12. I’ve collaborated on some large text-based projects and some of the citations have over 20 authors. Is there some help for these large works? Also, can the author placements be changed? I’m not the first author in some cases.
1. What is Digital Measures?
Digital Measures is the name of the company that has developed and supports the Activity InsightTM product that NMSU implemented in 2011.
Activity InsightTM is a secure and reliable web-based tool for faculty to collect, manage and report their teaching, research, and service activities, along with their accomplishments and professional activities. Once the activities are entered this information is easily accessible and ready to use again and again.
2. Who will see my information?
Faculty members have access to their own accounts as well as immediate Department Heads, Deans and the Provost Office.
3. Do I need to sign up for an account?
In many colleges, full-time accounts are created shortly after your first day of employment. Check with your College Liaison for questions on access.
4. How do I acclimate myself to the system?
To learn more about Digital Measures
- Check out News and Systems Updates, Data Entry, How Do I…, & all FAQs
- View the video Digital Measures (Overview) created by Digital Measures
- Read the appropriate Guide(s): Digital Faculty/Staff Guide and Overview, DM Administrative Entry Guide, and/or the DM College Limited Administrator Instructions
- View Tom Smith’s Digital Measures workshop created at NMSU for Arts & Sciences
- Contact your College Liaison
- about your college’s use of the system
- about Allocation of Effort
Please note that your College Liaison is available to answer your questions. The Liaisons’ ongoing role is to mentor the system to existing and new faculty, and to integrate the system into your college as an administrative data source.
5. What screens have data imported or entered, and how do I update these screens?
The following screens will have data imported and/or entered into DM so you may need to contact someone to have the information updated:
- Allocation of Effort summary percentages on the Workload Information screen – Entered by departments or college; For updates to DM, contact your College Liaison
- Permanent Data (starting rank, dates of rank advancement, tenure status at the start of the academic) – For updates, contact your College Liaison
- Yearly Data (academic year, primary college & department, discipline, position title, FTE) – For updates, contact your College Liaison
- Scheduled Teaching (credit courses) – Imported once a semester; For updates, contact your College Liaison; See FAQ #9 for more information
- Contracts, Grants and Sponsored Research – Imported monthly from ARGIS; Log into ARGIS to see all of your research at https://argis.research.nmsu.edu; For updates, please contact the ARGIS administration group in the office of the Vice President for Research by emailing email@example.com
- To see latest imports check out http://digitalmeasures.nmsu.edu/news-and-system-updates/.
6. What web browsers will let me access Digital Measures?
Digital Measures is cross-compatible with most modern browsers including Internet Explorer, Mozilla Firefox and Apple Safari.
Internet Explorer for the Mac is not supported, as it has been discontinued by Microsoft.
While Safari 2.0 and greater is supported, it does not support the use of some of the extra functions of the system such as PasteBoard and Rapid Reports that can be accessed by tabs at the bottom right side of the screen. These tabs display when using the Firefox or Internet Explorer browsers.
7. How often do I have to use this system?
Since 2010 the Provost’s Office has requested that the annual Performance Evaluation report be run from the Digital Measures system. Relevant activities during the year should be entered in preparation for this annual report.
8. Once my information is in the system, how can the information be used?
The most common immediate use of the system will be for faculty members to run the annual Performance Evaluation and Vita reports. Reports can be run in Microsoft Word, as Adobe PDFs or in HTML. In Word the documents are editable and sections may be copied for other uses that faculty may have.
NMSU will be developing other uses for Digital Measures as the university becomes more familiar with this dynamic system. The Promotion and Tenure process at other universities has been streamlined using Digital Measures, and this is currently under review in the Provost Office for implementation.
9. Why am I not seeing all the credit courses I’ve taught on Scheduled Teaching?
During implementation testing on the Digital Measures system the following changes were made to the file pull from Banner:
- exclude records with 0 enrollments;
- exclude records with Delivery Modes of Thesis/Dissertation, Independent Meeting and Practicum/Clinical
Thesis/Dissertation courses need to be entered by faculty members on the Directed Student Learning screen.
For Independent Meeting and Practicum/Clinical Delivery Modes with multiple instructors for these courses, the student to instructor data is not available in the source system for import to Digital Measures. These will need to be entered on the Directed Student Learning screen.
If the Independent Meeting and Practicum/Clinical courses have one instructor, the data will be available in the source system and will import to Scheduled Teaching.
10. I’ve worked on several contributions to demonstrate my readiness for promotion to the associate rank. How can Digital Measures assist me?
The Promotion and Tenure policies for both the LC campus and the community colleges outline the following criteria and scholarships:
- Criteria: Teaching and Advising; Scholarship and Creative Activities; Extension; Outreach; Leadership
- Boyer scholarships: Discovery; Teaching; Integration; Engagement
The following Digital Measures screens contain checkboxes for faculty to indicate the criteria(s) and the scholarship(s) that each contribution merits:
- Artistic and Professional Performances and Exhibits
- Books, Journals and Other Text-Based Contributions
- Contracts, Grants and Sponsored Research – ARGIS Import
- Intellectual Property
- Research Currently in Progress
- Media Contributions
11. I’ve noticed that some of my citations on Books, Journals and Other Text-Based Contributions were entered by a collaborating faculty member. How does that work?
If you have collaborated with other NMSU faculty members on text-based contributions, the first author to enter the citation creates the entry for all the collaborating authors, saving time and effort for all the authors. To the DM system, the entry author is the ‘owner’ of the record. The authors display on the record detail in their own dynamic sub-answer or DSA box (where the Criteria and Scholarship checkboxes are available for selection by the DSA author, see #10). When such a citation is created, the record displays:
Entered By: Knowles, Marion
Title of Contribution
On the Books, Journals and Other Text-Based Contributions summary page, the detail citation record itself can be edited by any of the authors and the results will display for every author. Digital Measures calls this linking collaborators screen functionality: User Reference. The system has several other User Reference screens that work in the same manner:
- Artistic and Professional Performances and Exhibits – add Performers/
- Intellectual Property – add Inventers
- Presentations – add Presenters/Authors
- Research Currently in Progress – add Collaborators
The last screen with the User Reference format, is Contracts, Grants and Sponsored Research – ARGIS Import. The fields for this screen are imported from the ARGIS source system and are not editable; the Entered By name did not enter the record and was randomly selected by DM for the format. Please check out the latest ARGIS imports for 2012.
12. I’ve collaborated on some large text-based projects and some of the citations have over 20 authors. Is there some help for these large collaborative works? Also, can the author placement be changed? I’m not the first author in some cases.
On the Books, Journals and Other Text-Based Contributions screen…the field Authors et al (optional field for works with six or more authors) located directly after the Authors DSA boxes, addresses the issue of multiple authors if you choose to limit author entry. The delivered DM citation format is APA where guidelines allow for the use of the et al in works where there are six or more authors.
The DM system works as follows if the Authors et al field is checked:
- The first six authors will be used in creating the citation; per APA guidelines, the number of authors, when using the “et al” format should be capped at six.
- If there are fewer than six authors, then all of the names will be displayed. If there are more than six, then only the first six names will be displayed.
- The ‘et al’ citation format will display on the following custom reports:
- Faculty Annual Performance Evaluations
- Intellectual Contributions by Faculty
When the Authors et al field is used it is suggested that the authors entered be NMSU colleagues.
As for author placement, when a record is first created, the 1st Author is always the faculty member as the account holder. If after adding other authors the placement needs to be adjusted, locate the up and down arrows found to the far right on the Author header row, and click on the appropriate direction. Detailed directions for adding authors and changing author position are located at the How do I . . . link located on the left sidebar.
13. Where do I enter professional licenses and certifications in DM?
Please enter them on the Licensures and Certification screen which displays professional licensures and certifications that are specific for your position at New Mexico State University, such as: nursing license, teaching certificate, engineering license, law license, CPA, LMHP, LMSW, Public Pesticide Applicator License, Certified Prof Agronomist, etc.
Please note: For certificates earned while attending professional development events, these can be entered while recording the event on either the Professional Development screen or the Community College Professional Development screen.
14. What are the Digital Measures report date inclusion rules?
When entering your activities it is important to complete the date fields as the reports you run will ask for a date range. Most of the screens with date fields display the instruction:
Note: For activities that are/were only on one day, leave the start date blank and specify the end date. For activities that you started but have not yet presently completed, specify the start date and leave the end date blank.
Specific date rules:
Q: If the entry has a start date but no end date as the activity is still in progress, when pulling a report that includes the start date in the date range specified —will the item be included in a report?
A: Yes. A record with a Start / End dating scheme will be included in a report as follows:
A) Open End, Starts Before Report Range – If a record has a Start Date of January 1, 2008, but no End Date: It will be included in a report with the date range of January 1, 2009 to December 31, 2009. This happens because the record is considered to be ongoing, even if the Start Date does not fall between the report date range.
B) Open End, Starts During Report Range – If a record has a Start Date of January 31, 2009 and the report is run between January 1, 2009 and December 31, 2009, the record will appear in the report.
C) No Start Date, Has End Date – If a record has an End Date of January 31, 2009, it will only be included in a report where January 31, 2009 falls between the report range. Example: a January 1, 2009 – December 31, 2009 report range would include
15. What documents can be attached in Digital Measures?
The Digital Measures system accepts attachments at the Store file fields located on the following screens:
- Personal and Contact Information
- Administrative Assignments
- Community College Narratives
- Workload Information
- Scheduled Teaching
- Evaluation of Teaching (i.e., Allocation of Effort)
- Artistic and Professional Performances and Exhibits
- Books, Journals and Other Text-Based Contributions
- Cooperative Extension Service Scholarship
Per the vendor, the Digital Measures system will store any type and number of file(s) in the same secure manner as the rest of the system. The files can be accessed online while using the system, and by links on reports.
16. Who do I contact for more help?
Questions regarding Digital Measures and your college’s use of the system can be directed to your College Liaison.