Digital Measures - UTSA Provost Home

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: 4/9/2015
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.
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TABLE OF CONTENTS
TOPIC
PAGE
Introduction .................................................................................................................................... 1
The UTSA Faculty Annual Report .................................................................................................... 1
Logging in to Digital Measures ........................................................................................................ 1
Generate Your Annual Report for Reference (Prior to Adding Comments) ................................... 2
Add Your Comments to Your Annual Report .................................................................................. 3
Generate Your Completed Annual Report (With Your Comments) ............................................... 5
Deadline .......................................................................................................................................... 5
Save Your Annual Report ................................................................................................................ 6
Review Your Department Chair’s Evaluation Comments ............................................................... 7
Faculty Acknowledgement of Evaluation/Comments .................................................................... 8
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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. Every activity 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.
The additional comments and/or descriptions that you enter on certain DM screens will display
on your annual report (though not on your vita). Those screens are: Faculty Development
Activities Attended; all Service screens (Department, College, University, UT System, Public,
Professional); Other Instructional Activity; and Awards, Honors, and Biographical Listings.
Once your activities have been entered into DM, you will only have to provide a self-evaluation
for each activity (using the Annual Report Summary screen) to finalize your annual report.
Follow the instructions below to generate your annual report.
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:
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
You will be taken to the Digital Measures landing page. (You may wish to save this landing 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 Activities Database Main
Menu.
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 review your accomplishments. To do this,

Click on the “RAPID REPORTS” tab at the bottom right side of the screen to run the
report so that you will have a document to reference while you add your commentary.
(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.)
o A dialogue box will open.
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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”.

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 document as they will not appear in your
official UTSA Faculty Annual Report. See below for making changes to the annual report
in Digital Measures.

Now click on the “Hide” tab at the bottom right to hide the report menus at the bottom
of the screen so that you can have more work space.
ADD YOUR COMMENTS TO YOUR ANNUAL REPORT

Select the Annual Report Summary link in the lower section of the Activities Database
Main Menu.

Click on “Add New Item” if you have not begun your annual report for the current year,
OR the existing “Edit” icon if you have already begun your current annual report.
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Please Note: You should never have more than one record per year. 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, use the edit function ( icon) to open the existing record and add
information. Remember to save the record when finished.
When you click on “Add a New Item,” the screen below will open.
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
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 entered in those sections of 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.

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.
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 have signed your 2013 annual report in
January 2014.)

Click ‘Save and Return’ to preserve your work.
GENERATE YOUR COMPLETED ANNUAL REPORT (WITH YOUR COMMENTS)

Generate a new UTSA Faculty Annual Report (see section B above) 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). 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. Follow the steps in Section F.
DEADLINE

Faculty input to the annual report will end on January 31 each year. A copy of each
faculty member’s annual report will be archived on February 1 and will capture the
information that is in Digital Measures as of that date.
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SAVE YOUR ANNUAL REPORT

Follow the steps in section B above to generate your UTSA Faculty Annual Report as a
Microsoft Word document. When you do so, the Word File type will be Rich Text
format.

If you wish to save your annual report to your computer:
o Click ‘Save As’ and go through the process you normally follow to select the
location on your computer where you want to store the document.
o Type a file name for your document.
o Select the File Type: Word Document.
o Click ‘Save’.

You may archive your annual report in your Digital Measures profile, if you wish. (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 on
SharePoint.) 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 (see above).
o
Next, select Archived Reports under Faculty Reports and Evaluations on the
Activities Database Main Menu (Digital Measures home page).
o Click Add a New Item.
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o The screen below will display.



Fill in the first five fields. Ignore ‘File Location’.
Click ‘Upload File’ then Browse to locate the annual report you saved to your
computer.
Click Save and Return. Your annual report has been saved to Digital Measures.
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 available reports. It usually becomes available again
around March 31.)
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Access the “UTSA Annual Report – Department Chair’s Evaluation” through the ‘Run Custom
Reports’ tab or the ‘Rapid Reports’ tab. Using the “Rapid Reports” tab to access the report
requires fewer steps.
From the main menu, click on the “Rapid Reports” tab (in the bottom far-right portion of the
screen).
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
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, you may be requested by your chair or dean to provide
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.)
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
Click on the “Faculty Acknowledgement of Evaluation/Comments” link under “Faculty
Reports and Evaluations” near the bottom of the Activities Database Main Menu.

Click Add a New Item.

The screen below will appear:

Enter the Calendar Year of the evaluation year at the top of the screen.
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
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.

Click on “Save and Return.”

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 pencil icon
( ) next to the record for the appropriate year. There should be only one record per
evaluation year; you should not create multiple records for the same year.

You may view, download, save and/or print a copy of your acknowledgement by running
the custom report “UTSA Annual Report – Faculty Acknowledgement of
Evaluation/Comments,” following the same steps outlined on page 8 of this document.
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