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Digital Measures User Guide: How-To Guide

Welcome! This manual is designed to help you navigate and utilize the powerful features of Digital Measures, a cutting-edge platform for academic institutions and professionals to manage, document, and showcase accomplishments.

How-To Guide

General Questions

If you have any issues logging in please contact us at: digitalmeasures@uthsc.edu

Note: At least one date (it can be the year) is required to save a record.

Step 1: Navigate to Activities

  • Once logged in, confirm Activities is selected in the top navigation bar. If you are managing an account on behalf of a faculty member, select Manage Data->Faculty Name->Continue
  • You will see the following sections, which contain the screens you can add data to
    • General Information: contains brief biography, educational history, honors and awards, certifications, and work history.
    • Administrative Information: contains information related to your faculty appointment. Any changes to personal contact information, permanent data, and yearly data will need to be corrected in IRIS. Evaluation corrections must be communicated to the UTHSC Office of Faculty Affairs.
    • Teaching/Mentoring: contains course instruction information, along with other activities that directly impact student learning.
    • Scholarship/Research: contains information about grants, publications, presentations, and other scholarly and professional activities.
    • Clinical Care: contains information related to your clinical practice, leadership, and instruction.
    • Service: contains your service activities undertaken in professional, university, and public settings.

Step 2: Add New Record

  • Select a section you would like to edit and click Add New Item at the top right of the screen.               
  • Fill out the available form fields to the greatest extent possible. Fields with an asterisk (*) are required. Select Save to lock in your changes.

To update the information seen on the Personal and Contact Information screen in Digital Measures, the change will need to be made in IRIS. 

  • To update your phone number, you may log in to MyUT, choose Employee Self-Service, then Personal Profile. Click the pencil icon in the section to edit your phone number.
  • To update your office address, Human Resources has provided a link to a form to process the request. To access the form, select the link and enter your NetID and Password: https://uthsc.co1.qualtrics.com/jfe/form/SV_8oChw4g3KhR8jvn
  • To update your preferred name, complete the Personal Data Form and email to HR at hr@uthsc.edu.
  • To update your resident status, you will need complete the Residence Status/Immigration Status section of the Personal Data Form and email to HR at hr@uthsc.edu.
  • To update your prefix, complete the Personal Data Form and email to HR at hr@uthsc.edu.

If you are looking to change any other personal/contact information seen in Digital Measures, HR has provided instructions for how to update that information: https://uthsc.edu/hr/employment/updating-information.php

Once the change is made in IRIS, the information will update automatically in Digital Measures within 48 hours.

To add a new degree to Digital Measures, please send an updated copy of your CV with the degree information listed to:

  • UTHSC Office of Faculty Affairs (processing.faculty@uthsc.edu) or
  • Digital Measures team (digitalmeasures@uthsc.edu)

After review, a team member will update your Degrees screen in Digital Measures on your behalf. Our team likes to ensure that your faculty file is up to date and if any additional documents are required before adding a new degree into the system.

If you primarily use the Digital Measures UTHSC CV, you may easily run the report through the Reports tab in Digital Measures and make the changes directly to the Word document. 

Note: The Digital Measures vendor, Watermark, updates the template for the biosketch based on the requirements sent by the NIH and NSF.

Step 1: Input Publications and Intellectual Contributions

  • Before starting your biosketch, ensure you have added your publication and research products to the appropriate screens in Digital Measures.

Step 2: Navigate to the Biographical Sketch Screen

  • Log in to Digital Measures and navigate to Activities on the top navigation bar
  • Under the Scholarship/Research section, select the Biographical Sketch NIH or NSF screen

Step 3: Title and Create Biosketch

  • Select Add New Item
  • Prepare a personal statement ahead of time. Copy and paste the details into the record.
  • You may select Publication and Intellectual Contribution records to add from the drop-down menu if they are already in Digital Measures
  • To add a new row select  +Add Row
  • When you are finished click Save

Step 4: Download Biosketch

  • Navigate to Reports
  • Select either NIH Biographical Sketch of NSF Biographical Sketch from the list
  • Set your parameters and select the biosketch you would like to download from Additional Filters
  • Run Report to download

Step 1: Navigate to Reports Tab and Choose Desired Report

  • On the top navigation bar, select Reports
  • Choose your desired report from the list. Some reports are automatically included with Digital Measures, some have been specifically designed for use by UTHSC.
  • Those you will likely find most helpful are:
    • College Annual Report – annual professional activities report customized by each college
    • UTHSC CV – official UTHSC CV template

Step 2: Configure and Run Report

  • Select a Date Range that meets your needs, the default is the current calendar year
  • If you have department, division, or college level permissions, under Whom to Include select the account(s) for which you would like to run the report
  • Select your preferred File Format
    • If you would like to potentially make edits, select Microsoft Word
  • Select Run Report

CV Imports Tool

The CV Imports tool (CVI) in Digital Measures will help you get data into the system quickly and accurately using the source you most trust—your CV! The tool uses highlighting technology to identify areas of your CV that tie to specific fields within Digital Measures, specific to UTHSC’s system configuration. Once the highlighting is complete, a user will complete a series of steps to review, validate and confirm the upload.

The CV Imports tool will be best utilized for new faculty who are onboarding at UTHSC and are looking to get their professional history into Digital Measures. The Digital Measures team has reviewed the screen configuration on the Activities page and has developed a list of recommendations of activities that should/should not be imported using this tool. See attached document for more information.

Publications: When importing Publication records, we recommend using the Publication Import tool located in the upper right-hand corner of the Publications screen on the Activities page. Direct integrations will always be the quickest way to get data into the system. Available integrations: Crossref, Scopus, PubMed, and ORCID (faculty user only).

Import Publications

PubMed, Scopus, ORCID, and Crossref

Step 1: Select the Import Tool

  • Click on the Publications screen. Select the Import button.

  • Once on the Import Publications screen, select Import from Third Party. Choose your service (PubMed, Scopus, etc)

Step 2​: Set the Search Criteria

Note: Searching by Name often retrieves too many results.

  • Change the search criteria by clicking the drop down list. Try:

    • PMID:  It is the unique identifier number (e.g., PMID 25143306) used in PubMed for each article. If you have a list of your PMIDs you may list them all separated by a space to do a batch import (e.g., 25143306 25414947 30778747 29162146).

    • Author Identifier: May be an ORCID, Scopus Author ID, an International Standard Name Identifier (ISNI), or from the Virtual International Authority File (VIAF).

  • Add additional criteria by selecting Add Search Criteria.

  • Delete search criteria by clicking on the trash can to the right of the field.

Step 3: Run the Search

  • Click the Search button below your criteria.

Step 4: Select and Import Items

  • To review the record prior to importing click on the green link title.
  • Click the check box to the right of the items you would like to import.
  • Click the Continue > button located at the top of the screen.

Note: If your search returned too many results or you did not find the record(s) you were looking for you can further refine your search by selecting the modify your search link at the top of the screen.

Step 5: Handle Duplicates

  • Digital Measures will automatically detect records that might already be in the system to prevent importing duplicates.
  • For each of the potential duplicate records select Skip or Import. If there are multiple records use the arrows at the top of the display to navigate through the list.
  • Once you process your duplicate records click the Continue > button at the top of the page.

Note: It is possible that the publication you are importing has more complete information than a previous upload, as below, in which case you will want to Import the new publication.

Step 6: Review Authors

  • Digital Measures will automatically compare your co-authors with those in the system and suggest possible matches. Review the matches and reconcile as needed.
  • Possibility 1: One name matched to multiple accounts in Digital Measures. Click Select correct user account. If one of the listed accounts matches the author, select that name.
  • Possibility 2: The name(s) matched to only one account in Digital Measures. If this is not the correct author, click Select a different user account.
  • Possibility 3: Digital Measure missed a name that you know has a UTHSC user account. Select Match to a user account and locate the correct account.
  • Click Continue when you are finished reviewing author names.

Step 7: Review and Finish

  • The final step allows you to review the records that you are about to import into your Publications screen. Use < (reverse) and > (forward) to move through the records.
  • Click Finish Import.
  • Click Import.

Note: Once on your publication screen you can remove any erroneous uploads by checking the box next to the publication and clicking the trash can icon.

Linking Your ORCID Account

  1. Navigate to the Publications screen
  2. Select Import in the top right corner of the screen
  3. Under Import from a Third Party, select ORCID from the drop down list
  4. Click Create or Connect your ORCID iD
  5. Log into your ORCID account and click Authorize Access
Google Scholar, EndNote, Zotero, RefWorks, MyNCBI, Medeley, and HeinOnline

Step 1: Navigate to your citation manager and export BibTeX file

  • EndNote
  • Google Scholar
    • Visit https://scholar.google.com/
    • Navigate to My profile in the top right corner
    • Select the articles you would like to import by clicking the check box next to each item
    • Select EXPORT and BibTeX​​​
    • If you export does not automatically download, right click (or Ctrl + click on Mac) anywhere on the page and select Save as...
  • Zotero
    • Visit https://zotero.org/
    • Navigate to your Library and locate the appropriate citation folder
    • Select the articles you would like to import by clicking the check box next to each item
    • Select the export icon and BibTeX

Step 2: Upload BibTeX file to Digital Measures and Review

  • Under the Scholarship/Research section in Digital Measures, navigate to the Publications screen
  • Click the Import button in the top right corner of the screen
  • Under Import from a BibTeX file click Choose file...​

Step 3: Handle Duplicates

  • Digital Measures will automatically detect records that might already be in the system to prevent importing duplicates
  • For each of the potential duplicate records select Skip or Import. If there are multiple records use teh arrows at teh top of the display to navigate through the list.
  • Once you process your duplicate records click the Continue > button at the top of the page.

UTHSC CV Guide

The attached document is designed to guide you through the structure of the UTHSC CV report in Digital Measures. While the section names are not always directly correlated to the screens in Digital Measures, this guide will show you how to locate the appropriate section/screen in Digital Measures to make any necessary changes.

Faculty Web Profiles

  • To find your web profile: https://uthsc.edu/faculty/profile/ 
  • Check to see if the Office of Communications & Marketing has a headshot by visiting this link.
  • Need a headshot? You may schedule a photo session with them here
  • If you are at one of our sites away from Memphis, send a copy of the photo to website@uthsc.edu to see if it can be used or if another photo needs to be taken.

    • Select which activities you would like to display on your profile by logging in to your Digital Measures account and navigating to the desired section. By default, activities are toggled “Yes” and will display on your profile. Toggle the record “No” to hide it from public view on your profile. IMPORTANT: The "Allow Sharing?" tool only applies to information displayed on your profile and does not restrict your information from other Digital Measures features.

    Under the Personal and Contact Information screen, you may now choose whether you would like certain contact details to appear.

  • Do not publish email address to faculty web profile
  • Do not publish office address to faculty web profile
  • Do not publish office phone number to faculty web profile