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1. Docunmsmt at bor supperting FMLA amp Full FMLA Store fila Add another Justification for Underload 1 Ann Justification for Underload If no workload credits have been assigned to the faculty member and a justification for underload is needed select the appropriate justification from this drop down box If none of the options in the drop down list are appropriate choose Other and then fully explain the justification in Explanation of Other If a faculty member s information is inaccurate due to not being appointed to a course in a timely manner you will select Other and state this reason in the Explanation of Other field If a faculty member is given a Justification for Underload of FMLA Full or Partial you must upload the FMLA paperwork from Human Resources Click on Store file to the far right of the Justification field and follow the steps for uploading the file Illustrated in screen shot above green arrow Page 9 e Click SAVE AND RETURN to preserve your entry Once entered and saved on the Workload Information screen workload credits and justifications for underload will appear in the UTSA Faculty Workload Summary when the report is run again e Go back to the Manage Data list to select the next faculty member and repeat steps 1 4 in this section of the user s manual until all faculty workload credits and justifications have been entered and saved Verifying the UTSA Fac2. UTSA Sa POWERED BY Digital Vicasures iDigital ieasures Welcome Ss Friday uy 25 2014 gt Privacy Statement gt Change Your Password gt Logoff Run Ad Hoc Reports Run Custom Reports gt Contact Our Helpdesk Activities Database Workload Chair Dean Verifications Items added to Workload Chair Dean Verifications No items have been added 7 The Workload Chair Dean Verifications screen will display Manage Data Run Ad Hoc Reports Run Custom Reports Contact Our Helpdesk gt Privacy Statement Change Your Password Logoff e Select Evaluator Rank from the drop down list UTSA iDigital Vieasures POWERED BY Digital Vicasures Welcome MR MM Friday July 25 2014 Activities Database Workload Chair Dean Verifications SAVE AND RETURN SAVE AND ADD ANOTHER RETURN CANCEL Note The faculty workloads can be accessed by running the custom reports UTSA Faculty Workload Summary faculty list page and UTSA Faculty Workload Detail individual faculty workloads by college department The faculty workload credits can be accessed by running the custom report UTSA Faculty Workload Credits by college department Once you have reviewed the workloads and workload credits for your college department certify verification of the workload and workload credits for the current term by filling out the information below and providing your name and dat
3. open where you will specify instructions to generate your report There are five selections to be made the large numbers 1 5 in the screen shot below POWERED BY Di i l Ac ACi rc igita IVICasSures iDigital 4casures Manage Data Run Custom Reports allows you to obtain reports that use specialized formatting and other Run Ad Hoc Reports custom data manipulations Contact Our Helpdesk Run a Report gt Privacy Statement Select the report to run Change Your Password 1 Academic Degrees Earned z Le Logoff Faculty Staff Directory MUERE DEMENS z General Service by Faculty r1 Intellectual Contributions by Faculty 2 NCATE Attachment B Faculty Information Presentations by Faculty Scheduled Teaching by Faculty UTSA Annual Report Faculty Acknowledgement of Evaluation Comments 74 UTSA Annual Report College Dean s Evaluation UTSA Annual Report Department Chair s Evaluation 3 UTSA Faculty Activity Report UTSA Faculty Annual Report S UTSA Faculty Qualification Verification UTSA Faculty Workload Credits S UTSA Faculty Workload Detail 4 UTSA Faculty Workload Summary Fall Term mM mmm nnn UTSA Faculty Workload Summary Spring Term UTSA Official Vita UTSA Summary of Student Course Evaluations c UTSA Vita for 3rd Year Tenure and Promotion CPE an 5 Letter v BUILD REPORT Page 2 Step 1 Select the report to run Choose UTSA F
4. reports will be archived in SharePoint The Office of the Vice Provost for Institutional Effectiveness archives the workload reports at the end of the workload verification period FACULTY WORKLOAD VERIFICATION IS COMPLETE Page 16
5. the drop down list beside the label Include these accounts DM will default to this selection If you choose either of the Disabled Accounts options the report will include those faculty members who are no longer at the university Step 4 Select the file format Choose Microsoft Word from the File Format drop down list Page 3 e Step 5 Select the page size Note The report will print in landscape format e Click the button on the lower right side of screen This generates a Word document containing workload information on the faculty members within the parameters of your search Save this report and print it out for reference as you complete and approve the Requests for Released Time Workload Credits form 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 Digital Measures Check the UTSA Faculty Workload Summary Report The UTSA Faculty Workload Summary reports display faculty workload information for your department college based on your search parameters including e the requested term e the requested department s and e the faculty members o BANNER IDs names percent appointments tenure status faculty titles total workloads met min whether the faculty member has met the minimum workload requirements hours short if any justification for underload if needed O O O O O O uU 1 Colleges departments s
6. 06 Colleges and departments can also use this report in lieu of the paper forms if desired When deans and department chairs sign off on the Workload Chair Dean Verifications screen they are signing off on both their faculty workloads in the appropriate UTSA Faculty Workload Summary report and the workload credits listed on the UTSA Faculty Workload Credits report Deans and department chairs should run these two reports and review them before signing off on the workload Input Workload Credits and Justifications for Underload 1 In order to input workload credits and or justifications for underload in Digital Measures you must first click on Manage Data on the upper left side of the Digital Measures homepage and select the faculty member who needs workload credits or a justification for underload from the Manage Data for Individuals drop down list Screen shot on next page Page 5 UTSA DigitallVicast 2 iDigital Vicasures Manage Your Activities Welcome oe Friday July 25 2014 You are not currently managing data for others Run Ad Hoc Reports Run Custom Reports Manage Data enables you to manage data for other users If you are entering a lot of data it may be faster to load data from csv files rather than by using this utility All changes made using this Contact Our Helpdesk utility are audited gt Privacy Statement z Manage Data Change Your Password Logoff Manage Data for Individuals Sele
7. The University of Texas at San Antonio Office of the Vice Provost for Institutional Effectiveness Digital Measures UTSA Annual Faculty Workload Verification Manual For Deans Associate Deans Department Chairs and Department College Administrative Staff Revised 8 19 2015 UTSA Annual Faculty Workload Verification Manual In this manual you will find How to log in to Digital Measures How to generate and check workload reports in Digital Measures How to assign released time workload credits in Digital Measures How to input workload credits and justifications for underload in Digital Measures How to verify workload reports in Digital Measures Page i Table of Contents Pd Te VUNG UCN m r A 1 EOS Wi COD Ie Call WCAG Nm 1 Generate the UTSA Faculty Workload Summary REPOFt ccccssccccessecceeesecceseeseceeeeseceeeeeeceeseuecetseecessenes 2 Check the UTSA Faculty Workload Summary Report cecccccssececeseccceeecceeeusececeuneceseeeeceesaesecessenecetsenes 4 Workload Credits and Justifications for Underloads ccccccssssssssecccccccaeeseecccccesauaesseeececeesauaeseeeeeeeeesaaas 5 Assign Released Time Workload Credits cccssssessosesscsossesescoussectonssscneosssestoussseneussscneoussessenssseneussrenee 5 Input Workload Credits and Justifications for Underload ccccceseccccessecceeesececeeeceeeeueeceeseeces
8. aculty Workload Summary Fall Term or UTSA Faculty Workload Summary Spring Term as appropriate from the drop down list Step 2 Select the date range to use The Start Date and End Date fields will default to the correct parameters for the term based on the report you select For fall term the parameters will be September 1 December 31 For spring term the parameters will be January 1 April 30 The date fields are changeable but when running the summary reports you should use the default date settings Variations from these dates could bring in data from other terms to populate the report Step 3 Select whom to include o First click on Click here to select the data that you would like to include in the report A new dialog box will open where you will specify College Department or Individual a The University of Texas at San Antonio Digital Measures M 5j x il hitps www digitalmeasures com login utsa faculty report showQueryParam Digital Select whom to include by clicking a heading below College Department Individual Once you make your selection a drop down list will display where you will further specify your choice For instance if you choose Department then you must click on the box by the department for which you want to run a report Scroll down to click the SAVE button once you have made your selection o Then select Enabled Accounts Only from
9. cademic Related Activity workload credits Research Activity workload credits Justification for Underload if any Summary of All Activities total calculated workload Faculty members should be encouraged to view their workload reports for accuracy but they are not required to verify them Departments colleges should verify that the information on their faculty members reports is accurate If corrections or changes are needed those changes must be made in BANNER by Census Day IMPORTANT NOTE The Digital Measures refreshes from BANNER will stop after Census Day through the duration of the workload reporting period so if changes are not made in BANNER prior to Census Day they will not be reflected on workload reports Once the UTSA Faculty Workload Detail report has been checked for accuracy by departments colleges and the appropriate UTSA Faculty Workload Summary report displays all faculty members with a Yes meaning that they have met the minimum workload requirements or there is a justification for underload indicated then the department chairs and deans associate deans need to verify their faculty workloads in Digital Measures Chair Dean Verification Department chairs and deans must verify their faculty workload reports and the workload credits assigned each fall and spring semester by signing off on them in Digital Measures at the end of the workload verification period The deadline for verification electronic signatures
10. cations for Underloads Assign Released Time Workload Credits The appropriate UTSA Faculty Workload Summary report should be referenced when assigning workload credits Administrative staff should work with their department chairs to determine the reasons for each faculty member who needs workload credits based on the Hrs Short column Note Credit hours must be assigned in whole or half numbers as displayed on the drop down list under Credit Hours Therefore any time you have a shortage with a fractional amount of hours identified on the Hrs Short column of the report please round up to the next half or whole number For example 7 2 would be rounded up to 7 5 and 7 7 would be rounded up to 8 The Office of the Vice Provost for Institutional Effectiveness VPIE no longer requires the paper Requests for Released Time Workload Credits form to be signed and turned in to our office However the form is still available on the Workload Information screen in Digital Measures for colleges and departments to use when finalizing workload credits and obtaining approval from their deans Colleges are free to establish their own internal approval processes including whether to use this form Colleges can begin entering workload credits in Digital Measures once their Dean has approved them The VPIE office now uses the UTSA Faculty Workload Credits report in Digital Measures when auditing the workload credits for compliance with Regents Rule 310
11. creen on the Main Menu under Faculty Reports and Evaluations rowrero ty A 7 mss y ce iDigital casures Friday July 25 2014 Click here to review a guide on how to manage your activities Activities Database Main Menu General Information F Personal and Contact information Administrative Data Permanent Data Yearty Data gt i v Pr Administrative Assignments Awards Honors and Biographical Listings o External Connections and Partnerships Faculty Development Activities Attended Licensures and Certifications Le Media Contributions Professional Memberships Teaching Scheduled Teaching Directed Student Learning e g theses dissertations Other instructional Activities le Academic Advising 2 Student Evaluations of Teaching Workioad information Scholarship Research Creative Works Artistic and Professional Performances and Exhibits Contracts FeBowshins Grants Sponsored Research and Resi Intelectual Contributions E intelectual Property e g copyrights patents Presantations a f rch Creative Wor rf in Pr Service Department 2 Colece University e UT System Professional Le Public Faculty Reports and Evaluations Annual Report Summary Archived Reports gt Annua Report Chair Dean Evaluations e AC o Workioad Chair Dean Verifications Page 14 6 Click ADD A NEW ITEM
12. ct individual v Show Enabled Accounts Only All Accounts 2 Once you have selected the faculty member click on Workload Information on the Main Menu under Teaching Media Contributions Lt Professional Memberships Teaching Scheduled Teaching Directed Student Learning e g theses dissertations Other Instructional Activities Academic Advising Workload Information cholarship Research Creative Works 3 Click ADD A NEW ITEM if you have not begun adding workload credits for the faculty member for the current academic year OR click on the existing Edit icon if you have been working on workload credits for the faculty member and need to make an update or if you are completing workload information within the same academic year as the existing record Screen shot on next page Note You should only have ONE record per academic year each record includes both fall and spring semesters Normally you will create a record in fall and edit that same record to add information for the spring semester Page 6 POWERED BY Digital icasure UTSA iDigitalMeasures Manage Your Activities Welcome EE Friday July 25 2014 Activities Database Run Ad Hoc Reports Run Custom Reports Contact Our Helpdesk Workload Information RETURN TO MAIN MENU Privacy Statement ADD A NEW ITEM DELETE SEARCH If there is not an existing Items added to Workloa
13. d Information EDIT COPY 7 record for the current academic year E 2013 2014 lf there is already an existing record for the current academic year 4 The Workload Information screen will display UTSA iDigital cas ires Digital ieasures o NN gt Manage Data You are currently managing data for BEDV End Run Ad Hoc Reports Run Custom Reports Activities Database Workload Information RETURN TO MAIN MENU Friday July 25 2014 gt Contact Our Helpdesk gt Privacy Statement RETURN CANCEL SAVE AND RETURN SAVE AND ADD ANOTHER Change Your Password Logoff ros To the faculty data on this screen is entered by college department administrative staff It is based on information taken from the Request for Released Time Workload Credits form which is completed by department chairs and approved by the dean of each college If data is incorrect please contact your college department administrative staff to correct the data in Digital Measures Workload Course Releases Requests for Released Time Workload Credits college form Requests for Released Time Workload Credits department form Workload Calculations Weights Workload Verification Help Manual Workload Module Frequently Asked Questions Academic Year Fall Released Time Teaching Workload Credits Instructional Related Activity Activity R Credit Hours v Su Add ano
14. e in the signature and date fields Evaluator Rank M anl Term and Year M z College M Department M Certify verification of the Faculty Workload and Workload Credits for this term by typing in your name and the date in the Electronic Signature and Electronic Signature Date fields below SAVE AND RETURN when this is complete Electronic Signature 4 Electronic Signature Date Legend Required M Hidden e Select the current Term from the drop down list and type in the Year e Select the appropriate College from the drop down list Page 15 e Select the appropriate Department from the drop down list Note Deans should leave this field blank when signing off for their colleges e Type in your Electronic Signature Please use your full name not initials and also use upper and lower case appropriately this signature will display on the workload reports as it is typed into DM e Enter the Electronic Signature Date by choosing the month from the drop down list and typing in the day and year e Click SAVE AND RETURN to preserve your entry Once this screen is completed the department chair dean s signature will populate the appropriate UTSA Faculty Workload Summary report and UTSA Faculty Workload Credits report The next time the reports are run the signature will appear on the first page of the report department chair signatures with department reports and dean signatures with college reports Note These
15. es or Bookmarks in your preferred browser e 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 UTSA sDigital4easures Click to log in e Login using your myUTSA ID abc123 and passphrase Page 1 Generate the UTSA Faculty Workload Summary Report The UTSA Faculty Workload Summary report is a college department faculty list that displays workload information for each faculty member There are two UTSA Faculty Workload Summary reports one for fall term and one for spring term Please be sure that you select the report for the appropriate term These reports can be run to display summary information about an individual an entire department or an entire college To generate this report Click on Run Custom Reports on the left side of your screen UTSA i aa a N POWERED BY Digital Vicasures iDigitalleasures oF gt Manage Your Activities Welcome MERE Friday July 25 2014 Manage Data Click here to review a guide on how to manage your activities Run Ad Hoc Reports Run Custom Reports ities Database Main Menu Contact Our Helpdesk Privacy Statement 5rsonal and Contact Information gt Change Your Password i Administrative Data Permanent Data Yearly Data gt Logoff i us id v Academic Government Industry Military and Professional Positions A page will
16. hould make certain that each faculty member s appointment information is correct on this report If it is not it is important to update the information in BANNER or PeopleSoft as appropriate by census date Note Colleges departments should update faculty members information in BANNER and or PeopleSoft once the appointments are finalized each semester This information will then refresh to the Digital Measures system 2 The Met Min Met Minimum column will automatically have a Yes in it for every faculty member who meets the minimum workload requirements given his her appointment Reports that have a Yes in the Met Min column need no further action by the department college A No in the column indicates a faculty member who is below the minimum workload requirement If there is a No review the Hrs Short Hours Short column 3 The Hrs Short column indicates the number of workload hours short a faculty member may be based on his her percent appointment This column should be used to determine the number of hours of workload credits that faculty members must receive Page 4 4 The Justification for Underload column displays the reasons that a faculty member would be short workload hours but not given a course release for example if the faculty member is on FMLA These justifications are entered directly into Digital Measures see below for instructions on inputting justifications for underload Workload Credits and Justifi
17. in fall is October 15 The deadline for verification electronic signatures in spring is February 15 In order to verify their faculty workload reports and workload credits department chairs deans need to 1 Review the appropriate UTSA Faculty Workload Summary report fall term or spring term You can get this report from your administrative staff who have access to Digital Measures or run the report in Digital Measures See instructions for running the report under Generate the UTSA Faculty Workload Summary report on page 2 Review the UTSA Faculty Workload Detail report if desired but not required You can get this report from your administrative staff who have access to Digital Measures or run the report in Digital Measures See instructions for running the report under Generate the UTSA Faculty Workload Detail report on page 10 Review the UTSA Faculty Workload Credits report You can get this report from your administrative staff who have access to Digital Measures or run the report in Digital Measures through custom reports To generate this report follow the instructions for generating the UTSA Faculty Workload Summary report on page 2 Choose the UTSA Faculty Workload Credits report in Step 1 If you haven t already done so log in to Digital Measures using the log in instructions on page 2 of this manual You should be at the Activities Database Main Menu Page 13 5 Click on the Workload Chair Dean Verifications s
18. rtment Individual Once you make your selection a drop down list will display where you will further specify your choice For instance if you choose Department then you must click on the box by the department for which you want to run a report Scroll down to click the SAVE button once you have made your selection o Then under Step 3 select Enabled Accounts Only from the drop down list beside the label Include these accounts DM will default to this selection If you choose either of the Disabled Accounts options the report will include those faculty members who are no longer at the university e Step 4 Select the file format Choose Microsoft Word from the File Format drop down list e Step 5 Select the page size Note The report will print in landscape format Click the button on the lower right side of screen This generates a Word document containing workload information on the faculty members within the parameters of your search Save this report for reference as you verify your faculty workload reports WARNING The Word document you have generated is NOT in Digital Measures Do not make edits to this document as they will not be made in Digital Measures Page 12 Check the UTSA Faculty Workload Detail Report The UTSA Faculty Workload Detail report displays faculty workload information by term and individual including Instruction Related Activity workload credits Administrative A
19. run Change Your Password UTSA Faculty Workload Detail v gt Yoc a a UU EVE C EU Ud dousarecus eus Use SEE EE sad Select the date range to use netter Ore Information gt gt 2 Start Date Sep 0M 2014 v End Date Dec v 31 2014 Select whom to include i _ More Information gt gt Data selected All Include these accounts Enabled Accounts Only Select the file format More Information 4 Microsoft Word v Select the page size More Information 5 Letter v e Step 1 Select the report to run Choose the UTSA Faculty Workload Detail report from the drop down list e Step 2 Select the date range to use Choose the Start Date and End Date for the term of the report from the drop down lists For the fall term use September Tas the start date and as the end date Variations from these dates could bring in data from other terms to populate the report e Step 3 Select whom to include This step has two elements o First click on Click here to select the data that you would like to include in the report A new dialog box will open where you will specify College Department or Individual See screen shot on next page Page 11 a The University of Texas at San Antonio Digital Measures M ii https www digitalmeasures com login utsa faculty report showQueryParam LE LJ El iDigital Select whom to include by clicking a heading below College Depa
20. se description in parentheses For example Visiting Faculty 1 3 means that the minimum workload credit that can be assigned for Visiting Faculty is 1 and the maximum is 3 Select the number of Credit Hours that were assigned to the faculty member for that particular activity on the Requests for Released Time Workload Credits form Credit hours are in whole and half numbers If a faculty member is given workload credit for 6 13 Presidential Credit Faculty Development Leave 1 9 under Non Sponsored Research Activity you must upload the Faculty Development Leave approval form Click on Store file to the far right of the Activity field and follow the steps for uploading the file Illustrated in the screen shot below red arrow Fall Released Time Teaching Workload Credits Instructional Related Activity Activity P Credit Hours F b d wm Add another Instructional Related Activity 1 App Administrative Academic Related Activity Activity P Credit Hours P T Add another Administrative Academic Related Activity 1 apo Haon 5ponsared Research Activity ctivity R Credit Hourgf amp 13 Presidential Credit Faculty Development Leave 1 9 7 Documentation supporting Faculty Development Leave F Store file Add another Honc spami ed Research Activity 1 Justification for Underlaad Justification Explanation of Other Please use this field only when selecting Other F
21. senecetsenes 5 Verifying the UTSA Faculty Workload Reports ccccccccsssccccessececeesececceecceseesececeuseceseegceesseaecessenecessenes 10 Generate the UTSA Faculty Workload Detail REport cccccccsseccccsseccccessececeesececeeeeceeeeeeceeseuecesseneess 10 Check the UTSA Faculty Workload Detail Report sseeessseeeeennnn nennen 13 Cale DOAN WEN IIC ARON NN 13 Page ii UTSA FACULTY WORKLOAD VERIFICATION MANUAL Introduction This manual is to be used by administrators in the colleges and departments to verify that their faculty workload reports are in compliance with UT System s Regents Rules and Regulations Rule 31006 Academic Workload Requirements Each fall and spring semester colleges and departments are asked to review and verify their faculty workload reports to ensure that all faculty meet the minimum workload requirements based on their faculty title and percent appointment on state funds The repository for this information is now Digital Measures Log in to Digital Measures e Inthe address field of your preferred browser type http my utsa edu e Click on Digital Measures under Faculty Staff Resources WebMail Faculty Center staff UTShare PeopleSoft EUM Interim Workflow Solutions Account Passphrase Reset DigitalMeasures RowdySpace faculty e You will be taken to the Digital Measures landing page You may wish to save this landing page to your Favorit
22. ther Instructional Related Activity 1 v e Select the desired Academic Year from the drop down list For example for the fall 2015 semester you would select 2015 2016 e Please note that both fall and spring activity will be entered on the same record There are sections for both terms on the same screen Please be sure you are entering data under the appropriate semester Screen shot on next page Page 7 To Ce saty Cac or Dk areor k erteres by Zleqo Gocsrowest a cntricraoe ca E X bacc or Fferrucer coker from che Rogue for Rewaced Tre vericad Crece forme whi cepece Sy OeQarzmerc Sart and acceoec by Te Sear c ea Gisco Y OU X roarec Debe Gruss yu Gisco coger ters Borie ca to omic Pe Gace gta Peacres wereeac Clu Fewscec for Sewaces yw Vervead Crece form for fasasbc Thie vVorisad Cedr form votis CARLARTOAC veyra vorid ecuador Tp varus Wervibad yode Frequercy tes perire Ladere Year v idd arator nerozieea Rauced ame T z Aarne ae cadere Reate LT aspiy Coes kaun v add acocter L ririerate tadentoteuns aey 5 ww CG i 0 zs anam ww Page 8 Select the Activity from the drop down list based on the type of release that has been assigned to the faculty member on the Requests for Released Time Workload Credits form The minimum and maximum number of workload credits that can be assigned are displayed next to the workload course relea
23. ulty Workload Reports Generate the UTSA Faculty Workload Detail Report The UTSA Faculty Workload Detail report is the faculty member s workload report It can be run to display one individual faculty member s workload report an entire department s workload reports in alphabetical order by tenure status or an entire college s workload reports in alphabetical order by tenure status Click on Run Custom Reports on the left side of your screen Digital Digital c350re5 eere Welcome Manage Data Click here to review a guide on how to manage your activities Run Ad Hoc Reports Run Custom Reports gt Contact Our Helpdesk ties Database Main Menu Privacy Statement gt change Your Password 5rsonal and Contact Information gt Administrative Data Permanent Data Yearly Data Le Logoff Academic Government Industry Military and Professional Positions A page will open where you will specify instructions to generate your report There are five selections to be made the large numbers 1 5 in the screen shot on next page Page 10 UTSA Digital Ures iDigital iecasures Manage Your Activities Welcome RENE Friday July 25 2014 Manage Data Run Custom Reports allows you to obtain reports that use specialized formatting and other custom data manipulations Run Ad Hoc Reports Contact Our Helpdesk Run a Report Privacy Statement Select the report to
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