Digital Measures UTSA Faculty Annual Report User s Manual

The University of Texas at San Antonio Office of the Vice Provost for Institutional Effectiveness Digital Measures UTSA Faculty Annual Report User s Manual Revised: 11/12/2015

UTSA Faculty Annual Report User s Manual In this manual you will find: How to complete your UTSA Faculty Annual Report in Digital Measures. How to save your UTSA Faculty Annual Report to your computer. How to save your UTSA Faculty Annual Report in Digital Measures. How to provide your acknowledgement/comments for your UTSA Faculty Annual Report in Digital Measures. Page i

Table of Contents Introduction... 1 The UTSA Faculty Annual Report... 1 Deadline... 2 Log in to Digital Measures... 2 Generate Your Annual Report for Reference (Prior to Adding Comments)... 2 Add Your Comments to Your Annual Report using Annual Report Summary... 4 Generate Your Completed Annual Report (With Your Comments)... 6 Save Your Annual Report... 6 Review Your Department Chair s Evaluation Comments... 8 Faculty Acknowledgement of Evaluation/Comments... 9 Page ii

UTSA FACULTY ANNUAL REPORT USER S MANUAL Introduction The UTSA Faculty Annual Report in Digital Measures is used by department committees and chairs to evaluate faculty accomplishments for the calendar year. The annual report in Digital Measures is the ONLY medium approved by UTSA for use for this purpose. Other media may not be used in lieu of the Digital Measures annual report. The UTSA Faculty Annual Report The information on your annual report will populate from the information that you have entered in Digital Measures. Activities you have entered in DM for which the calendar year matches the year of the annual report, or (if an activity is ongoing) for which you have left the End Date blank, should appear in the annual report. If an item does not display on your annual report, make sure the item includes the calendar year of interest or has a blank End Date in DM. Certain items on your annual report are automatically uploaded into your DM screens and annual report, such as the courses you taught during the evaluation period (on the Scheduled Teaching screen) and student evaluations of your courses (on the Student Evaluations of Teaching screen). The text that you enter in the comment and/or description fields on certain DM screens will display on your annual report (though not on your vita). Those screens are: Faculty Development Activities Attended; Scheduled Teaching; all Service screens (Department, College, University, UT System, Public, Professional); Other Instructional Activity; and Awards, Honors, and Biographical Listings. To view a template of the annual report showing where the information on your annual report pulls from in Digital Measures, you can visit the UTSA Digital Measures web site -> Annual Report (Faculty) -> How Your DM Data Maps to Your Annual Report (or click here): http://provost.utsa.edu/vpaie/dm/docs/dm_annual_report_template.pdf. The information in the gray boxes on this template tells you where the data can be found in Digital Measures and can help you locate where you need to make corrections in DM if there are errors on your annual report. Once your activities have been entered into DM, you will only need to provide a self-evaluation (using the Annual Report Summary screen) to finalize your annual report. Step-by-step instructions for completing and generating your annual report follow. Page 1

Deadline Faculty input to the annual report (including completion of the Annual Report Summary page) will end on January 31 each year, or if that date falls on a weekend, on the next working day. A copy of each faculty member s annual report will be archived on February 1 (or the first working day after the deadline) and will capture the information that is in Digital Measures as of that date. Log in to Digital Measures In the address field of your preferred browser, type: http://my.utsa.edu. Click on Digital Measures under Faculty/Staff Resources: You will be taken to the Digital Measures web site. (You may wish to save this page to your Favorites or Bookmarks in your preferred browser.) From the landing page, click on the orange UTSA Digital Measures button on the upper right side of the page to reach the Digital Measures log-in page. Log in using your myutsa ID (abc123) and passphrase. If you are a faculty member, Digital Measures will open to the Digital Measures Manage Activities page (essentially, the main menu for navigating Digital Measures). Generate Your Annual Report for Reference (Prior to Adding Comments) To make it easier to decide what to write in your Annual Report Summary, first generate your annual report to use as a reference document. To do this: Page 2

Click on Rapid Reports in the orange box on the left side of the screen. o A dialogue box will open. o Choose UTSA Faculty Annual Report from the drop-down list next to the Report field. o Next, choose the date range for the year of the report. (The dates will default to the current year, so check the date range before proceeding.) o Choose Microsoft Word from the File Format drop-down menu. o Click [Run Report]. Your annual report will open as a Word document. Keep in mind this report is preliminary and contains only the information automatically loaded from DM. Once you add your comments to the Annual Report Summary, those comments will be incorporated into your annual report. Keep this document open or print it out. You can refer to this report as you fill out the Annual Report Summary. WARNING: The Word document you have generated is NOT in Digital Measures. Do not make edits to this Page 3

document as they will not appear in your official UTSA Faculty Annual Report or be preserved in Digital Measures. See below for making changes to the annual report in Digital Measures. Add Your Comments to Your Annual Report using Annual Report Summary Select Annual Report Summary in the Faculty Reports and Evaluation section of the Digital Measures Manage Activities page. Once the summary screen for Annual Report Summary opens, click on [+Add New Item] if you have not begun your annual report for the current year, OR click on the existing record for the desired year if you have already begun your current annual report. Page 4

Please Note: You should never have more than one record per year for the Annual Report Summary. All of your comments for the Annual Report Summary should be entered into one record for the year being reported on. If you have completed and saved the record and wish to add more information, click on the existing record to open it for editing. Remember to save the record when finished. You may edit the record as many times as desired prior to the deadline. When you click [+Add a New Item], the screen below will open. Type the year for which you are reporting into the Calendar Year field. Provide a self-evaluation of each of the activity areas identified on the screen: Teaching; Scholarship, Research, and Creative Works; Service; and Consulting. Do not repeat information you previously recorded when entering your accomplishments and activities in Digital Measures; that information will display on your annual report. Rather, provide a self-evaluation of the contribution and value of your accomplishments in each area. If you did not have activity in one of the areas (such as Consulting), type Not Applicable or a similar comment. Otherwise, that area is left blank on your annual report and looks incomplete. Page 5

In the text box entitled Performance Appraisal Summary, provide an overall selfevaluation of your contribution to the department, college, and /or university, given what you have accomplished in each area. Do not repeat what you have typed into the activity area self-evaluations. Consult with your department chair regarding what is expected in this field. Certify the information provided on the Annual Report Summary page is correct and complete by typing your electronic signature and the date you completed the report. Please type your full name, as you would normally sign it, in upper and lower case; please do not use initials, all caps, or all lower case. Make sure the year in the signature date is the year you signed. (This may be the year following the year under review, i.e., you may sign your 2015 annual report in January 2016.) Click [Save] to preserve your work. Generate Your Completed Annual Report (With Your Comments) Generate a new UTSA Faculty Annual Report (see steps beginning on page 2) to make sure it is complete and reflects what you want to say. If there are items you need to change, you can go back into Digital Measures and make the desired changes (on the appropriate screen, such as the Intellectual Contributions screen for publications, or on the Annual Report Summary screen, depending on the changes needed). You can use the annual report template referenced on page 1 (How Your DM Data Maps to Your Annual Report) to help you determine which records/screens you need to edit. Again, do not make the changes in the Word document as they will not be preserved in Digital Measures. You can save this report for future reference, either to your computer or in Digital Measures Save Your Annual Report Follow the steps beginning on page 2 to generate your UTSA Faculty Annual Report as a Microsoft Word document. If you wish to save your annual report to your computer, follow the steps you would normally take to save a Word document on your computer. You may choose to archive your annual report in your Digital Measures profile, if you wish. (NOTE: This will not be the official archived version of your annual report; that archiving is done by OIT and the Office of the VPIE and placed in the Digital Measures Archive SharePoint site.) If you wish to archive your annual report in Digital Measures for your own recordkeeping: o First, save a copy of your UTSA Faculty Annual Report to your computer. Page 6

o Next, select Archived Reports under Faculty Reports and Evaluations on the Manage Activities page. o Click [+Add a New Item]. The screen below will display. Page 7

Fill in or select an option for the first five fields. Ignore File Location. Click Upload File to locate and select the annual report you previously saved to your computer. Click [Save]. Your annual report has been saved to your Digital Measures profile. Review Your Department Chair s Evaluation Comments When you are preparing your annual report, you may wish to review your department chair s evaluation comments from the previous year. Toward the end of the evaluation period, you may also wish to review your department chair s evaluation comments for the current evaluation year. You can retrieve those comments by running the UTSA Annual Report Department Chair s Evaluation custom report in DM. (Please note: This report will be inaccessible to faculty for a period of time following the January 31 annual report deadline while department chairs complete their evaluations; during this time, it will not display in the drop-down list of reports available to you. It usually becomes available again around mid-april.) Access the UTSA Annual Report Department Chair s Evaluation using Run Custom Reports or Rapid Reports. Using Rapid Reports to access the report requires fewer steps. From the DM Manage Activities page, click on Rapid Reports (in the orange box on the left side of the screen). A dialog box will open. Click the arrow on the right side of the Report field to display the reports available to you. Select UTSA Annual Report Department Chair s Evaluation, insure that the start and end dates correspond to the evaluation year you wish to review, and click on [Run Report]. Your department chair s evaluation/comments will open as a Word document, which you may save to your computer and/or print. If a blank document opens, you may have entered an incorrect date range, or your department chair may not have completed your evaluation yet. If the Word document is blank when you open this report, please check that you have used the correct date parameters; if your dates Page 8

are correct and the document is blank, please check with your department administration to confirm that the evaluation has been completed by the department chair. Faculty Acknowledgement of Evaluation/Comments Once you have reviewed the evaluation provided by your chair (or dean, if you are a department chair) in Digital Measures, your chair or dean may request that you complete an acknowledgement of your evaluation. The deadline for faculty acknowledgement of evaluations and comments is determined by the Office of the Vice Provost for Academic and Faculty Support, and is generally on or about April 22. You may also use this screen to provide comments about the evaluation. This is not required but is an available option. (If you do so, please keep in mind that this screen is not to be used as part of, or in place of, formal grievance processes. Refer to the Handbook of Operating Procedures 2.34 Faculty Grievance Procedures for the appropriate process and timeline.) Click on Faculty Acknowledgement of Evaluation/Comments under Faculty Reports and Evaluations near the bottom of the Digital Measures Manage Activities page. Page 9

Click [+Add a New Item]. The screen below will appear: Enter the Calendar Year of the evaluation year at the top of the screen. Type your acknowledgement/comments (if any) in the Faculty s Comments text field. Type in your name and the date of your acknowledgement/comments in the Electronic Signature and Electronic Signature Date fields. Please type your full name, as you would normally sign it, in upper and lower case; please do not use initials, all caps, or all lower case. Click on [Save]. If you wish to amend or make further comments after saving this record, return to the Faculty Acknowledgement of Evaluation/Comments screen and click on the record for the appropriate year to open and edit the record. Be sure to click on [Save] to preserve your edits. There should be only one record per evaluation year; you should not create multiple records for the same year. All faculty acknowledgements of evaluation will be archived at the end of the evaluation period. You may view, download, save and/or print a copy of your acknowledgement by running the UTSA Annual Report Faculty Acknowledgement of Evaluation/Comments custom report, following the same steps outlined for running the UTSA Annual Report Department Chair s Evaluation found on page 8 of this document. Page 10