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033.0811.126 EGUSD Research and Evaluation Department 2011-2012 Formative Assessment System for Teachers (FAST) SCANTRON OpScan 4U/INSIGHT4 Opscan 4ES/ INSIGHT4ES Answer Document Scanning & Upload Instructions Updated: August 23, 2011

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033.0811.126 EGUSD – Research and Evaluation Department

2011-2012 Formative Assessment

System for Teachers (FAST)

SCANTRON OpScan 4U/INSIGHT4

Opscan 4ES/ INSIGHT4ES

Answer Document

Scanning & Upload Instructions

Updated: August 23, 2011

2

Table of Contents

Table of Contents

Before You Begin …………………………………………………..…………….. 3 Scanning Instructions ………………………………………………..…….…….. 5 The Scanner Stops .…………………………………………...…..………….... 10 Upload Process ………………………………………………………………..… 12 Verifying Upload ………………….…………………………………………….... 22 Troubleshooting When Uploading Data Files……………………….……….... 25 Instructions for ordering Pre-ID Answer Documents….…………………….... 31

3

Before You Begin

Turn on computer. Sign onto the computer using your username to login to your site’s server. Each Site Coordinator/Teacher that will be scanning Answer Documents and creating data files will be required to create a FAST folder on their Home Drive as shown below:

To create a new Folder – select File, then New then Folder. It will create a new folder in your home directory – change the name to FAST.

FAST

FAST

4

Before You Begin

(NEW) SCANNER MODEL OpScan 4ES/INSIGHT4ES

If the scanner is not on - Turn on Scanner Turn Scanner on Adjust Scanner Mode for Use with Computer:

1. To check the scanner mode hold down both display buttons until "Background Menu" appears.

2. Press the button under the word "Next" and check the mode.

3. If mode is not set to "OMR Only", press the button under the word "Change" until "Mode=OMR Only" appears.

4. Press the button under the word "Next" until "Background Menu" appears.

5. Press the button under the word "Exit". You are ready to scan in "OMR Only" mode.

SCANNER MODEL OpScan 4U/INSIGHT4 Check Scanner for proper cartridge. There will be two cartridges available. The WHITE one communicates with the Computer, and the GREEN one is a stand alone cartridge for self-scoring. Make certain that the WHITE “OpScan® 4U/18 STD COMM” Control Cartridge is securely in place at the bottom right of the scanner (just below the “hopper”). If the scanner is not on - Turn on Scanner. (Button is just below the display widow on the left).

Power Switch: Left button is On/Off.

Fixed Automatic Hopper: Place Answer Documents face up with the top of the document toward the left.

Out Put Tray: Answer Documents exit into this tray as they are scanned.

Fixed Automatic Hopper: Place Answer Documents face up with the top of the document toward the left.

Power Switch:

5

Scanning Instructions

Locate the Distributed Scanning shortcut icon on the computer desktop screen. Note: If the shortcut icon is not available you will need to select Program/Scantron/Distributed Scanning from the menu:

The following program will appear: Step 1: Enter your SISWeb User Name and Password and then SUBMIT.

6

Scanning Instructions Step 2: Load the input hopper with your answer documents. Generic Answer Documents- Student IDs should be on the topside of the answer document that you are scanning with the timing marks closest to the on/off button. Pre-ID Answer Documents- Load with Student answers up with demographics down If you have loaded them incorrectly you will get an error stating Unknown Form ID Marks

Step 3: Select the SCAN button.

7

Scanning Instructions

Step 4: Select the type of Answer Document you will scan:

Generic Answer Documents

Select the Generic Radial button, and then enter the Exam Date when assessment was

given, followed by the 3 digit school code and the 4 digit ExamID. Then click on the Scan

button. Note: You can only scan one exam at a time.

Here is an example of completed fields:

Note: please remember to add in a zero in front of those exams with less than 4 digits.

8

Scanning Instructions Pre-ID Answer Documents

Make sure that the Pre-ID (Overprinted) choice is selected and then select the SCAN

button at the bottom of the screen.

Note: With Pre-Id answer documents, you can scan multiple exams & grade levels in one file as long as the students are not duplicated (splitting you subject areas will ensure this for most sites).

9

Scanning Instructions

Step 5: Name your file for scanning and then select the SAVE button to begin

scanning.

The location should default to your H:/FAST folder but you may select any location.

All data files MUST be named without using periods in the filename. Samples of correct and incorrect file names are listed below. INCORRECT CORRECT Test.5.2.2011.dat Test5_2_2011.dat If named incorrectly, the file will not upload properly and will exclude the school code, exam

ID and exam date. We recommend using underscore “Test5_2_11.dat” in replace of the

extra periods.

*Good practice is to create a completed file within the folder and move your files there once they have been uploaded.

The scanner will begin scanning once you have named your file and clicked on SAVE. There is a bit of a delay before the scanner begins, please be patient.

*Updated 5/5/11

FAST

Test5_2_2011.dat

10

The Scanner Stops

Step 6: Correct errors if needed.

The scanner will stop if something is not filled in properly on the student demographic side. Good practice is to check your answer documents quickly before scanning to ensure that all fields are entered.

Remove the answer document from OUTPUT stacker – fix the fields and replace back into the INPUT HOPPER and select RESUME to continue.

Please note that the next Answer Document to be scanned will be not print the RECORD Number on it but will record it in the .dat file. Please record this number manually on the paper to ensure that you can find it later during the upload process.

Non Pre-ID Answer Documents:

There are four areas on the answer document that may cause the scanner to stop. Assessment Date – The scanner is looking for a 6 digit number. Student ID #– The Scanner will check for an 8 digit number indicated. School – The Scanner will check for a 3 digit number. Assessment/Exam ID – The Scanner will check for a 4 digit number

Generic Answer Documents:

There is one area on the answer document that may cause the scanner to stop. Student ID # – The Scanner will check for an 8 digit number indicated:

11

The Scanner Stops Step 7: Continue inserting answer documents into the INPUT HOPPER until ALL are

scanned. Select the STOP button to complete the scanning process.

A data file will be created and saved in the location you have chosen as shown below.

The following is an example of the data file as viewed from Notepad. The layout is

described in the Troubleshooting guide (page 25).

FAST

FAS

12

Upload Process

Upload Process

Step 1: Select EGUSD Intranet (as shown by arrow 1).

1

13

Upload Process

Step 2: Select SISWeb (as shown by arrow 2).

2

14

Upload Process

Step 3: Type in your EGUSD “USERNAME” and “PASSWORD” (as shown by arrow 3) and click LOGIN.

3

15

Upload Process

Step 4: Select the Assessment Upload option.

Choose STUDENT from the drop down menu Then TESTING Then Assessment Upload (as shown by arrow 4).

4

16

Upload Process

Step 5: Load the assessment file. The following Assessment UPLOAD selection screen will appear.

Enter the Assessment DATE. If you used a Pre-Id form, this date must match the date on the back of the Answer Document which is normally the 1st day of the testing period. If you used a Generic Answer Document, this will be the date you entered in Step 4.

Your School should default (otherwise Click on the drop down box to search).

Tip: “District 99” captures all schools when uploading multiple sites.

Select File to upload using the BROWSE button. The following screen

will appear. Select the file that you plan on uploading then click on OPEN.

*Typically located in the default - H:\FAST

Click on Load Assessment File.

FAST

17

Upload Process

After you click on Load Assessment File, either the Load ALL or Load Partial Upload Report screen will appear.

o If the Load ALL screen appears: No errors were detected in your file- Click LOAD ALL.

o Once the Upload is complete – The following screen will appear, prompting you to select another file to upload. If have no

more files to upload in SISWEB make sure you logout of SISWEB. Congratulations! You have successfully completed the record (s) Assessment Upload process.

o The data will be available in SISWEB Reports within 24 hours

18

Upload Process

o If the Load Partial screen appears:

If for any reason the information does not look correct – select CANCEL.

If any ERRORS (in RED) are shown on the screen – Select ERROR Report , and proceed to Step 6

Once all ERRORS have been identified – the validated records can be uploaded. Select the LOAD PARTIAL button at the bottom of the screen (this will upload the validated records in SISWEB).

Idea: When you have finished uploading your files, create another folder as shown and move them to the completed folder

FAST

19

Upload Process

If for any reason the information does not look correct – select CANCEL.

If any ERRORS (in RED) are shown on the screen – Select ERROR Report , and proceed to Step 6

Once all ERRORS have been identified – the validated records can be uploaded. Select the LOAD PARTIAL button at the bottom of the screen (this will upload the records to SISWeb).

Once the Upload is complete – you will be prompted to select another file to upload. After you have finished uploading all your files, you may log out of SISWEB & You are finished. The data will be available in SISWEB Reports within 24 hours.

When you have finished uploading your files, create another folder as shown and move them to the completed folder

FAST

FAST

20

Upload Process

Step 6: Correct Upload Errors

There are two methods of correcting errors:

1. Answer documents will need to be removed from stack of scanned documents, fixed and re-scanned.

See Fixing ERRORS on the following page

*Please remember to use a different naming convention if you rescan. (i.e., end file name with an A).

2. The data file will need to be corrected and uploaded again as demonstrated in the troubleshooting section (page 25).

Tip: Error report can be printed.

Error reasons may be:

Incorrect Assessment/Exam Date – this usually means that the date on the answer document does not match the upload exam date. Keep to the side and note the date on a sticky. Upload the same file using the date on the sticky.

Student ID #is invalid – fix & re-scan or fix in the data file and then upload.

School Code is not valid.

Student already has this exam loaded this month (students cannot take the same assessment within 30 days).

No answers on sheet – either the student was absent or they bubbled using something other than a #2 pencil. For those that are blank – they do not need to be uploaded. For those in ink, etc – re-bubble over answers in pencil and rescan.

Assessment Upload Error List

21

Upload Process

Fixing ERRORS:

1. Pull answer documents based on the Form No. printed on the error list from your stack of answer documents (this is

the number that prints at the bottom of the answer document).

2. Identify the error from the Error Report

3. Fix the error(s). (This will usually only occur for Non PRE-ID answer documents or if a teacher used a PRE-ID for

another student who is no longer enrolled).

Check the bubbles on the back of the answer document to make sure that the information is correct.

Student IDs may be bubbled incorrectly – check student information system.

Student may not have been enrolled on the first day of the exam period, thus you will need to rescan and

upload the file on the date that the student was enrolled/took the exam.

Note: there is no check for EXAM ID.

4. Rescan all of the answer documents once changes have been made on the answer documents into new data file.

Please note that you can combine all errors in one file as long as the exam date is the same.

22

Verifying Data

Verifying Data is loaded into SISWeb Step 1: Access SISWeb Reports. Step 2: From the REPORTS drop-down menu, select TESTING REPORTS and then

PERFORMANCE PROFILE.

2

23

Verifying Data

Step 3: Enter the student ID number (arrow 1) for a student that tested. Step 4: Under EXAM and SCORE HISTORY, check the ASSESSMENTS box (arrow 2).

Step 5: Click GENERATE REPORT

3

4

5

24

Verifying Data

Step 5: Verify that scores are available for teachers to view.

Step 6: If there are any problems, contact Research and Evaluation at 686-7764.

25

Troubleshooting

When Uploading

Data Files

26

Troubleshooting

When you upload your data files there are several errors that can occur based on the

data bubbled in the following fields. It is important to note that the scanner only

ensures that there is data in the fields; the actual upload process verifies that the data

is valid or correct.

1. Section: Section Code will now be printed at the top and is not a required field.

2. Assessment Date: This date must match the student enrollment at the site and the

exam date that the data is uploaded to.

3. Student ID: Must exist in the SISWeb system and the student must be enrolled at

that site.

4. School: School Code must match the school code of the upload.

5. Assessment ID: Assessment ID has to be valid. Note: if assessment ID exists that

record will be scored against the students answers. Therefore when teachers

check student results and a student is missing from their class then you can

presume the assessment ID was coded incorrectly.

3

1

4

5

2

27

Troubleshooting

On the upload screen, the errors will show up in red and the records that are ready to

be uploaded will be in black.

Prior to uploading, you can fix the records in the data file and then re-upload again.

The record numbers are located in the oval below starting with 1 and ending with the

last record scanned. This number is printed on the answer documents and is referred

to the Form No. in the upload process.

How to Access DAT File with Notepad:

In your FAST folder double click on the dat. file you would like to open and select

Open With

Click on Select the program from a list and then select OK

FAST

28

Troubleshooting

Select NOTEPAD from the programs available and then select the OK button

The following file will appear:

29

Troubleshooting

In the example below, the form number identifies answer document 86 and 87 as

having errors.

Exam Date: this is where you can verify that the Exam Upload Date matches the

student’s enrollment date as given in the example above. You can also change the

exam date in the data file to the correct exam upload date if a student bubbled in

something incorrectly such as their birth date.

Student ID: if bubbled incorrectly by student/teacher or teacher used another student’s

Pre-ID answer document; this is where you can change it in the data file before uploading.

30

Troubleshooting

School Code: Sometimes this is bubbled incorrectly; you can change the school code here.

Section Code: Will now be coded as 0000 or blanks. Both are acceptable. Leave as is.

Assessment ID: This is where the assessment ID is located in the data file. If it was

bubbled incorrectly for a student the data will need to be deleted from SISWeb.

If You Have Any Other Problems:

Please contact Research and Evaluation at 686-7764.

31

Instructions for

Ordering Pre-ID Answer Documents-

FAST Distributed Scanning

32

Pre-ID

Instructions

Sign onto the computer using your username to login on to your site’s server. Each Site Coordinator/Teacher that will be ordering Pre-ID Answer Documents either locally or at the EGUSD Printing Services will need to have an active SISWeb account. Locate the FAST Distributed Scanning shortcut icon on the computer desktop screen.

Note: If the shortcut icon is not available you will need to select the Programs/Scantron/Distributed Scanning from the menu

33

Pre-ID

The following program will appear: Step 1: Enter your SISWeb User Name and Password and then SUBMIT.

34

Pre-ID

Step 2: Select the Print Answer Documents button.

35

Pre-ID

Step 3: Complete the following three sections: Section 1. School Site

Select your school site by clicking on the box next to your school sites name. Only t hose sites that you hav e access to should be available.

1

36

Pre-ID Section 2. Exam Information

A. Exam Date - enter the earliest date the exam could be administered within your testing window; this may not be the actual test date for all students but it should be within 2 weeks.

B. Exam Subject and Exam Type – these selections narrows down your search for the correct Exam.

C. Get Exams – by clicking on this button it will populate the Exam List. D. Exam List - select an Exam from your List available (you can confirm the Exam ID on

the confirmation page).

2

A B B

C

D

37

Pre-ID

Section 3. Student Selection Criteria

a. Enter one or more of the following: grade, course, section, and/or student number(s). You must have one of these fields selected to order Pre-IDs. Track is optional.

b. Use your Course Section List to help identify Course and Section Numbers.

c. Generate Confirmation – this takes you to the confirmation screen which allows

you to verify that you have ordered the correct Exam for the right Courses/Sections/ Students.

3

38

Pre-ID

Step 4: The following screen will appear, please confirm the selection criteria chosen on the

prior screen. Exam ID is critical as this will be what be used to score the assessments.

If everything is correct you can select Print Local or Submit to Print Shop.

If there are errors, select Make Corrections to go back to previous screen and enter the correct selection criteria.

Note: Please verify that this is the Assessment/Exam ID that you will be scoring against.

Note: Please verify that this is the course/section that you will be testing.

39

PrintShop Pre-ID Instructions Step 5: If you select Submit to Print Shop – your site will need to submit a Print Shop

Request Form along with their confirmation email to budget – please note that there

is a 10 day turnaround time for processing answer documents. Please ensure that

documents are submitted in a timely manner.

The following screen will appear - enter in Instructions to Print Shop box pertaining

to your answer documents (i.e. return Pre-IDs attention to FAST Coordinator – or

specify a different date then the calculated Requested Completion Date).

40

PrintShop Pre-ID Instructions

The following sample email will be sent to your EGUSD inbox. Please print this email and

attach it to a Print Shop Request Form and submit both to budget for approval. Once the

Print Shop receives the approved forms they will place it in their queue to print. Note: you

can attach more than one Assessment Print Request email to a Print Shop Request Form for

approval.

41

PrintShop Pre-ID Instructions

Note: the file name and the cost of printing the answer documents are identified above. This information will need to be transferred to the Print Shop

Request Form.

Cost = $0.05 per sheet which includes the answer document and printing costs. The example shown is 6 cents per page.

Assessment Print Request FAST 16 Records

$0.96

42

Printing Pre-IDs Locally

Step 6: If you select Print Local – your site will need to have a compatible laser printer and

purchase the following forms from Purchasing & Warehouse – Item # 130692. Use

EGSUD Warehouse Requisition Form to process request.

130692 FORM, EGUSD ASSESSMENTS, FORM #203464-5, 8-1/2x11 PK/500 12.46

The following message will appear prior to opening the printing application.

The Merge Printing with PrintFlex application will open up.

1 Form, EGUSD Assessments #203464-5 130692 PK/500 12.45 12.46

12.45

Note: Enter in Account Codes

43

Printing Pre-IDs Locally

To ensure that the laser printer is aligned - select the default Range of 1 to 1. Then select the

Print button to test the printer alignment on the answer documents.

The following screen will appear – select the designated laser printer and load answer

documents if you haven’t already. Then select OK to print.

Note: each laser printer may load differently, so you will need to use trial and error to

determine the direction of the paper in the tray. Document this in your instructions.

44

Printing Pre-IDs Locally

If the bubbles do not line up on the answer document the first time – you will need to align the

printer up or down. Select the Range default again and click on the Print button. Note: if

they line up then go to the top of page 16 and follow the instructions from there.

Select the Printer Alignment button.

45

Printing Pre-IDs Locally The following Printer Alignment screen will appear.

Then review where the bubbles are printing and move them up or down, left or right using the

screen below. Please use trial and error a few times to determine the movement. Click on the

OK button to print.

Select OK on this screen to print your new alignment.

46

Printing Pre-IDs Locally

Once the bubbles line up – select the ALL radial button and then click on the Print button.

Note: if they don’t go through the Printer Alignment instructions again starting on the top of

page14.

Select OK to print all of the Pre ID answer documents.

47

Printing Pre-IDs Locally

When the file is printed – it will return you to the first printing screen.

Click CANCEL to go back to the main screen.

To order another set of Pre IDs – select Pre ID Answer Documents from the main menu.

Otherwise, click on the Exit sign at the top right hand corner.