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Frequently Asked Questions

 Quick Start

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 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 once, use infinitely.

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 should onboard a faculty activity reporting system.

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 University of Oklahoma Health Science Center, University of New Mexico School of Medicine, Augusta University, Texas Tech University Health Sciences Center, University of Miami Miller School of Medicine, University of South Carolina School of Medicine Greenville 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?
Full-time and part-time Regular faculty members who are tenured, tenure-track, or not on tenure-track.
When will I have access to Digital Measures?

At the start of your faculty appointment.

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 may also use the data to

  • Publicize faculty accomplishments
  • Generate department and college reports
  • Assist with accreditation
  • Generate other custom and ad hoc reports
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 Analyst, Megg Doolin, is the Digital Measures Administrator
  • Research Data and Scholarly Communications Lead, Jess Newman, is an Administrator
  • UTHSC Faculty Activity Work Group (FAWG) members are the college representatives

The key units that collaborate with the Digital Measures team include Communications and Marketing, Human Resources, Sponsored Programs, 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: Publication data can be imported from several different sources (i.e. PubMed, ORCID, Crossref, and Scopus) or from a BibTex file using the “Import Tool".

See: "How To: Publications"

Data import: Some information comes from other official sources in your department and/or college:
 
  • Additional teaching data
  • Clinical site information   

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

  • Presentations
  • Biography and expertise
  • 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.

To request proxy access, email digitalmeasures@uthsc.edu.

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.
Not all of my courses are appearing in the UTHSC Course Instruction screen. What do I do?

We will only import course/teaching assignments from Banner. If a course you are involved in was not imported to the UTHSC Course Instruction screen, you may add the course information by selecting “Add New”.

All activities with a UTHSC course number should be added to the UTHSC Course Instruction screen. Other teaching activities may be added to the “Other Instructional Activities” or “Clinical Instruction” screen. Look at the options in the drop-down lists for each screen 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 a proposal or award that exists in Cayuse is not showing for you in the Sponsored Research section in Digital Measures, contact the Office of Sponsored Programs.

If there is an error on an existing record, the change must be made in Cayuse in order for the information to appear correctly in Digital Measures.

If the research activity does not exist in Cayuse, enter the information on the “Other Research Activity (Non-Cayuse)” screen.

 

Security and Access

Who can see my data?

Only you, your department chair, relevant assistant/associate deans, deans, and UTHSC Digital Measures system administrators can report on 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.

Professional activities entered into Digital Measures may also be listed on your public facing faculty web profile. If you do not want certain information to display on your profile, change the “Allow Sharing?” option from “Yes” to “No” for each individual item on your Activities page in Digital Measures.

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 are interested in the details, reach out to the Digital Measures team by emailing digitalmeasures@uthsc.edu
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 Department or Division may already have a proxy available to assist you.

To begin the process for authorizing a new proxy, email digitalmeasures@uthsc.edu.

 

Contacts for Information, Resources and Training

Where can I find training and resources to help me?

Visit our Digital Measures User Guide to find a calendar of scheduled trainings and educational resources.

There are some other fields or functionality that I’d like to see in Digital Measures. How can I provide feedback?
Contact us with details of the fields or functionality you would like to see 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.
Oct 28, 2022