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Comprehensive Assessments and Accountability: Globally Positioning Students for Life in the 21st Century

“Getting Back to the Basics with WinScan”

Wednesday – February 17, 2010 – 2:15 – 3:15PM

Betty Laws – NW Regional Computer Consultant Judy Walker – Director of Testing – Mount Airy City Schools

1- TNN access 2- Downloading and Installing 3- Create icon 4- Scanner

a. Test Scanner b. Calibrate Scanner

5- Scan – Select a Test 6- CDF (Check Data Files) for errors 7- WinScan Editor –

a. correct IDs, b. misspelled names c. excessive erasures d. double bubbling of answers e. skipped questions

8- Fix Percentile and Scores after editing 9- Match Process 10- Print Reports

a. Print Options 11- Export .SCO for import to NC WISE 12- NC WISE Test Upload web site 13- Backing up scan files using ABCTools option under Central Office 14- Utilize RAC Office 15- Misadministrations 16- Q & A

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TNN Access

https://wis.ncsu.edu/~TNN

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Downloading WinScan Click on .exe file to Run (install) or Save the file. If Run is selected, the .exe file is not saved on the hard drive of the computer.

Current Version

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Installation window will close after selection above. Move icon created on the Desktop to the Test0910 folder.

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Test the Scanner vs. calibrating the scanner

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Testing the Scanner - 1. Load the calibration sheets (4 black and white sheets) into the scanner face up

with the timing marks toward the front of the scanner. 2. From main Scan Menu click Test -> Select a test (any test). 3. Click Scan->Test NCS Scanner. 4. Click on the read head to be tested and click OK (start with the Top Read Head). 5. Make sure Print Output to Printer is selected and click OK.

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6. On the report printed, look for Rows and columns with an asterisk. (NOTE: Asterisks on rows 2 or 26 are OK; the scanner doesn’t have to be calibrated.)

7. If error messages display with asterisks, calibrate the scanner. Repeat steps 1-5 for the Bottom Read Head except load the sheets into the scanner face down with timing marks toward the front of the scanner. Below is a sample of Top Read Head and Bottom Read Head results from testing the scanner.

Top Read Head Bottom Read Head

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If Needed, Calibrate the Top and Bottom Read Heads Calibrating should be done when asterisk(s) display after Testing the Scanner process. Refer to page 34 in the WinScan Manual for step-by-step directions to calibrate the scanner.

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Double click the WinScan icon in the Test0910 folder on the Desktop. 1- Click Test->Select a Test

2- Make selection

3- Select testing situation

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Setting Scan Options – Note: Setting Scan Options must be completed the first time WinScan is installed for a new school year.

1) Click Scan->Set Scan Options. 2) Select Type of Scanner should be set to NCS Opscan 5/6 3) Set Com Port for PC-Scanner Communications to the appropriate number. 4) Baud Rate for PC-Scanner may be 19200 or 38400. 5) Enter your 3-digit LEA Code (Charter schools enter 3 digit alpha/numeric

number) at the bottom right of the screen. 6) Do not change any of the other configurations under the options menu

without assistance from the Regional Accountability Office. 7) Click OK.

1-Click Test -> Set EOC Data file selection default. This selection allows all test cycle scan files to display.

Default unless changed

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Ready to scan!

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LEACOD2009.COD - If the school does not appear in the list, the school must be added to the LEACOD2009.COD file.

1- Click Edit -> Edit LEACOD2009.COD file. 2- Screen will display 3- Click ‘Add School’ button and enter info. 4- Click OK button. RAC should be notified of new schools, closed schools, grade span changes to existing schools or official school name changes.

Once OK button is selected below, answer documents will begin scanning.

Upon completion of scanning answer sheets loaded in hopper, the window below will display.

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Using WinScan Editor - 1- Click Edit -> Edit Student Records and Headers 2- Select a data file to edit

= May be edited = No changes can be made

= Match Process

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Clicking this button will display the next record. This button will display the last record in the scan file. This button may be used when wanting to display a specific record number. Enter the record number in the box and click OK. Click this button when searching for a specific student by clicking in the last name, first name, IDnumber, etc. text box and then entering the search value in the search box below and click OK button.

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The following will display when this button is selected. This option should be used by advanced users. See WinScan Manual for directions. This button will display any errors found in the selected scan file. As you can see below, this student’s answer sheet should be checked to confirm student skipped answers or may have double bubbled. If either of these is the case, the answer sheet should not be altered.

1- Scanner has picked up darkest bubble on A/S.

2- Student skipped bubbling two answers.

3- Student bubbled two answers on the answer sheet. Check A/S.

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This button is used when a record needs to be deleted. For example, if an answer document was scanned twice and the student has two records in the scan file. Nothing will happen when the button is clicked. The message below will display when Quitting WinScan. The confirmation will display the number of records to be deleted. Click Yes button to confirm deletion. Header = H1 This button is selected if wishing to view/edit the info coded on the Header Sheet. (See screenshot below.)

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Check Data Files -

1. Student Record number

2. Missing info on

answer sheet

3. Message – Excessive Erasures – Check A/S

Total number of students/records in scan file.

Scanner Read Level

Number of students under header

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Fix Percentile and Scores - 1. Fix Percentile and Scores option should be run if any changes were made in

WinScan Editor.

2. Choose edited scan file and click Open button.

3. The following screen will appear.

4. Choose desired Print Option. (Select ‘Print output to a file’ to save the info.)

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5. A message with number of records process will display on the main WinScan screen.

File C:\Scan0809\EOG2009\G32009.CFG read Editing file C:\Scan0809\Data2009\G3030308.S09 1 G3030308.S09 33 records Processed 33 records for all files Changed 1 scores for variable MathItems Changed 1 scores for variable MathPctl Changed 1 scores for variable MathScaleScore Changed 1 scores for variable MathAchLevel

6. The file saved will contain info similar to below.

Scores changed for file C:\Scan0809\Data2009\G3030308.S09 Student Name Score Name Old Score New Score 1 COLLINS CAITLYN MathItems 27 0 1 COLLINS CAITLYN MathPctl 39 1 1 COLLINS CAITLYN MathScaleScore 341 312 1 COLLINS CAITLYN MathAchLevel 3 1

WinScan Match Process - page 14 in the WinScan Manual Sample of student’s record that does not match from scan record to MEMBER file Most likely same student since IDs Match.

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Match Flag 1 = Student’s demographics match from scan file to MEMBER file. Match Flag 2 = Student’s name, ID, etc. may be incorrect on answer sheet. See above. This student’s answer sheet was coded with misspelled First and Last Name. Click Accept match button. The scan file will be edited to reflect correct info. Match Flag 3= Student was not found in the MEMBER file. Student may have enrolled after first day of testing date. Click +No match, add record button. Printing Accountability Reports after WinScan Match

WinScan32 Acc10 Accountability "Match" Summary Algebra I Roster - 030304 ALLEGHANY HIGH Page 1 Fall only First/Middle Acad Last Name Name ID Number Sex Eth Grd Source Score Sem Lvl Teacher/Period ------------------------------------------------------------------------------------------------ 1 AROCHE BIANCA 001846874 F H 09 Memb 1 2 TODD, DANNY W 03 Student enrolled but not tested, Basic/Intro course 2 BIGGINS NOLAN 001846872 M W 09 Memb 146 1 2 MARION, TAMMY B 01 3 BILLINGS CHARLES 001846823 M W 10 Memb 156 1 2 TODD, DANNY W 03 4 BILLINGS COLE 001845467 M W 09 Memb 143 1 2 MARION, TAMMY B 01 5 BLACKBURN KARI 001846611 F W 10 Memb 142 1 2 TODD, DANNY W 03 6 BLEVINS CHELSEA 001845515 F W 09 Memb 148 1 2 MARION, TAMMY B 01

Summary of Counts WinScan32 Acc10 Accountability "Match" Summary Algebra I Summary - 030304 ALLEGHANY HIGH Fall only Record Total Total * Not EOC Repeat Banked Repeat Source Students Matched Matched Absent Score Course Scores Transfer Other Bnk Scr ------------------------------------------------------------------------------------------------ Membership 48 47 1 0 47 0 0 0 0 0 DataFile 0 0 0 0 0 0 0 0 0 0 ------------------------------------------------------------------------------------------------ Overall 48 47 1 0 47 0 0 0 0 0

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Print Reports (Rosters) – page 22 in the WinScan Manual Creating the .SCO file for import to NC WISE – page 29 in WinScan Manual Copying .SCO file to SUBMIT_SCO folder on SSH for import to NC WISE. File will be physically picked up and moved to the Test Upload web site. Accountability/ NC WISE - Test Upload Process – See handout Backing up scan files to SSH (secure shell) using ABCTools10 auto backup under Central Office Utilize RAC office and network with other Test Coordinators Misadministrations – all is not lost (page 12 of WinScan Manual)

Q & A