Digital Measures Chair Training College of Education

This Training Will Cover: 1.Revisions to Screens to improve data quality 2.Common Data Errors, and a New Process for Correcting them 3.Running departmental reports 4.Information on Program Prioritization

1. Screen Revisions Summary Screen Information On-Screen Data Entry Instructions Re-organizing Screens—Required and Optional sections Additional help text where needed

Fields on the summary screen will provide details to assist faculty in spot reviewing their work for potential errors. (eg. Status & Dates) The Summary screen contains basic information for each record that has been entered. Enhanced Summary Information

Revised Instructions Highlight what to do to avoid common errors Help faculty make informed ‘Which screen should I use’ decisions

REQUIRED INFORMATION for reporting Reports will not run correctly if Example: “Status.” OPTIONAL INFORMATION SECTION Includes questions that may or may not be reported. Example: “Web Address” The fields are now divided into two sections. Reorganized Entry Screens

2. Common Data Errors; New Process for clean up

Incorrect contribution Status Dates Peer-Reviewed Status Titles Conference Sponsor /Location Page number(s)/Issue Grant $$ Published in Proceedings? Service Roles The screens have been revised to better identify missing data. These changes should reduce the number of data entry errors, making data entry easier for your faculty. Common Themes in Missing Data Entering contributions into the wrong screen.

Primary Data Cleanup Issues for College of Education Order of Authorship – Student entered citations often scrambled order of authorship * Citation Placement – Many Non-Journal Articles placed under Journal Articles instead of Other Works * Status / Date – The status is missing or does not agree with status date. o EG. Status = “Published” & Publication Date = blank * o EG. Status = “Submitted” & Publication Date = 12/4/2012 ** Peer Reviewed status – Missing Peer Reviewed status *** * We can not update without extensive research ** We can update Status to match Publication Date *** We can update if journal is in Ulrich’s

How are Data Problems Corrected? Depends on the type of error 1.Corrections can be inferred from other data Status = “Submitted” & Publication Date = 12/4/ Corrections can be researched by a third party EG. Status = “Published” & Publication Date = blank 3.Corrections are only known to faculty member EG. Status = “Accepted” & Accepted Date = blank Citations with scrambled order of authorship Missing Journal Name Missing Publication Type Faculty need to correct Faculty or assistants will need to correct DM Admin Staff will correct

Data Correction Process Faculty Enter Citations Digital Measures Data Quality Reporting System Data Load: Scheduled Classes Data Load: Grants & Contracts Faculty Data Correction Reports DM Admin Staff Enter Corrections Faculty Correct Errors New DQ Reporting System will identify data errors for DM Admin Staff to correct, and for faculty to efficiently correct.

Sample Faculty Data Correction Report (currently under development) Faculty Data Correction Report For :Freddie FarkleCollege:College of Arts and Sciences Journal Articles TitleJournal Peer ReviewedStatus Date Submitted Date Accepted Date Published Study of Male Journal Reading in the Throne Room Journal of Conspicuous Consumption Published 12/31/2012 Error #: J3 It appears this was Published however it is missing the Date Published. Please enter the Date Published, or update the Status and corresponding date. (For these dates, Month and Year is sufficient) Error #: J9 Missing whether the journal is Peer Reviewed or not. Please enter a value. Error #: J15 Missing Volume. Please enter if this is needed to complete your citation. Study of a Day in the Life of a Fruitfly Journal of BrevityYes 4/22/20093/16/20107/1/2011 Error #: J8 It appears this has a Date Published, however the Status does not correspond. Please change the Status to Presented, or update the Status and corresponding date.

Running Reports for your faculty Finding reports for my College Selecting Whom to include Selecting other criteria for report

How do I find reports for my college? Select “Run Custom Reports” on the left Click down arrow,” 1 Select the report to run” Listing of reports… COLL – college reports, followed by college and report UNIV – University wide reports Click Select Report button

3 Select Whom to include. Run for 1 for more individuals. “Enabled Accounts”—include only the currently active faculty.

4. Reports may run in several different formats including: Word, Excel and as a PDF. 5. Finally, click on “Build Report.”

Program Prioritization Two years of scholarship and service data will be required Training opportunities (live sessions, handouts and videos) will be made available for faculty needing assistance Training website with FAQ’s is being developed. What have you heard?

Summary Screen Revisions will make it easier for faculty to enter required data accurately Many data errors create report errors—missing items, wrong place, miscount New process to help faculty efficiently correct data errors that impede reporting Tips for running department reports CONTACT INFORMATION: Carlene Hansen