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CSU Extension - A division of the Office of Engagement. Providing trusted, practical education to help you solve problems, develop skills and build a better future.
Established 1908

Accessing DM

Do I need an account to access Digital Measures (DM)?
Yes, you will need to have an electronic identity through Colorado State University, either in the form of an eID or a Guest Associate’s eID.  If you are a CSU employee, you should already have an eID.  If you are a county employee and you don’t already have a Guest Associate eID, you will need to contact Kaylie McKenna in order to start the application process.

Where do I log into DM?
From CSU’s Faculty/Staff Activity System (FSAS) website, click on the login link found in the upper right region of the screen or within the right-side navigation links: https://fsas.colostate.edu

What if I can’t login to DM?
If you have an eID or a Guest Associate eID and you cannot log into DM, please contact Darrin Goodman for assistance.  It’s possible that your account might exist in the system but it hasn’t been enabled yet.

I have a new County-funded employee in my County. Should this person report in DM, and if so, how?
Yes. Contact both Darrin Goodman AND Kaylie McKenna to get that person an eID so that they can begin reporting.

General

Do I report everything I do? What is the threshold for reporting or not reporting certain activities?
Report for programming and for credit, but that doesn’t mean “report everything”. A helpful threshold for what to report is to report all program activity, significant or ongoing professional service (i.e. conference organizer), and anything you’d want to see on your CV. You do not need to report every meeting you attended, but you’d probably want to report regular meetings attended as part of your service on an advisory board, for example.

If I do the same activity regularly, do I edit and update my original entry or create a new entry?
If you write a monthly newsletter, for example, you can edit and update your original entry over the course of the calendar year. Once a new calendar year has begun, create a new entry for that activity. This will allow data to be aggregated on an annual basis while keeping the effort required to report fairly low.

How should I report activities for which there was a group contribution?
To report a single activity that required a group effort, such as co-authoring a publication or sharing an impact narrative, one person can enter the activity and tag collaborators. For activities that are related to the same program, individuals should report each activity separately. For example, if three individuals each taught one class for a Native Plant Master program, each individual should report the single class s/he taught.

How do I report the location of face-to-face group events, virtual group events, and consultations?

Activity TypeHow to report location
Face to face group educational event (class, workshop, demonstration, etc.)If the event was a county-focused event, report the county in which the event was held – even if some participants came from other counties to get there. If the event was intended to serve an area, a region, the state, or beyond, report the location as the area, the region, statewide, multistate, etc. Do not enter a separate location for each participant.
Virtual group educational event (webinar)Report the location in a way that reflects the majority of the participants. If for example, the majority of your participants were scattered throughout the Front Range, select “Front Range Region”. If you had significant participation from across the state, from multiple states, or nationally, use “statewide”, “multistate”, or “national” as your location. Do not enter a separate location for each participant.
Individual consultation (phone, email, FaceTime, etc.)Report the location of the individual you served. 

Do administrators report?
Yes, administrators such as Regional Directors and Assistant Directors are expected to report significant or ongoing professional service in DM. This would include activities such as chairing searches, serving on committees, and supporting HR, fiscal, and other administrative functions. Most of the time, these activities can be reported in the appropriate screen under Service*.

Exact dates are required for report entries to be submitted. How should I handle this for when I report multiple instances of the same activity over time (i.e. reporting 5 consultations over a 1-month period in a single reporting entry)?
Report the date of the last activity in the series (i.e. your most recent consultation). Remember that you can also edit and update your original entry over the course of the calendar year. Once a new calendar year has begun, create a new entry for that activity.

What would an example be of something that would be reported under “engagement, external connections, and partnerships”?
You can optionally report external partners on programs or projects, such as if you worked with an organization to co-host a conference or workshop. Under Role, select “Project/Program Collaborator” from the dropdown (or a different Role as needed). The Engagement, External Connections and Partnerships screen is a good, static way to capture your significant partnerships.

If you work with a group or individuals and some are historically underrepresented, do we mark that box under diversity?
For Extension, there are three boxes related to diversity and inclusion. Mark the ‘Diversity-Related’ box if it meets CSU’s criteria that “the subject matter or focus of your research, teaching, service or engagement activities” is within the diversity definition provided in the help text in DM. Mark the ‘Historically Underrepresented Individuals Targeted’ and/or the ‘Historically Underrepresented Individuals Served’ box(es) if you targeted and/or served a significant number of individuals who have been historically underrepresented in the subject matter or focus of the activity.

Should I bundle activities together when reporting? How do I know what to bundle versus what to enter separately?
You can certainly report activities such as educational emails, phonecalls, and site visits together under Extension Consultations, for example. Just be sure to separate out those consultations by Primary PRU (so create new entries for consultations that fall under different primary PRUs.) Similarly, you can bundle together similar activities under Service. For instance, if you organize meetings throughout the year and it meets your threshold for reporting (i.e. meeting organization that you want to tell your supervisor about), you can create a single entry for your Position/Role as Meeting Organizer and update it with information throughout the year about the different meetings you organize. Same for Volunteer Manager or other Service-related roles. You only need to separate out activities that you’d want to single out for your supervisor.

I’ve spent a significant amount of time writing grants – where do I report that?
If you submit grants through Sponsored Programs and they are funded, they will automatically populate the screen called Research Sponsored Agreement Awards (53 Accounts). If you submitted another way, you can enter information in the screen called Sponsored Research Proposals and Awards – All Other Sources (Non-53 Accounts). If you are doing any sort of private fundraising you can use the screen called Engagement, External Connections and Partnerships. Finally, you can also enter time spent on grant writing under the appropriate Service screen(s).

Generally, should I report meetings? There are a few “bigger deal” meetings that I do that I prepare a bunch for and lead to some extent. Should I report those? If so, how?
A helpful threshold for what to report is to report all program activity, significant or ongoing professional service, and anything you’d want to see on your CV. So unless it’s something related to programming or that you’d want your supervisor to know about, you can probably skip it. If you are organizing a significant meeting of some sort, you can report that under Service.

Should I be reporting professional development meetings and activities? If so, under what category do I report them?
You’ll want to document your more significant/time intensive professional development activities for your CV and to share with your supervisor. You can report them under “Faculty Development Activities Attended (as a Participant)”.

I have joined the professional associations to build relationships and get input for my programs. I attend meetings, share educational information, and volunteer at events. How should I report this?
The Engagement, External Connections and Partnerships screen is a good, static way to capture your significant partnerships. Beyond that, think about what you specifically offer at each meeting. If you are educating, consider using Presentations. Volunteering at events could be Service, Extension Consultations, etc. In other words, use other screens as appropriate according to the specific activities you conduct in partnership with these associations.

Can I report trainings/presentations done for Extension staff/colleagues?
Yes, you can report presentations or trainings you provide for agents/colleagues as Service. It would either be Department if provided to your county/area/region, or College (if provided to statewide Extension).

Impacts / Narratives

When should I use the Extension Impact screen?
Use this screen under any of the following circumstances: when you have a PRU outcome indicator to report against; if you want to report participant feedback to eventually provide to your supervisor; and/or if you want to report the impact of a major event or program. Keep in mind that reporting impact in narrative form means that you can describe the issue you addressed, what you did to respond to the issue, and the results of your response. One individual can report impact on behalf of a group by tagging collaborators. You do not have to report both outcome indicators and narrative information when using this screen, but supporting narrative information with quantitative outcome indicator data helps to round out your impact stories.

Under “Extension Impact” I didn’t see where to enter narratives?
You have to scroll down to the bottom, and you can enter information in as many of those text box areas as you see fit. You are encouraged to use of all of them when you have something significant to report, but if you’re just wanting to report participant feedback you can just use that specific text box, for example.

I spent a lot of time planning and delivering a program that I believe had significant impact. How do I report both the output-type activities (i.e. classes), the outcome indicators, and a narrative all in one place?
Use the Extension Impact screen to give a title to your program that encapsulates all of the work. Report against the outcome indicators for which you collected data, and use the text boxes to enter narrative information. In the text box that asks “What was done to address the situation”, enter information about the key outputs you delivered as part of the overall effort (i.e. taught 4 classes and provided 25 consultations). Also report the outputs separately under the appropriate Activity screens (i.e. Presentations and Extension Consultations).

In the Presentations and Extension Impact screens I see a new dropdown for “Program Affiliation” – what is this all about? And why is my program not listed?
This is a pilot to allow for certain data to be aggregated at a sub-PRU level. Select, well-established programs that use a standard curriculum across the state were added to this initial dropdown, but the Program Leadership Team (PLT) plans to discuss criteria for programs to be included in this dropdown for the future after we see how it works during the pilot.

What is the Community Impact screen used for?
It was previously used to report Extension activity but is now in use by some CVMBS staff for a limited time only. It is set to be hidden in the future.

Program Activities

I write a newsletter each month. I have been reporting them as non-peer reviewed, although I do have them peer-reviewed by a colleague, and occasionally by additional colleagues as well. Do I consider them non-peer reviewed?
“Peer review” refers to the policy of having experts in the field examine journal articles before acceptance for publication. Peer review ensures that the research described in a journal’s articles is sound and of high quality. Sometimes the term “refereed” is used instead of peer review. So yes, even though your colleagues review the newsletter, it would be considered non-peer reviewed because these are not articles submitted to a journal for publication. Because fact sheets go through a more formal peer-review process through CSU Extension, they are considered peer-reviewed publications.

Do I report newspaper columns, interviews, etc. under Publications & Media or under Media Appearances?
Report the creation of a purposeful work product such as a newspaper column (that you authored) under Publication and Media. Use Media Appearances when you happen to appear in a newspaper article, if you were interviewed by the media, etc.

If we work with someone 1 on 1 and provide them materials, should we record that under “Extension Consultations” or “Extension Material Distribution”?
If you educate them AND provide physical educational materials (i.e. guides, kits, etc.), use both. If you just provided physical educational materials, use Material Distribution.

I don’t like how for a presentation you have to have a meeting name, because sometimes the meeting name is the actual class.
In the Presentations screen, fields ask for a Presentation Title and the “Full Name of Meeting Where Presented”. If a single class was the sole reason for the meeting (i.e. Wildfire Mitigation Workshop), enter it on both locations. These fields are required by CSU.

In the dropdown for Presentation Type in the Presentations screen, what is the difference between a lecture and an oral presentation?
Choose either one – these are selections provided by CSU. If, however, you did a formal guest lecture at CSU or for another college or university, report that under the Guest Lectures screen.

What is the definition of “Guest Lectures” versus Presentations?
Guest Lectures are reported under their own screen, separate from the Presentations screen. Guest lectures are formal lectures given for a class at a college or university.

How do I distinguish where to report calls vs. emails vs. office visits vs. talks? Can I report these all in one place?
You can report most of this in one place, under Extension Consultations, and it is not important to indicate whether the consultation happened via email, phone, or in-person. (Only report educational emails, calls, and visits.) Talks (i.e. presentations) can be reported on the Presentations screen.

In the Presentations and Extension Impact screens I see a new dropdown for “Program Affiliation” – what is this all about? And why is my program not listed?
This is a pilot to allow for certain data to be aggregated at a sub-PRU level. Select, well-established programs that use a standard curriculum across the state were added to this initial dropdown, but the Program Leadership Team (PLT) plans to discuss criteria for programs to be included in this dropdown for the future after we see how it works during the pilot.

I organized a presentation/webinar. How should I report this since I didn’t present, only organized? Where would I report the participants that were educated?
You can use the appropriate screen under Service and select Meeting Organizer for Position/Role. You can lump together all activities for which you acted as a Meeting Organizer over the course of the year in this entry. Assuming it was a colleague external to CSUE that delivered the presentation/webinar, also report the event and participant data under Presentations. Mark the box that says “Volunteer-Led” to indicate that it was someone else doing the delivery. (If it was a CSUE colleague you can decide who reports and the reporter should tag the non-reporter.)

Where should I report events for that I helped plan but at which I also presented?
Use the appropriate screen under Service* to report the planning of the event, but also use the Presentations screen to report your presentation.

How do I report certain 4-H specific activities such as beef weigh-ins, county fair, enrollments, and embryology kit loans?
As a general rule, we need data in both DM and 4-H Online. In DM, beef weigh-ins would be considered Service. County Fair and Ag Fest-related activities can be reported under Service, but if you were directly providing significant, substantive education during portions of the Fair you can separate those activities out as Extension Consultations, Presentations, etc. Helping families enroll through 4-H online would be considered Service and is only worth reporting if it takes up a significant portion of your time.

For loaning out something like an embryology kit, always report that under Extension Material Distribution. If you also providing significant educational support for the person using the kit to teach others, report that separately under Presentations (for example). There you can indicate the number (and demographics if known) of youth educated by the kit loanee, check the box for “Volunteer-Led” (even if the loanee isn’t a formal 4-H Volunteer), and enter Volunteer Hours that the kit loanee spent on the educational activity (if known).

If we do a program with another county or counties at one location (for example, I teach a class with another agent for master gardeners from 4 counties in the northern front range), do we report multiple locations to capture that there were people there from multiple counties? Or, do we just report where the physical location that the program was held?
To avoid the complications associated with parsing out participant locations, just indicate where it was held. That said, for this example consider using Front Range Region to indicate the collaboration between multiple FR counties. Tag the other agent and use a title that describes the collaboration (i.e. Northern Colorado CMG Training).

When I go to report a Presentation, Consultation, or other Extension program activity, what is the difference between Number Completed and Number of Contacts?
Number Completed refers to the number of presentations or consultations you completed, while Number of Contacts refers to the number of people who attended your presentation (or the number of people to who you provided consultations). For example, if you gave two presentations to a total of 40 people, you would report 2 as the Number Completed and 40 as the Number of Contacts.

If I offer a series of classes to the same people, how should I report this?
If for example you provided 5 classes to the same 20 people at each class, you would report 5 for the Number Completed and 100 for the Number of Contacts. Even though the same people attended each class, because the content provided at each class was different we count them as “contacts” each time.

Service

How should I organize my activities reported under Service? Should I report each one individually?
One more efficient approach is to lump service-related activities together according to the position/role you play. For example, under Service-Professional, you can lump all of the activities for which you serve as Meeting Organizer together, provide a description of all of those various activities, and estimate the time you spend serving as a Meeting Organizer. Simply edit that entry with new descriptions of your efforts as Meeting Organizer as they evolve.

If you take 4-H youth to a conference (as a chaperone) how would you enter that time?
Unless you spend a significant amount of your time during the year as a chaperone, do not report this. If you do spend a significant amount of time acting as a chaperone, report this under the appropriate screen under Service* (select Other for Position/Role).

*How to Choose the Appropriate Screen under Service

Screen Name When to use 
Department If the activity was internal to Extension and related to the county/area/region that you serve 
College If the activity was internal to Extension and either statewide or NOT related to the county/area/region that you serve 
University If the activity was internal to the University (beyond Extension) 
Professional If the activity was external to Extension and part of your professional service 
Public If the activity was external to Extension and NOT part of your professional service (i.e. service in your personal life) 

Specialist and Faculty Reporting

When an agent collaborates with a specialist or other faculty, who is responsible for reporting?
When agents collaborate with specialists or other faculty, a good rule of thumb is to have the agent report and tag the specialist/faculty. Agents should be more familiar with the Extension-specific data fields and so CSUE will tend to get more information from them.

What are some guidelines for specialists or faculty members who want to report an Extension-related activity themselves?
Faculty/specialists who conduct Extension-related activities are encouraged to report as much Extension-specific information as possible. This includes using the Extension-specific screens for Extension Consultations, Extension Material Distribution, and Extension Impact. When using University-wide screens such as Presentations and Publications & Media, faculty and specialists are encouraged to enter as much information as possible in the Extension section at the bottom of the screen. At a minimum, faculty/specialists are encouraged to check the box at the bottom of the main section in University-wide screens labeled “Extension related” to indicate that a given activity was related to Extension. This will allow CSUE to understand what type of Extension-related work is being conducted by faculty/specialists.

As a specialist or faculty member, when do I check the Engagement-Related and/or Extension-Related checkboxes?
According to the help text, mark an activity as Engagement-Related if it is a “[collaboration] between universities and their larger communities (local, regional/state, national, global) for the mutually beneficial exchange of knowledge and resources in a context of partnership and reciprocity.” Although this definition can theoretically apply to Extension-Related activities as well, only mark the Extension-Related box if the activity: was part of your Extension appointment; included working with Extension specialists or agents; OR was on behalf of Extension (such as authoring an Extension fact sheet).

Technical Features

I am finding it tricky to run a summary of what I have reported. How do I do that?
Go to Reports, then Create a New Report, then click on Blank Document. You can then customize what you want to include as shown in the screenshot below. The Individual Report template can also provide users with key information.

I heard something about a Paste tool – how do I find it and use it?
In the upper right corner of DM, click the PasteBoard button. You can use it to enter information or paste information from Word. You can then cut and paste from PasteBoard into any screen and field within DM – it “travels” between screens until you close the PasteBoard window. It might be particularly helpful if you’re working from a single computer monitor or laptop and you want to list the activities you need to report against as in the screenshot below.

How do I upload files/pictures?
Files including photos can be uploaded on various screens including Extension Impact, Presentations, and Publications & Media.

Volunteers and Americorps

Where do I report volunteer hours and numbers for various programs?
Report the activity completed by your volunteer as you would normally do when reporting an activity for yourself. Toward the bottom of the screen, enter the Volunteer Hours spent on the activity and the Number of Volunteers you managed for the activity. For Colorado Master Gardeners and 4-H, there may also be separate reporting requirements related to volunteer management (via a central point of contact or a separate reporting system). To report your work managing volunteers, use the appropriate screen under Service* and select Volunteer Manager from the dropdown for Position/Role.

How do I report Americorps work?
Per our Where to Report help document: “Americorps supervisors report various activities on behalf of members. You can select Americorps from the Program Affiliation dropdown on the Presentations and Extension Impact screens so data for that program can be aggregated.” When using the Presentations screen, add your Americorps employee’s name to the Presenter/Author section. Also check the box for “Volunteer-Led” to indicate that it was someone else conducting the work. Leave the other volunteer-oriented fields blank.

*How to Choose the Appropriate Screen under Service

Screen name When to use 
Department If the activity was internal to Extension and related to the county/area/region that you serve 
College If the activity was internal to Extension and either statewide or NOT related to the county/area/region that you serve 
University If the activity was internal to the University (beyond Extension) 
Professional If the activity was external to Extension and part of your professional service 
Public If the activity was external to Extension and NOT part of your professional service (i.e. service in your personal life)