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Frequently Asked Questions

 Quick Start

I want to log onto the system and get started. Where is the log in?

Visit our website and click Log In. You will be directed to the UTHSC Digital Measures log in page

Come back to these FAQ's when you want to read more!

What login information do I use to access the system?

For security reasons, use your NetID and NetID Password.

If you need assistance finding your NetID and NetID Password, visit the ITS NetID help page

 

Background Information

What is Digital Measures?
A new system for reporting and managing your faculty activities. Think of it as an electronic portfolio.
What does Digital Measures do?

Gives you a place where all of your academic work and accomplishments, no matter the setting or mission area, can be recorded, stored, and used for many purposes.

The motto: enter information into the system once and use it multiple ways

Why are we using a faculty activity reporting system?

Most institutions have been using one of these systems for some time. Our Board of Trustees decided each UT institution would use a system like this.

For years we’ve known that a system like this would be valuable for our faculty and our institution.

Who else uses Digital Measures?
  • By June 2018, Digital Measures had partnered with more than 350 institutions, representing more than 400,000 faculty members.
  • Institutions like Cornell, Texas Tech, Louisiana State University, Penn State, Ohio University, Tulane, University of Kentucky, University of Nebraska Lincoln, University of Southern California, University of Wisconsin, Wake Forest, Washington State, DePaul, University of Kansas and many others are Digital Measures users.
  • Within the University of Tennessee system, UT Martin and UT Chattanooga are also using Digital Measures.

 

Digital Measures at UTHSC

Who has a profile in Digital Measures? Who is required to use Digital Measures?
Regular faculty members who are tenured, tenure-track, or non-tenure-track.
When will I be required to start using Digital Measures?

Digital Measures will be used for the 2019 Annual Performance and Planning Review. All activity data for the period from July 1, 2018 – December 31, 2019 should be entered into the system by January 2020 for the APPR period.

Subsequently, Digital Measures will also be utilized for Promotion and Tenure, Post-Tenure Review, and Faculty Web Profiles, as well as various System, College, and Department/Division level reports.

How will Digital Measures help me?

Digital Measures will be a central place for you to record information that can be used for your

  • Annual review
  • Enhanced reviews: Promotion, tenure, post-tenure
  • NIH or other Biosketches
  • UTHSC formatted CV as well as customized CVs
  • Faculty web profile
How will Digital Measures be used by others?

Your department, the college, and the campus can also use the data to

  • publicize faculty accomplishments,
  • generate department and college reports,
  • assist with accreditation, and
  • generate other custom and ad hoc reports
My college is very different from other colleges. I don’t have time to wade through irrelevant screens and questions. How is that handled?
Each college has worked with the Digital Measures team to develop the screens and the report structure for that college. Each college has a somewhat unique interface and the reports that will be produced are specific to the reporting needs of the college.
Key people involved in Digital Measures at UTHSC
  • Vice Chancellor for Academic, Faculty and Student Affairs, Cindy Russell, is UTHSC’s Executive Sponsor for Digital Measures
  • Director of Faculty Affairs, Kristi Forman, is the Sponsor
  • Director of Institutional Research, Judith Nyabando, is the Project Manager
  • Lead Digital Projects Specialist, Megg Doolin, is the Digital Measures Administrator
  • Research Data and Scholarly Communications Lead, Jess Newman, is an Administrator
  • Each college has faculty and administrative staff representatives on the Digital Measures Implementation Team

All of the key units that interface with Digital Measures are represented on our team, including Communications and Marketing, Human Resources, Grants and Sponsored Programs, Institutional Assessment/Accreditation/Effectiveness, Health Sciences Library, Registrar, and Information Technology Services

 

Getting Data into Digital Measures and Verifying Data Entered

How does information get into Digital Measures?

Entering data into Digital Measures is easy. Various ways to get your information into the system include:

Data import: Some information comes in from official university systems:

  • IRIS - for personnel and demographic information
  • Cayuse - for grant proposal and research award data
  • Banner - for courses taught

See: “Data Import Schedule” 

Data import: Some information comes from other official sources in your department and/or college:

  • Additional teaching data
  • Clinical site information
  • Publication data can be imported from several different sources

See: “How To: Publications” 

Data entry by individual faculty member: Some information you will enter:

  • Presentations
  • Professional development
  • Academic and professional service

See: “How To: Enter Data” 

Data may also be entered by proxy - these may be departmental assistants, student workers, or others that enter specific types of data.

See: “Request an Account for Non-Faculty

When will data be automatically loaded into Digital Measures?
  • Daily update: Personal and Contact Information (from IRIS)
  • Every 2 weeks: Yearly data and Permanent data (from IRIS)
  • Quarterly: Proposals and Awards (from Cayuse in the Office of Sponsored Programs)
  • Three Times/Year: Scheduled Teaching (from Banner) at 7 weeks after the end of a term
  • Three Times/Year: Additional Instructors (from colleges) at 8 weeks after the end of a term

See: “Data Import Schedule
See: “Instructions from Human Resources for Updating IRIS Information

What is my role if you’re pulling in most of the information for me?
  • You’ll want to verify all information being pulled in or entered for you for accuracy. Report inaccurate information that you are unable to correct.
  • You’ll be entering some information yourself or designating a proxy to do this on your behalf.
  • Data will be used to report your annual activities for your annual reviews along with any enhanced reviews such as promotion, tenure, post-tenure review, so you’ll be providing information specific to those reviews (such as goals and narratives about your activities)
I have a busy schedule, do I need to do all this myself? 
  • Remember, we’re pulling in data that are stored in official university systems such as IRIS (personnel information), Banner (teaching data), and Cayuse (research proposals and awards). Your role is to verify the data that shows for you is accurate.
  • You can designate a proxy to enter data on your behalf. Check with your department or college as to the availability of proxies.
  • Departments and/or colleges can enter some information.
I’ve been at another institution that used Digital Measures (known as Activity Insight or other names at various institutions) and I’d like to get my data from there imported into UTHSC’s Digital Measures system. What do I need to do?
  • Send a request with your name and the name of your prior institution to digitalmeasures@uthsc.edu and we will work with you and your prior institution to accomplish this.  
  • Send us the contact information of the administrator or team for Digital Measures at your prior institution, as we will need that to make the official inquiry.
Not all of my courses are appearing in the Scheduled Teaching screen. What do I do?

We will only upload courses from two official sources: 1) Banner and 2) additional College level records provided by administration.

To add additional teaching, please enter your courses on either the “Other Instructional Activities” or “Clinical Teaching” screen. Look at the options in the drop-down lists for each of them – and remember that you can always select “Other” and then type in an “Explanation of Other” for specific details.
I am missing sponsored research proposal or awards records OR my existing records are incorrect.
 If something is not showing for you in the Sponsored Research section, record it in either the “Other Research” or “Research Activity” screens. Both of those screens hold slightly different information, so pick the one that holds the type of information you have to record. Think of entering it in one of those other screens as a placeholder. If it ends up getting pulled from Cayuse in the future, it will be easy enough for you to delete the item you recorded. If you need an adjustment made for a proposal/award that’s in the Sponsored Research section, notify us.

 

Security and Access

Who can see my data?
Only you, your department chair, relevant assistant/associate deans, and deans can see your data. If administrative staff have been given access to enter activities on your behalf or to run reports, they will also be able to view and, in some cases, manage your data.
My data are going into this system. What can Digital Measures do with it?
Our service agreement with Digital Measures states that your data cannot be disclosed, reused, sold, or disseminated in any way by Digital Measures. Digital Measures also protects your confidential data.
How secure are my data?
Digital Measures has multiple practices and policies in place to ensure data security. If you’re interested in the details, read about them on the Digital Measures website
I'd like to designate someone to enter information into Digital Measures on my behalf. How do I do that?
A proxy is someone, typically administrative staff, who has been assigned to enter data on behalf of a faculty member or members. It is important to note that although the proxy may be responsible for entering the faculty's information, it is ultimately the faculty's responsibility to verify the accuracy of those data.

Your College or Department may already have a proxy available to assist you, please first check with them.

To begin the process for authorizing a new proxy please see: “Request an Account for Non-Faculty
Who has access to Digital Measures?
  • Faculty members who have a profile
  • Department and college administrators - for compiling and producing reports
  • Administrative staff - for entering data on behalf of faculty members (in some cases) as well as for managing reports and other processes.

See: “Request an Account for Non-Faculty

 

Contacts for Information, Resources and Training

Who should I contact for help with Digital Measures?

Use our general support email to get assistance digitalmeasures@uthsc.edu.

If you need assistance with getting your publications into Digital Measures, please contact your college library liaison.

Where can I find training and resources to help me?

The Health Sciences Library faculty have developed excellent resources for you to get started, import your publications, run reports, prepare NIH/NSF biosketches and UTHSC CVs, and some great tips and tricks. Find it here

You may access our brief introductory tutorial with instructional videos here.

View our calendar of scheduled trainings here

Request an Individual/group CONVENIENT-TO-YOU session by filling out this form.
There are some other fields or functionality that I’d like to see in Digital Measures. Who do I talk with about that?
Contact us and send a request with details of the fields or functionality to and we will consider it for our future customizations. We expect that departments and colleges will come up with new ideas as they work with the system.

Last Published: Oct 29, 2021