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, accounts for faculty are created shortly after the 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
- Checkout Faculty/Staff Guide
- Read Quick DM Tips
- See the info about the Improved Interface introduced in 2015 – Guide and Key Changes for the New Interface
- View News & Updates, Data Entry, How Do I…, Capturing Community Engagement, Opt In & Discovery Portal, and all FAQs
- More Guide(s): DM Allocation of Effort Guide for Data Entry, DM College Limited Administrator Instructions
- For more browser info, see https://digitalmeasures.nmsu.edu/frequently-asked-questions/#6
- 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:
- 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 firstname.lastname@example.org
- To see latest imports check out https://digitalmeasures.nmsu.edu/news-and-system-updates/.
- Allocation of Effort summary percentages on the Workload Information screen – Faculty can now edit this screen. Prior to Feb 24, 2017 data on this screen was entered by departments or by colleges; For questions, contact your College Liaison
Digital Measures is cross-compatible with most modern browsers including Microsoft Edge, Mozilla Firefox, Chrome, and Apple Safari.
More browser info:
*IE Browser Users: Microsoft will no longer be supporting lnternet Explorer (IE) versions 9 and 10, and Digital Measures will be following this practice. If you experience any issues with DM while using IE 9 or 10, it is recommended that you upgrade to IE 11 or Edge.
*Firefox Browser: A few Firefox users have reported that the DM Web site is not loading properly. If this happens try clearing the history or cache in Firefox. Another idea is to use a different browser such as Chrome or Safari.
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.
9. Why am I not seeing all the credit courses I’ve taught on Scheduled Teaching?
Beginning Spring 2015, Thesis/Dissertation courses will be pulled from Banner but will still exclude records with 0 enrollments.
Please note that from implementation of the Digital Measures system through Fall 2014, the following applied to the file pull from Banner:
- exclude records with 0 enrollments;
- exclude records with Delivery Modes of Thesis/Dissertation (Thesis/Dissertation courses not imported during this time period need to be entered by faculty members on the Directed Student Learning screen. Credit hours entered for Directed Student Learning will be totaled on the Performance Evaluation report and contribute to the grand credit hours totals for the section. )
Last, any course that for some reason was not pulled from Banner for import into DM can be entered by faculty in the Directed Student Learning screen where it will be totaled on the Performance Evaluation report and contribute to the grand credit hours for the section.
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 and include:
- Artistic and Professional Performances and Exhibits – add Performers/Exhibitors/Lecturers
- 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 selected by DM for the format. Please check out the latest ARGIS.
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, when pulling a report that includes the start date in the date range specified will the item be included in a report?
A: Yes. it will.
Below is more info about Start/End dates and what will be included in reports:
*Open End, Starts Before Report Range – If a record has a Start Date of January 1, 2016, but no End Date: It will be included in a report with the date range of January 1, 2017 to December 31, 2017. This happens because the record is considered to be ongoing, even if the Start Date does not fall between the report date range.
*Open End, Starts During Report Range – If a record has a Start Date of January 31, 2017 and the report is run between January 1, 2017 and December 31, 20017: The record will appear in the report.
*No Start Date, Has End Date – If a record has an End Date of January 31, 2017, it will only be included in a report where January 31, 2017 falls between the report range. Example: a January 1, 2017 – December 31, 2017 report range would include the record.
15. What documents can be attached in Digital Measures?
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 when the user is logged into DM.
The Digital Measures system accepts attachments wherever you see the button Choose File…, and this button can be found on the following screens.
- 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
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.