Faculty Instructions for Reporting Activities in Digital Measures
for Annual and Cumulative Faculty Productivity Reports
Annual and/or cumulative reviews are based on evidence uploaded to your faculty evaluation (Digital Measures or DM) file. Insufficient evidence to support the activities completed as well as how well the activities were completed may result in an “unsatisfactory” rating, a recommendation denying promotion and/or tenure, or a recommendation against continuation of your appointment. Only evidence in your DM file that is captured and submitted via a Faculty Productivity Report (FPR) by you will be reviewed. Evidence that is outside of your DM file will not be reviewed and will not count as evidence. December 31st is the University deadline for you to update and submit a FPR to your DM file for promotion and/or tenure cumulative reviews. Please note that colleges/schools/departments may have different deadlines for annual evaluation. Please speak with your dean/director/chairperson for appropriate dates.
General Tips
- You should not use the back arrow/button on their browser while using DM. Rather, you should use the “<” next to the title of each page within DM or click on “Activities” to go back to the main screen.
- When entering information, there is a “DUPLICATE” option, which is extremely useful if the information for two activities is similar. You should click/check the box to the left of the existing entry and click on “DUPLICATE”. You may modify the appropriate information and then click “SAVE” in blue in the upper right-hand corner.
- IMPORTANT – DM does not validate that everything you have uploaded or submitted is valid or complete. It is imperative for you to verify that everything has been entered, uploaded and submitted appropriately.
- The DM system includes a function to create a CV for a faculty member, however the Provost’s Office strongly encourages you to create a CV outside of the system and upload the CV to your DM file.
Logging in to DM and Overall Operations
- Log in to Digital Measures (https://faculty.wvu.edu/policies-and-procedures/digital-measures) The WVU system will ask you to log in using your WVU username and Password.
- After logging in you will be automatically directed to the “Activities” screen.
- In the “Activities” screen you can enter/upload their evidence as required and detailed below. IMPORTANT - The college/school/department may have additional REQUIRED information that must be provided by you.
a. An administrator will upload administrative documents specific to you. These documents will include a “LOCK” label which you are unable to modify. If any of these prepopulated entries or documents, please contact your Digital Measures Administrator.
b. Most entries will be new entries that you add to DM as supporting evidence. To add a new entry/item click on the “ADD NEW” option in blue located at the top of the screen towards the center. New items can be added through a search or a drag and drop. You should fill out the requested information as noted in DM or per the instructions below. Prior to moving to another page, you should save their information by clicking “SAVE” in blue in the top right-hand corner. To navigate to a previous screen, click on the left arrow “<” near the upper left-hand side or click directly on the “Activities” link also located on the upper left-hand side of the screen. You should repeat this process for all required information.
i. It is your responsibility to ensure that all information in their FPR is factual.
ii. If you are not seeking promotion and/or tenure, you must ensure the information for the year being evaluated is correct.
iii. IMPORTANT – Evaluation of promotion and/or tenure cases are completed by reviewing the evidence in DM as submitted by you. If a faculty member is seeking promotion and/or tenure in the current year (or will be in the future), you must ensure that all of the information submitted in your FPR is correct for the entire reporting period under review. The reporting period includes the time since your previous promotion or your initial start date. If your last promotion or your initial start date occurred before DM you must upload and submit previous paper evidence to DM. DM is a flexible evaluation tool that supports each college/school/department as well as individual units. Therefore, not all units will use all features or require the same information. You must follow your unit’s instructions to ensure you are uploading and submitting all of their REQUIRED information.
1. Personal and Contact Information
REQUIRED – Please ensure that the information is correct. If the information is not correct please contact your Digital Measures Administrator.
2. Administrative Data – Permanent Data, Yearly Data
REQUIRED – Please ensure that the information about your position and your annual appointment is correct. You should also see your appointment letter in the “Permanent Data” page. If the information is not correct, please contact your Digital Measures Administrator.
3. Professional Positions Prior/Outside WVU
REQUIRED – Please ensure that the information about any previous job(s) you have had is correct. If the information is not correct, please contact your Digital Measures Administrator.
4. Administrative Assignments
REQUIRED, if applicable – If you had an administrative assignment (chairperson, associate chairperson, director, dean, associate dean, etc.), please ensure that the information is correct. If the information is not correct, please “ADD ITEM” to create a new entry and add relevant information.
5. Awards and Honors
REQUIRED, if applicable – If you received any awards or honors, please ensure that the information is correct for the time-period under review. If the information is not correct, please “ADD NEW” to create a new entry and add relevant information.
6. Endowed Positions
REQUIRED, if applicable – If you are an endowed chair/professorship, please ensure that the information is correct for the time-period under review. If the information is not correct, please “ADD ITEM” to create a new entry and add relevant information.
7. Consulting
REQUIRED, if applicable – If you engaged in any compensated or pro bono consulting activities for the time-‐period in question, please ensure that the information is correct. If the information is not correct, please “ADD ITEM” to create a new entry and add relevant information.
8. Education
REQUIRED – Please ensure that the information about your degrees earned is correct. If the information is not correct, please update as necessary or “ADD ITEM” to create a new entry and add relevant information.
9. Faculty Development Activities Attended
OPTIONAL – If you participated as an attendee at any faculty development activities, please “ADD ITEM” for new entries and add relevant information.
10. Licensures and Certifications
OPTIONAL – If you earned any licenses or certifications, please “ADD ITEM” for new entries and add relevant information.
11. Media Appearances, Contributions, and Interviews
OPTIONAL – If you appeared in or contributed to a media story, please “ADD ITEM” for new entries and add relevant information.
12. Professional Memberships
13. Workload Information
REQUIRED – Please ensure that the information and workload percentages are correct. If the information is not correct please contact your Digital Measures Administrator.
IMPORTANT – If you were on a sabbatical leave or leave during the time-period in question, the practice is to average the workload percentages over the two semesters. Therefore, if you were 40% Research/40% Teaching/20% Service in the spring and you were on sabbatical leave in the fall and your workload was 100% Research/0% Teaching/0% Service, then your workload for the year would be 70% Research/20% Teaching/10% Service. If the information is not correct, please contact your Digital Measures Administrator.
1. Academic Advising
REQUIRED, if applicable – If you served on either the Undergraduate Advising or Graduate Advising committees for any semester during the time-period under review, “ADD ITEM” for new entries and include how many students you advise.
2. Directed Student Learning (e.g., theses, dissertations, capstone, student research)
REQUIRED – Edit existing entries or “ADD ITEM” for new entries for all postdocs, graduate students, and undergraduate students you supervised. Include their name and home department. Under “Comments”, include a narrative of the nature of the supervision and the activities carried out. Also, add entries for all students for whom you serve on their Doctoral Committee. Please choose the appropriate role under “Involvement Type” and enter their student’s home department. Under “Comments” describe activities carried out in the time-period under review (“Candidacy”, “Defense”, “No Action Taken”).
3. Non-Credit Instruction Taught
REQUIRED, if applicable – Confirm that the information is correct or “ADD ITEM” for new entries and add relevant information.
4. Scheduled Teaching
REQUIRED – Student Perception of Teaching (SPoTs) are uploaded automatically. Please ensure that the information is correct for the time-period under review. If the information is not correct, please update as necessary or “ADD ITEM” for new entries. In some cases you may need to contact your Digital Measures Administrator. REQUIRED – Please upload your syllabus for the course(s) that you taught. IMPORTANT – If your teaching was peer evaluated, you should confirm with the department Digital Measures Administrator that the peer evaluations have been properly uploaded.
5. Course or Lab Supervision
REQUIRED, if applicable – If you supervised a graduate teaching assistant or employee teaching a class or lab you must ensure that the information is correct for the time-period under review. If the information is not correct, please update as necessary or “ADD ITEM” for new entries and add relevant information.
6. Current Student Success/Activity
REQUIRED – Please update as necessary using “ADD ITEM” for new entries and add relevant information.
7. Graduate Placement Information/Alumni Success
OPTIONAL – You should update pertinent information about past postdocs, graduate students, and undergraduate students. If the information is not correct, please update as necessary or “ADD ITEM” for new entries and add relevant information.
8. Teaching Innovation and Curriculum Development
OPTIONAL – You may update as necessary, normally this information would be included under your narratives in “Scheduled Teaching” (#4).
1. Contracts, Fellowships, and Selected Grants [MANUAL ENTRY]
IMPORTANT – Grants, supported research, and some internal funding that are submitted through the Office of Sponsored Programs (OSP) are automatically uploaded to DM from WVU+kc/ERA. The Manual Entry section is only for funding/sponsorship that does not go through OSP and WVU+kc/ERA. Please update as necessary or “ADD NEW” to create a new entry and add relevant information. If the contract, fellowship, or grant was funded, the award letter must be uploaded.
REQUIRED – Please ensure that the information is correct for the time-period under review. If the information is not correct, please update as necessary or “ADD NEW” for new entries and add relevant information. At a minimum the Required information is “Type”, “Title”, “Sponsoring Source”, “Awarding Organization” and the “Investigators” section. In addition, please complete the “Date Submitted for Funding”, “Type of Grant”, “Total Project Start Date” and “Total Project End Date”. Upload the proposal as “1st Supporting Document”. Fill out “Current Status” and “Amount (Award Total) and the “Total Budget (All Years) for Your Part of this Project (Direct Costs)”. The direct costs refer to the to the portion of the funding that goes directly to you. If the proposal was funded, you must upload the “Award Letter” as well as enter the “Start Date of Funding” and the “End Date of Funding”.
IMPORTANT – Please include entries for proposals that have been funded, have been submitted but are pending, and/or were declined during the reporting period.
IMPORTANT – An end date on all continuing grants should be entered by you or they will not show up on your FPR.
2. Proposals Imported from WVU+kc/ERA and Awards Imported from WVU+kc/ERA [IMPORTED ENTRIES]
REQUIRED – If you have/had any grants and/or sponsored research, please ensure that the information is correct for the time-period under review. If the information is not correct, please update as necessary or contact their Digital Measures Administrator.
3. Publications, Research, and Intellectual Contributions
REQUIRED – If you published in the reporting year, please ensure that the information is correct for the time-period under review. If the information is not correct, please update as necessary or “ADD NEW” to create a new entry and fill in the relevant information. A copy of the publication must be uploaded to DM under “Supporting Document” as evidence or a working link to the publication under “Web Address” must be included for the publication to count.
REQUIRED – Add an entry for each publication in a peer-reviewed, archived journal that was published in the reporting year. Include “Publication/Contribution Type”, “Current Status”, “Title of Contribution”, “Authors/Editors/Translators”, “Journal/Publisher/Proceedings Publisher”, “Volume”, “Issue Number/Edition”, “Page Numbers”, and “Number of Pages”. The remaining text boxes may be completed by you, if applicable. Under “Description/Abstract/Synopsis” of the publication and a brief statement of your role in the paper should be included. The appropriate “Date” for each step should be completed, if applicable.
IMPORTANT – As a “Publication/Contribution Type” moves from “In Preparation; Not Yet Submitted” to “Published” please update the status accordingly. Depending upon your college/school/department guidelines you may be credited for specific results/outputs. If you are an assistant professor seeking promotion to associate professor with the award of tenure, publications that are unequivocally accepted for publication or are “in press” will be counted in your faculty evaluation file. Evidence of the acceptance must be uploaded to DM. If you are seeking promotion to professor, your publications must be published either online or in hard copy.
4. Intellectual Property (e.g., copyrights, patents)
REQUIRED – If you were granted any copyrights or patents, please ensure information is correct for the time-period under review. If the information is not correct, please update as necessary or “ADD NEW” to create a new entry and add relevant information. Under “Supporting Document” a copy of the awarded copyright or patent must be uploaded as supporting evidence.
5. Presentations
REQUIRED – For all presentations given by you, please ensure that the information is correct for the time-period under review. If the information is not correct, please update as necessary or “ADD NEW” to create a new entry. The “Presentation Type”, “Presentation Title”, “Meeting Type”, “Conference/Meeting Name”, “Sponsoring Organization”, and “Location” should be completed along with “Was this peer-reviewed/refereed?” and “Invited or Accepted”. For invited presentations, please upload your invitation (i.e. email) as documentation under “File”. You are NOT REQUIRED to upload the presentation to Digital Measures.
6. IRB Protocols Imported from WVU+kc/ERA
IRB protocols will automatically be uploaded to DM from WVU+kc/ERA. IRB protocols are also included in FPRs, however, you can choose to exclude these records from their reports.
1. University, College, School/Division/Unit
REQUIRED – For all chair/director approved service (department committee work, ad hoc or committee-based service to the college or university), please ensure that the information is correct for the time-period under review. If the information is not correct, please “ADD NEW” to create a new entry and add relevant information, including “Service Type”, “Name of Committee/Organization/Event”, “Position/Role”, “Were you elected or appointed?”, “Responsibilities/Brief Description”, “Start Date”, and “End Date”. Please upload evidence as detailed by your college/school/department under “Supporting Document” as needed.
2. Professional
REQUIRED – For all chair/director approved service (refereeing papers, reviewing proposals, serving on panels, organizing sessions or conferences/workshops, etc.), please ensure that the information is correct for the time-period under review. If the information is not correct, please “ADD NEW” to create a new entry and add relevant information, including “Organization/Committee/Club”, “Position/Role”, “Were you elected or appointed?”, “Scope”, “Responsibilities/Brief Description”, “Start Date”, and “End Date”. Please upload evidence as detailed by your college/school/department under “Supporting Document” as needed.
IMPORTANT -‐ If you refereed N papers, please only make a single entry stating the number of papers and list the journals of each of the papers. You do not need to identify the paper by name or author. Similarly for proposals you refereed, please make one entry and identify the agency you reviewed. You do not need to identify the proposal by name or number.
3. Public Service, Community Engagement, Outreach
REQUIRED, if applicable – For all chair/director approved service, please ensure that the information is correct for the time-period under review. If the information is not correct, please “ADD NEW” to create a new entry and fill in the relevant information, including “Organization/Committee/Club”, “Position/Role”, “Were you elected or appointed?”, “Scope”, “Responsibilities/Brief Description”, “Start Date”, and “End Date”. Please upload evidence as detailed by your college/school/department under “Supporting Document” as needed.
4. Recruitment and Retention
REQUIRED, if applicable – For all chair/director approved service, please ensure that the information is correct for the time-period under review. If the information is not correct, please “ADD NEW” to create a new entry and add relevant information, including “Recruitment/Retention Activity”, “Position/Role”, “School/Organization/Event”, “Approximate Number of Attendees”, and “Brief Description of Activity”, “Start Date”, and “End Date”. Please upload evidence as detailed by your college/school/department under “Supporting Document” as needed.
5. Faculty Mentorship
REQUIRED, if applicable – For all chair/director approved formal faculty mentorship service, please ensure that the information is correct for the time-period under review. If the information is not correct, please “ADD NEW” to create a new entry and add relevant information, including “Calendar Year”, “Type of Mentoring”, “Name of Mentee”, “Number of Hours Spent for the Year”, and “Description of Mentoring Activity”. Please upload evidence as detailed by your college/school/department under “Supporting Document” as needed.
Archived Reports and Documents
1. Supporting Documentation (CV, Report Narrative, Other)
REQUIRED – Please upload an up-to-date- CV that covers your career. The file shall be labeled with your LAST NAME, FIRST NAME_CV_YEAR.
REQUIRED – Please upload a Narrative highlighting your accomplishments in their assigned mission areas. The file shall be labeled with your LAST NAME, FIRST NAME_Narrative_YEAR.
2. Review, Promotion, and Tenure
NO ACTION NEEDED – The college/school/department will complete this portion of your file. Each file shall be labeled with your LAST NAME, FIRST NAME_Level of Review_YEAR. The “Level of Review” could be Department Committee, Chairperson, College Committee, or Dean.
3. Other Submissions
IF APPLICABLE – You may submit applications for awards, sabbatical leave, salary enhancement for continued academic achievement, etc. Please “ADD NEW” to create a new entry and add relevant information, including “Academic Year” and upload the “Initial Faculty Submission” and select the “Submission Type”.
4. Confidential Letters of External Review
NO ACTION NEEDED – The college/school/department will complete this portion of your file. Each file shall be labeled with your LAST NAME, FIRST NAME_External Evaluation_LAST NAME of EXTERNAL EVALUATOR_YEAR.
5. Submit: Faculty Productivity Report
REQUIRED - After you have uploaded and reviewed all of your information a FPR must be ran, uploaded, and submitted. Within the “Activities” screen click on “Rapid Reports” in the upper right-hand corner of the screen. Select “FPR” from drop down menu. Enter the appropriate date range for an Annual FPR or a cumulative promotion and/or tenure FPR. Choose “PDF” for the file format and click “Run Report”. You must save the file as their LAST NAME, FIRST NAME_Annual FPR_YEAR or LAST NAME, FIRST NAME_Cumulative FPR_YEAR-YEAR if the file is a promotion, tenure, or pre-promotion review. IMPORTANT – You should check the report for accuracy, including the hyperlinks.
REQUIRED – After saving the file, within the “Activities” screen, under “Archived Reports and Documents”, you should select “SUBMIT: Faculty Productivity Report”. Click on the “SUBMIT: Faculty Productivity Report” and select “ADD NEW”. Check the first box to indicate the report that you are submitting has functioning links. Check the second box to indicate that you have reviewed the report for completeness. You must enter the “Reporting Year”, enter the Month/Day/Year under “Date Submitted” that the FPR was submitted, and click on the Reporting Period, either an “Annual” FPR or the “Promotion/Tenure/Cumulative Pre-Promotion” FPR. Lastly, you must upload their completed FPR and click “SAVE” in the upper right-hand corner. You should confirm that they see an entry for the date you submitted your report.