UTSA Vita User`s Manual
Contents
1. Click myUTSA at the top of the page Click Faculty Career Portfolio DigitalMeasures next to faculty staff resources a Select the UTSA Faculty Portfolio image on the upper right side of the page to reach the DigitalMeasures login page UTSA Faculty Career Portfolio Click to log In 5 Log in using your myUTSA ID abc123 and Passphrase 6 If you are a faculty member select Manage Your Activities from the left side menu gt HES POWERED BY Digital Vicasures Faculty Career Portfolio Welcome Faculty2 Test Thursday January 17 2013 gt Contact Our Helpdesk Watch a video or download a guide on how to manage your activities gt Submit Your Feedback Privacy Statement Activities Database Main Menu e Change Your Password Link to manual for assistance when working on vitas and annual reports UTSA Faculty and Staff gt a User Manual Vita and Annual Report General Information Personal and Contact Information gt Administrative Data Permanent Data Yearly Data Academic Government Industry Military and Professional Positions Administrative Assignments Awards Honors and Biographical Listings Consulting Education and Faculty Credentialing 7 Staff department chairs and deans should select Manage Data and choose a name from the drop down menu You will have access to faculty members who are in your department2. Presentations This is the screen to use to describe works you have at a minimum submitted for presentation Familiarize yourself with the screen including the drop down menus There are many fields to fill in or select in the case of drop down menus to fully describe your work Some fields assist with appropriate placement of the item on the vita others are reflected in your Annual Report Be sure to complete them all Please identify any co presenters authors by clicking on v2013 01 22 14 the Add another Presenter Author link See detailed instructions in italics highlighted in yellow under Artistic and Professional Performances and Exhibits for doing so When the status of the item changes be sure to go in and select the new status from the drop down menu for example from Submitted to Completed This will move it to the appropriate new location in your vita If the work is in progress and has NOT YET been submitted use the Scholarship Research Creative Works Currently in Progress screen below Be sure to click the appropriate Save button Scholarship Research Creative Works Currently in Progress This is the screen to use to describe works you have been engaging in during the year but have NOT YET submitted for exhibit performance publication protection or presentation Familiarize yourself with the screen including the drop down menus It is important to fill this out to show your complet
3. all Some fields assist with appropriate placement of the item on the vita others are reflected in your Annual Report Please identify others who worked with you on the proposal by clicking the Add another Investigator link See detailed instructions in italics highlighted in yellow under Artistic and Professional Performances and Exhibits for doing so When the status of the item changes be sure to go in and select the new status from the drop down menu for example from Submitted to Completed v2013 01 22 13 If the proposal is in progress and has NOT YET been submitted use the Scholarship Research Creative Works Currently in Progress screen below This will move it to the appropriate new location in your vita Be sure to click the appropriate Save button Intellectual Contributions This is the screen to use to describe non artistic or non musical written works you have at a minimum submitted for publication Familiarize yourself with the screen including the drop down menus There are many fields to fill in or select in the case of drop down menus to fully describe your work Some fields assist with appropriate placement of the item on the vita others are reflected in your Annual Report Be sure to complete them all with one exception AACSB should be completed by faculty in the College of Business only Please identify any co authors by clicking on the Add another Author link See detailed ins
4. college v2013 01 22 Manage Your Activities Description The Manage Your Activities utility gives you access to the DigitalMeasures Activities Database Main Menu Activities are grouped logically from the viewpoint of the university faculty member First there are 12 elements reserved for General Information Then there are six elements each for Teaching activities Scholarship Research Creative Works and Service respectively There are also links where the faculty member will provide commentary for the Annual Report and for her his response if desired to the chair s evaluation There is also a link for the department chair dean to evaluate each faculty member chair Each of these elements will be described separately to ensure that you enter your information in the appropriate location Data Entry When you first visit the Activities Database Main Menu it would be beneficial to soend a few minutes looking through all the screens accessible from it To access a screen click its name Then click the Add a New Item button near the top to review the contents of that screen The screen also displays records that are already stored for that screen There are three possible actions you can take from the resulting screen although not all of these actions will always be available 1 To add anew record in a given activity in this case Intellectual Contributions click the ADD A NEW ITEM button near the top of the screen A new
5. screen including the drop down menus This information is occasionally requested by government entities or UT System Add each item separately Be sure to click the appropriate Save button Consulting Use this screen to provide details about all of your consulting engagements paid and pro bono Familiarize yourself with the screen including the drop down menus Record each instance separately Add each item separately Be sure to click the appropriate Save button Education and Faculty Credentialing This is the official UTSA screen for SACSCOC Faculty Credentialing but it also contains information about your completed degrees for your official UTSA vita Familiarize yourself with the screen including the drop down menus If you do not include the date for each of your degrees they will appear in alphabetical order rather than rank order on your vita The date will not display on your official UTSA vita If you must cite graduate coursework to qualify for SACSCOC credentials for your teaching assignment enter each course separately in Section II Section III must be completed by your department DO NOT FILL IN THIS SECTION The other sections are not editable Be sure to click the appropriate Save button Licensures and Certifications Use this screen to record all formal licenses and certificates you hold or have held Familiarize yourself with the screen and the drop down menu Enter each certification or license separatel
6. the screen Brief Biography Undergraduate Courses Taught Graduate Courses Taught Teaching Interests and Research Interests can be used to populate your page in the college or department biographical link 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 The information can also be used to connect with faculty members with similar interests You can add 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 change these If the information is wrong contact your department chair Once the department has made corrections in the appropriate UTSA databases the information will be automatically updated after the next Digital Measures refresh Yearly Data Familiarize yourself with the screen including the drop down menus Much of this information is automatically loaded to represent your current year s assignment in PeopleSoft when it is activated If you are a member of the Graduate Faculty check Yes in the drop down menu If you are not on leave during the year choose None from the On Leave drop down menu The AACSB information in the lower half of the screen is only relevant to College of Business faculty Note that all the
7. 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 both UTSA and non UTSA university teaching positions you have held It should also be used to enter P 12 teaching positions useful for COEHD and non academic positions held current and past Familiarize yourself with the screen including the drop down menus COEHD should use the academic choices to document experience related to their teaching assignments This screen should have experience information consistent with non academic Faculty Credentialing information another screen needed for Southern Association of Colleges and Schools Commission on Colleges SACSCOC accreditation Add each job different experience separately Be sure to click the appropriate Save button v2013 01 22 9 Administrative Assignments If you have held or are holding an administrative assignment at UTSA or another institution use this screen Familiarize yourself with the screen including the drop down menus Review the drop down menu for positions that fall into this category Add each administrative position separately Be sure to click the appropriate Save button Awards Honors and Biographical Listings Use this screen to provide details about all of your internal and external recognitions Familiarize yourself with the
8. UTSA Vita User s Manual In this manual you will find How to log in to DigitalMeasures ll How to add a new item in an activity Ill How to interpret data in DigitalMeasures IV General information v2013 01 22 1 Introduction This manual organized to aid you in making and editing entries to your Vita and in completing your Annual Report in Digital Measures General advice and instructions are provided on the first four pages of the manual Page four of the manual provides instructions for each Vita category and subcategory about which you can report in the order they are listed on the Manage Your Activities main menu This document will also describe how to compile your vita manage utilities print a vita and log out Finally the manual provides instructions for completing your Annual Report and for responding to your annual evaluation Additional comments descriptions you have added on a screen that don t appear in the vita will appear in the Annual Report You should only have to provide a self evaluation for each activity Access to DigitalMeasures It is recommended that you use either Internet Explorer or Firefox as your browser when accessing DigitalMeasures Google Chrome and Safari currently do not support the use of widgets which are needed for some functionality v2013 01 22 Log in to DigitalMeasures How to Log In 1 In your preferred browser go to the UTSA home page http utsa edu
9. blank screen will appear into which you can add new relevant information 1 ey Run Ad Hoc Reports sas Activities Database Run Custom Reports a Intellectual Contributions e Contact Our Helpdesk gt subenit Your Feedback Click below to ADD a new item to Intellectual Contributions e Privacy Statement e Logoff Click on any of the entries below to EDIT COPY or DELETE an item in Intellectual Contributions Items added to Intellectual Contributions EDIT COPY DELETE August 2012 S wW 2 When you open an activity if there are existing records as shown above they can be changed You can perform three of the following actions v2013 01 22 4 3 4 a EDIT To view or edit an existing record click the S pencil icon to the right of the item The screen for the entry will open up to allow changes b COPY This will allow you to move information from one screen to another without having to retype everything Click the copy icon to copy it to a Word document The screen will enlarge Copy the whole page into the blank document WARNING Some lines may be incomplete Next open the screen where you wish to move the information and copy the elements over one at a time c DELETE To delete a record click the w trash icon to the right of the item Select one of the three buttons found at both the top and the bottom of the screen a SAVE AND RETURN Save your changes and
10. cessfully use special characters If you choose Other from a drop down menu fill in the Explanation of Other field below it or the information will be blank on the vita Spell Check e 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 DigitalMeasures allowing you to use the words you add to your custom dictionary with all sites you visit Customization e The screens available from the Manage Your Activities tab and all of the fields in them have been customized for the University level with input from faculty members from every college v2013 01 22 7 e The content of reports and screens can still be changed to meet college or department preferences To propose changes there must be consensus at the department or college level Please forward the request to the DigitalMeasures Administrator v2013 01 22 Location of Faculty Activities in the Vita The following pages identify where specific activities must be entered into your vita The descriptions follow the order found on the Activities Database Main Menu General Information Personal and Contact Information This is a self explanatory screen and the information is useful for a variety of reporting purposes Familiarize yourself with the screen including the drop down menus All of the text fields on the lower half of
11. e efforts during the year There are several fields to fill in or select in the case of drop down menus to fully describe your work Some fields assist with appropriate placement of the item on the vita others are reflected in your Annual Report Be sure to complete them all Please identify any other collaborators by clicking on the Add another Collaborator link See detailed instructions in italics highlighted in yellow under Artistic and Professional Performances and Exhibits for doing so Be sure to click the appropriate Save button When you submit the item it needs to be moved from the In Progress screen to the appropriate activity Click the item that has been submitted Then click the PASTEBOARD tab at the bottom right of the screen Copy all the descriptions you typed about the activity into the Pasteboard at the bottom of the screen Drop down and radio button information cannot be copied Then open up the appropriate Scholarship Research Creative Work screen and copy the information into the fields in that screen To avoid losing and having to re type information from scratch DO NOT DELETE the item in the In Progress screen until you are sure you have gotten all the information to the new screen Once you are sure everything has been moved you can delete the item by going back to the In Progress home screen and clicking on the TRASH CAN icon v2013 01 22 15
12. e or periods commas after the title The vita is set up to format the information appropriately Any additional punctuation that you include will result in duplicate punctuation marks on the vita that you will have to go back in and remove o Correct use of punctuation San Antonio America s Unique City San Antonio American s Unique City o Incorrect use of punctuation San Antonio America s Unique City San Antonio America s Unique City San Antonio America s Unique City Special Characters e Whenever you need to use a special character in a text field such as a Greek letter a superscript or a subscript use the Microsoft Word Insert function 1 Open a Word document 2 Select the Insert tab near the top left of the screen 3 Click the small down arrow under the blue Q icon above the word Symbols found on the far right hand side to see your choices You may have to click it twice to open the pop up box If the symbol is not in the original pop up box click More Symbols at the bottom of the pop up box then scroll until you find the symbol you need 4 Click the symbol you have chosen and hit the Insert button at the bottom of the Symbol pop up screen 5 Copy the symbol from the Word document and paste either directly to the text field where you want the symbol or to the PasteBoard see below WARNING Using the various font choices under the Home tab will not allow you to suc
13. ive Works Artistic and Professional Performances and Exhibits This is the screen to use to describe artistic or music related activities works that have at a minimum been submitted offered Familiarize yourself with the screen including the drop down menus There are many fields to fill in or select in the case of drop down menus to fully describe your work Be sure to complete them all Some fields assist with appropriate placement of the item on the vita others are reflected in your Annual Report Please identify others who worked with you on the performance exhibit by clicking on the Add another Performer Exhibitor Lecturer link When the status of the item changes be sure to go in and select the new status from the drop down menu for example from Submitted to Completed This will move it to the appropriate new location in your vita If the work is in progress and has NOT YET been submitted use the Scholarship Research Creative Works Currently in Progress screen below Be sure to click the appropriate Save button Contracts Fellowships Grants Sponsored Research and Residencies This is the screen to use to describe activities works you have at a minimum submitted a proposal for outside funding Familiarize yourself with the screen including the drop down menus There are many fields to fill in or select in the case of drop down menus to fully describe your work Be sure to complete them
14. rd 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 Familiarize yourself with the screen including the drop down menus Your descriptions for the activity will not appear on your vita but WILL appear on your Annual Report Be sure to click the appropriate Save button Student Evaluations of Teaching The summary student evaluation of teaching information from each course found on this screen is automatically loaded from UTSA s official student evaluation 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 Accountability and Institutional Effectiveness VPAIE This information WILL appear on your Annual Report Workload Information Information about your formal workload assignment allocation and reasons for teaching releases is found on this screen The workload information on this screen is entered by your department You cannot modify the screen but can view the information If the information is incorrect please notify your department chair This information is used to weight the department chair dean s evaluation for each area of activity in which the faculty member department chair participated during the year v2013 01 22 12 Scholarship Research Creat
15. re are also selections and information that can be entered by you Make the appropriate selection from each drop down menu There are three possible text fields for aspects of your teaching of the course 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 which will serve as a reminder of special accomplishments for each course and will save you time when you complete that report Also attach a copy of your syllabus by clicking on the Store File link browsing until you find the vita then clicking its title It will be available for future reference once you click the appropriate Save button Directed Student Learning e g theses dissertations This is the screen into which information for NONORGANIZED courses with which you were involved are listed This screen should be used if the student s enrolled in a course for which academic credit was earned on the transcript Familiarize yourself with the screen including the drop down menus If you are the instructor of record the course you are assigned to supervise during the semester is automatically loaded from Banner ASAP at the top of the screen In such cases the R again indicates information you cannot edit However there are several additional fields you should select or fill out Involvemen
16. return to the Main Menu b SAVE AND ADD ANOTHER Save your changes and add another of the same activity c RETURN CANCEL Selecting this button will cancel the work you have entered WARNING If you select this button any data entered will be lost Any activity added to your Faculty Career Portfolio in DigitalMeasures for which a given calendar year is selected will appear in the calendar year s annual report In addition any item where you have left the End Date blank assumes it is still ongoing and will also appear on this Annual Report for the calendar year Annual Reports from FAIR are archived and can be accessed Important Notes Read Only Locked Read only items have an R next to the title For read only items that faculty can view but cannot edit or delete these have been added to the system for you and have been set by your DigitalMeasures Administrator as read only If read only items need revision contact your department chair Administrative staff within your college department with the appropriate permissions can make changes to these items directly in Digital Measures Locked items are similar to read only items faculty can view but not edit or delete them These items have been uploaded from other UTSA databases such as BANNER An example of a set of locked items is information about your courses taught in the Scheduled Teaching screen v2013 01 22 5 Other Dates DigitalMeas
17. t type from the drop down menu Explanation of Other if you chose Other from the drop down menu and several fields in which you can provide information about the student with whom you are working v2013 01 22 11 If you are working with a student but are not the instructor of record i e nothing shows up at the top of the screen be sure to fill out the information at the bottom of the screen This would generally happen for instance if you are serving on a dissertation or thesis committee but are not the chair of the committee Your descriptions for the activity will not appear on your vita but WILL appear on your Annual Report If the student s with whom you worked did not earn academic credit use Other Instructional Activities below Be sure to click the appropriate Save button 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 Familiarize yourself with the screen including the drop down menus Make sure the activity in which you have engaged does not fall into either of the two Teaching screens above Your descriptions for the activity will not appear on your vita but WILL appear on your Annual Report Be sure to click the appropriate Save button Academic Advising This screen is appropriate for faculty who are assigned as the undergraduate or graduate advisor of reco
18. tructions in italics highlighted in yellow under Artistic and Professional Performances and Exhibits for doing so When the status of the item changes be sure to go in and select the new status from the drop down menu for example from Submitted to Completed If the work is in progress and has NOT YET been submitted use the Scholarship Research Creative Works Currently in Progress screen below This will move it to the appropriate new location in your vita Be sure to click the appropriate Save button Intellectual Property e g copyrights patents This is the screen to use to describe intellectual property for which you hold a patent copyright or similar protection Familiarize yourself with the screen including the drop down menus There are many fields to fill in or select in the case of drop down menus to fully describe your work Some fields assist with appropriate placement of the item on the vita others are reflected in your Annual Report Be sure to complete them all Please identify any additional inventors on the patent copyright by clicking the Add Another Inventor link See detailed instructions in italics highlighted in yellow under Artistic and Professional Performances and Exhibits for doing so If the work is in progress and has NOT YET been submitted use the Scholarship Research Creative Works Currently in Progress screen below Be sure to click the appropriate Save button
19. ures Administrators set items as locked If locked items need revision contact your department chair Administrative staff within your college department must make the revisions within the appropriate UTSA database which will then be automatically updated after the next DigitalMeasures refresh If you choose Other from a drop down menu fill in the Explanation of Other field below it or the information will be blank on the vita If an activity is still ongoing at the date of the vita leave the End Date field blank The DigitalMeasures program will insert Present in place of an end date Textbox Expansion You may see a blue arrow next to or under text boxes Clicking the blue arrow makes the text box larger to provide you with more space Once expanded it can be minimized again by clicking the arrow again Several of the text boxes within DigitalMeasures note to use 30 words or fewer in the description This is only a recommendation The text boxes can be expanded to hold up to 20 000 characters Once you have completed typing click the up arrow to the lower right of the expanded text box It will return to its original size Abstrac t Synopsis BAJET Punctuation v2013 01 22 Do not include formatting type punctuation into text fields for titles UNLESS the punctuation occurs in the middle of a title DO include commas a colon a dash etc in the middle of the title BUT DO NOT enter quotation marks around the titl
20. y The date obtained will be the date you first received this license certificate The expiration date is self explanatory Add each item separately Be sure to click the appropriate Save button Media Contributions Use this screen to provide details about all of your media activities TV radio newspaper magazine internet other v2013 01 22 10 Familiarize yourself with the screen including the drop down menus For each instance select the type of medium in which your activity occurred from the drop down menu Then type the other information into the text fields and select and type the date information Record each activity separately Be sure to click 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 of the two service screens Teaching Scheduled Teaching The courses you are assigned to teach during the semester are automatically loaded from Banner ASAP Each course is listed separately Familiarize yourself with the screen including the drop down menus The R beside some items means that they are Read only see Important Notes for information about items marked Read only The
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