In the lower, right-had corner of the login screen, click on “Request Password”. Your username is usually your ODIN user name, or whatever precedes “@pdx.edu” in your PSU e-mail address. A second option is to send an e-mail message to digital@pdx.edu letting us know that you forgot your password. In either case, account information will be sent to your PSU e-mail address from sender “Digital Measures”.

What materials do I need to start entering my CV?

Have your current CV available, as well as the Portland State University CV guidelines. This will help you determine what information you should include in your Digital Measures profile. The more information you can have at the ready the better. This includes dates of presentations, names of students you have advised, etc.

Why is information already entered in some fields?

There are two main reasons this might happen. First, some fields will be filled in if information from the PSU Banner system is pre-loaded for you. This occurs primarily in the screens for Personal and Contact Information, Yearly Data, and Scheduled Teaching, Second, if a colleague enters information in the any of the screen under the Scholarship/Research section and lists you as a co-author, co-presenter, etc., this information will automatically be loaded to your activities screen as well.

Why don’t the floating Pasteboard, Rapid Reports, and Hide tabs show up on my computer screen?

Although you may access your Digital Measures account using any of the common Web browsers, depending on the version and whether you are a Mac user, sometimes the floating Pasteboard, Rapid Reports, and Hide options that are located at the bottom of the screen do not appear. At Portland State, users have had the most consistent success using Mozilla Firefox. Users who utilize Google Chrome or Microsoft Internet Explorer to access Digital Measures have reported trouble seeing the floating Pasteboard, Rapid Reports, and Hide tabs.

Why does the generated CV look like that?

The CV generated by the Vita report is generated according to the Appendix I of Portland State University’s Promotion and Tenure guidelines for submitting a CV. If you find any formatting inconsistencies, please e-mail digitalm@pdx.edu to alert us. Formatting revision suggestions should be improvements for all faculty at PSU, not just a personal preference.

Data Entry

What if I don’t remember the date of an activity entry?

Enter in as much of the date as you can; at the minimum, enter in the year. In general, Digital Measures will not add undated entries into reports, so knowing only the year is enough to ensure the entry will show up in the report.

How do I add co-authors for my publications entries?

Underneath the box where your name is listed there is a line that says “Add another author” with a drop down menu of how many additional authors you would like to add. Once you have chosen the proper number of co-authors and click on the “Add” button, boxes will appear in which you can input the co-authors information.

If the co-author is a current PSU faculty member, you will be able to add him or her by selecting the appropriate name from the drop-down menu in the new offset name box. Otherwise, you may enter the name of the co-author(s) using the first, middle, and last name fields.

How do I indicate that I am the second (or otherwise non-primary) author on an intellectual contribution?

The name of each author listed on any given Intellectual Contributions screen is listed in its own offset box, located under the “Áuthors” section. In the top-right corner of each offset name box are small “up” and “down” arrows. Just click on the “down” arrow and you will then become the second author. It will shift the empty box for co-author information to the top of the list for you to enter the information of the first author.

I’ve led community workshops. In what section should I enter that data?

Community workshops can be seen as non-credit instruction, community outreach achievement, or a professionally related service, depending on your philosophy and the specific content and nature of the workshop. Most faculty members prefer to enter their workshop information into the Non-credit Instruction Taught screen; data entered there will show up in the “Other Instruction and Curricular Achievements” section under “Other Teaching, Mentoring and Curricular Achievements” in the CV.

For more information about the difference between community outreach achievement and professionally related service, please refer to the PSU Tenure and Promotions Guidelines (pp. 10-11).

I’ve performed research and evaluation as a (principal/co-) investigator for a community organization or consortium. In what section should I enter that data?

Research and evaluation for a community organization can be seen as either a community outreach achievement or as a professionally related service, depending on your philosophy and the specific nature of the research and evaluation. Please refer to the PSU Tenure and Promotions Guidelines to read more about how community outreach achievements and professionally related services are defined (pp. 10-11).

Entries that are entered into the Research Currently in Progress screen show up under the “Scholarly Works in Progress” section of the Vita report.

How should I enter my Faculty Senate service?

The recommended way to enter Faculty Senate Service is under the “University” service category. In the “Committee Title” field, enter “Faculty Senate”. In the “Position/Role” drop-down menu, select the option for “Senator”.

For committee work related to Faculty Senate, please follow the suggestion above, but enter the committee name in “Committee Title” field. In the “Position/Role” drop-down menu, select the option that best represents you involvement. A few suggestions include: “Chairperson”, “Committee Chair”, and “Committee Member”.

If you served in a “University Senate Service” capacity but would like to specify the position you held, you can choose the “Other” option in the “Role” drop-down menu and enter your official senate position title in the “Explanation of Other” field.

How should I enter that I was Fulbright Scholar?

The solution depends on how you have it listed on your original CV. If you have the Fullbright Scholarship listed under your employment, then it would be best to list it as such through the Academic, Government, Military and Professional Position screen.

If you would rather list it to reflect its original purpose, as an international education grant between you and the university in which you received the funding, you can also list it through the Contracts, Grants and Sponsored Research screen. As for the first option of “Type”, it would be best to label this item as a “Grant” with the title being that of “Fulbright Scholar.” The information for when financial aid/funding started and ended can then be input accordingly.

How should I enter expert testimony?

There are multiple ways to enter expert testimony. The first way is to enter this activity via the Consulting screen. The "Type of Service" would be entered as either "Government” or "Other”; if you choose “Other,” enter “Expert testimony” into the "Explanation of other" field. In the “Client" field, enter the party that sought you out for your testimony.

A second option would be to enter the expert testimony activity through the Professional Service screen. In the "Organization" field, enter the party that sought you out for your testimony; from the "Position/Role" drop-down menu, choose "Other" and enter “Expert testimony” into the “Explanation of other” field. You can then fill out the other information accordingly.

How should I indicate that my directed student learning activity involves students outside of PSU?

When choosing “Student’s Home Department,” scroll down to the bottom of the drop-down menu to find the “Other (Outside Portland State University)” value. Choose this option, then enter the name of the student’s university in the “Explanation of ‘Other’” field.

Proper Entry Formatting

Some of my entries seem to not appear in proper APA formatting. How do I ensure that my entries will show up consistent with APA style conventions?

The Vita CV report has been set up to meet APA guidelines by properly ordering information input by faculty. However, the stylistic accuracy of that information is the responsibility of the user. The following tips will hopefully clarify data entry for the types of faculty activities that cause confusion most frequently.

Intellectual Contributions – Journal Articles

Intellectual Contributions – Book Reviews

Intellectual Contributions – Book Chapters

Intellectual Contributions – Revised Contributions

Intellectual Contributions – Conference Proceedings

Presentations

Contributions – Journal Article

For journal articles, the “Title of Contribution” field should be filled in with the title of the article. The title of the article should be in sentence case (i.e. only the first word, proper nouns, and the word immediately following a colon are capitalized).
The “Journal/Publisher/Proceedings Publisher” field should be filled in with the title of the journal in title case (i.e. capitalize all words except prepositions, articles, and conjunctions).
The “Page Numbers or Number of Pages” field should be filled in with the page numbers on which your article was printed and should appear as: xx-xx
Example:

Contribution type: Journal article, Academic journal

Title of contribution: Properly titling journal articles for Digital Measures: An overview

Journal/Publisher/Proceedings Publisher: Standardized Formatting Quarterly

Page Numbers or Number of Pages: 96-112

Intellectual Contributions – Book Reviews

The “Title of Contribution” field should be filled in with the title of your book review. It should be entered in sentence case.
The “If this contribution is a book review, what is the book being reviewed?” field should be entered in with sentence case.
The “If this contribution is a book review, author(s) of the book being reviewed” field should be filled in using the following convention: A. A. Author, B. B. Author, & C. C. Author. If there are only two authors, use an ampersand – not “and” – between the two authors.
The “Journal/Publisher/Proceedings Publisher” field should be filled in with the title of the journal in title case (i.e. capitalize all words except prepositions, articles, and conjunctions).
The “Page Numbers or Number of Pages” field should be filled in with the page numbers on which your book review was printed and should appear as: xx-xx
Example:

Contribution type: Book Review

Title of contribution: I have reviewed your book and I found it pasable

If this contribution is a book review, what is the book being reviewed?: This book was made for reviewing

If this contribution is a book review, author(s) of the book being reviewed: J.S. Crockett, R. Tubbs, & M. Castillo

Journal/Publisher/Proceedings Publisher: Journal of Standardized Formatting

Page Numbers or Number of Pages: 96-112

Intellectual Contributions – Book Chapters

The “Title of Contribution” field should be filled in with the title of chapter you wrote. It should be entered in sentence case.
The “If this contribution is part of a larger work (e.g., a chapter in a book), what is the larger work's title?” field should be filled in with the title of the book in which your chapter appears. The title should be entered in sentence case.
The “Editor(s)” field should be filled in with the names of the book editor(s) using the following convention: A. Editor, B. Editor, & C. Editor. If there are only two editors, use an ampersand – not “and” – between the two editors
If there are multiple editors, be sure to check the box indicating so.
The “City and State of Journal/Publisher” should be filled in with full city name and the state abbreviation.
The “Page Numbers or Number of Pages” field should be filled in with the page numbers on which your chapter was printed and should appear as: xx-xx
Example:

Contribution type: Book, Chapter in…

Title of Contribution: This is only the third chapter of many

If this contribution is part of a larger work (e.g., a chapter in a book), what is the larger work's title?: A chapter book for the ages

Editor(s): C. Huxtable & S. Tibideaux

City and State of Journal/Publisher: Brooklyn Heights, NY

Page Numbers or Number of Pages: 84-92

Intellectual Contributions – Revised Contributions

Books and book chapters that you edited should be entered as a contribution type appended with “-Revised” (e.g. Book, Scholarly-Revised; Book, Textbook-Revised)
The “Title of Contribution” field should be filled in with the title of the book or book chapter you edited. It should be entered in sentence case.
If there were co-editors, click the “ADD” button under the “Authors” section and fill in the information.
Follow the tips above for the type of work you edited.

o Example:

Contribution type: …-Revised

Title of Contribution: I took someone else’s writing and edited it

Intellectual Contributions – Conference Proceedings

Conference proceedings associated with a presentation must be entered through this screen; choose “Conference Proceedings” from the “Contribution Type” drop-down menu.
The title of your paper should be entered into the “Title of Contribution” field, written in sentence case.
The title of the conference proceeding should be entered into the “If this contribution is part of a larger work (e.g., a chapter in a book), what is the larger work's title?” field, written in title case.
The “Journal/Publisher/Proceedings Publisher” field should be filled in with the title of the journal in title case (i.e. capitalize all words except prepositions, articles, and conjunctions).
The “City and State of Journal/Publisher” should be filled in with full city name and the state abbreviation.
The “Editor(s)” field should be filled in with the names of the conference proceeding editor(s) using the following convention: A. Editor, B. Editor, & C. Editor

If there are multiple editors, be sure to check the box indicating so.

The “Page Numbers or Number of Pages” field should be filled in with the page numbers on which your paper was printed and should appear as: xx-xx
Example:

Contribution Type: Conference Proceeding

Title of Contribution: Songs on the jukebox: How long until the free ride ends?

If this contribution is part of a larger work (e.g., a chapter in a book), what is the larger work's title?: Proceedings of the Fifth Annual Symposium of Fonziephiles in Academe

Journal/Publisher/Proceedings Publisher: Drive-in Press

City and State of Journal/Publisher: Milwaukee, WI

Editor(s): R. Cunningham & C. Arcola

Page Numbers or Number of Pages: 74-84

Presentations

Select the appropriate “Meeting Type” for your entry. If you presented on a panel that took place at a conference, choose the “Panel” value; choosing a “Presentation Type” after selecting “Panel” may not be necessary.
If you choose “Conference” as the “Meeting Type,” be sure to pick a “Presentation Type.”
In the “Conference/Meeting Name” field, be sure the name of the sponsoring organization is included. The conference/meeting name should be written in title case.
The data for the “Presentation Title” field should be written in sentence case.
If the “Title of Symposium” field is applicable, data should be written in sentence case.
For a symposium entry, be sure to add the name of the chairperson in the “Presenters/Authors/Chairs/Other Roles” section by clicking on the “ADD” button. Don’t forget to choose the appropriate role from the “Roles” drop-down menu.
Conference proceedings associated with a presentation must be entered separately under Intellectual Contributions.

Digital Measures Policies

I don’t like the way my vita report looks. What can I do?

If you do not like the way your Vita report CV appears, you can edit the Microsoft Word document of the generated report. Keep in mind that you have to make edits or format changes again manually if you generate the Vita report at a later date.

If you believe that a formatting change should be made to follow PSU Promotion and Tenure guidelines for submitting a CV, please e-mail digitalm@pdx.edu to suggest formatting revisions. Formatting revision suggestions should be improvements for all faculty at PSU, not just a personal preference

Why doesn’t some of the information I entered show up when I generate the Vita report to see my CV?

Some information, such as External Connections and Partnerships and Licensures and Certifications, currently do not show up on the Vita report CV. In general, these types of information do not show up in the report because they are not required or requested by the Portland State University CV guidelines.

Additionally, “Intellectual Contributions” will only show up if they are set to “Published,” “Accepted,” “In Prep,” “Revising to Submit,” or “Working Paper.” The last three will appear in the “Works in Progress” section of the previewed CV.

If information you expect to show up is still not populating in the CV, check the start and end dates, located in the Rapid Reports section or either of the Run Reports screens, before running the report. You may not be setting the start date far back enough to capture all of your activities.

Why doesn’t the information appear in the order I would prefer?

Digital Measures orders information by date, from most to least recent. By making sure all your entries are dated you will ensure they are listed chronologically. However, some sections, like Courses Taught and Scholarly Works in Progress, are ordered alphabetically.

How will the information I enter into my account be used and protected?

Faculty accounts are password protected and individual faculty only have access to their own accounts. Department chairs, assistant and associate deans, and some administrators in OAA have access to faculty information within their units, primarily for summarized reporting purposes. In some schools or colleges, data entry assistants have access to individual faculty accounts for the purpose of assisting faculty with adding entries into their accounts.

The intended purpose of Digital Measures is twofold: 1) to improve reporting of summarized faculty productivity at the institutional level and 2) to provide faculty with an online tool to assist with managing their CV information and reduce the number of ad hoc requests they must respond to regarding their scholarship, teaching, research, service, and other aspects of their work.

Why doesn’t Digital Measures populate information from the Faculty Activity Reports of previous years?

Faculty Activity Reports of pervious years cannot be disaggregated in a meaningful way for uploading into Digital Measures. Digital Measures is an improvement in the way PSU collects and reports on faculty activity. The previous process consisted of asking faculty to report the number of activities in general categories over the past year. This process was not standardized across units and the information was limited in its utility because it could not be disaggregated. Digital Measures uses specific information about each type of entry to generate summary reports. Additional customized reports or views of the information can be created or generated as needed without faculty needing to report the productivity over and over again.

What cannot currently be entered into Digital Measures?

In short, anything not specifically asked for in the PSU CV guidelines or routinely collected for faculty activity reporting purposes. For example, none of the following information has a place to be entered in Digital Measures: references, career highlights, hobbies, etc.

What if I leave PSU? Will I still have access to my CV through Digital Measures?

Once you leave PSU, your account will be disabled. Before your employment record is terminated, you may generate your Vita report and save the generated document for use as you please.

How many years of information should I enter into Digital Measures?

To begin with, we suggest entering information from at least the past three years. Over time, faculty members are encouraged to enter their entire CV history into Digital Measures to maximize utility. Check with your Dean’s Office to see if data entry assistance is available to you. Eventually, Digital Measures-generated CVs may be required for promotion and tenure review, as well as internal grant applications.

Procedure

How would I go about suggesting some additional categories for drop down lists in the data entry screens?

If you would like to suggest additional categories for a drop-down menu, please e-mail digitalm@pdx.edu. Be sure to indicate on which screen the drop-down menu can be found.

Can I upload my publications from bibliographic software?

Unfortunately, that capability is currently unavailable. Digital Measures is aware that Portland State, along with many other institutions, strongly desire this feature. If this feature is ever implemented, OIRP will let faculty members know immediately and provide the appropriate training.

Why would I need to include the date submitted or accepted for an entry in the “Intellectual Contributions” screen?

The submitted and accepted dates are only necessary if the publication does not yet have a publication date (i.e. it has been submitted and/or accepted, but not published). If the article has already been published, then the date published is all that is necessary.

Additional Tips

· The Pasteboard allows you to copy and paste information from your current CV, so you don’t have to constantly switch between screens. You can also highlight, drag and drop items from pasteboard directly into the Digital Measures fields.

· Use the Rapid Reports option to check how your data entry decisions will appear in a generated version of your CV.

· Feel free to experiment, practice and edit until the CV comes out the way you like.