita and reports e Be sure to click on the appropriate Save button Administrative Assignments If you have held or are holding an administrative assignment at UTSA or another institution use this screen e Review the drop down list for positions that fall into this category e Add each administrative position separately e Be sure to click on the appropriate Save button Awards Honors Endowed Positions and Biographical Listings Use this screen to provide details about your internal and external recognitions This information is occasionally requested by government entities or UT System e Add each item separately e Be sure to click on the app
44. will open to display a list of the records that are already stored for that activity if there are any In the example shown in the screen shot at the top of the next page one record is displayed on this user s Professional Memberships summary screen Page 3 Welcome Faculty Test y Search Professions member o American Society of User s Manuals Run Reports Help A Manage Activities lt Professional Memberships Add New Item ng S Item e There are four potential actions you can take from an activity s summary screen as illustrated in the screen shot below o To add a new record in a given activity click the Add New Item button at the top righ side of the screen A new unfilled screen will open where you can enter information o To view and or edit an existing record click on the name of the record The screen for the entry will open to allow changes Welcome Faculty1 Test AL Manage Activities lt Professional Member Item American Society of User s Martuals Run Reports Y Help o To opy a record click the box to the far right of the item and then click the Duplicate box Add New Item at the top right side of the screen This will create and open an exact duplicate of the selected record You may then edit and change the duplicate entry before saving it This feature may be helpful if you have similar records and don t want to retype duplicate informat
45. your annual report e ifthe student s with whom you worked did not earn academic credit use Other Instructional Activities below e Be sure to click on the appropriate Save button Page 12 Other Instructional Activities This screen is reserved for any other instruction related activities in which you engaged for which student s do not earn academic credit hours This includes workshops you offered guest lectures etc Make sure the activity in which you have engaged does not fall into either of the two Teaching screens above e Select the appropriate activity from the drop down list If you choose Other don t forget to provide an explanation e Provide other information related to the activity as appropriate such as o Audience o Sponsoring organization o Number of participants o Academic or professional instruction e The information you enter in the Description field will not appear on your vita but will appear on your annual report e Be sure to click on the appropriate Save button Academic Advising This screen is appropriate for faculty who are assigned as the undergraduate or graduate advisor of record If you are not an advisor of record this is the location to identify students for whom you provided significant mentoring and to describe the nature of your work with them e Enter information about the number of students you advised e The information you enter in the Description field will
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