FAST Scanning Upload Instructions

2011-2012
Formative Assessment
System for Teachers (FAST)
SCANTRON
OpScan 4U/INSIGHT4
Opscan 4ES/ INSIGHT4ES
Answer Document
Scanning & Upload Instructions
033.0811.126
Updated: August 23, 2011
EGUSD – Research and Evaluation Department
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
2
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:
FAST
FAST
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.
3
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.
Power Switch:
Fixed Automatic Hopper:
Place Answer Documents
face up with the top of the
document toward the left.
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 selfscoring. 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).
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:
Left button is On/Off.
4
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.
5
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.
6
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.
7
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).
8
Scanning Instructions
Step 5:
Name your file for scanning and then select the SAVE button to begin
scanning.
FAST
Test5_2_2011.dat


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
Test.5.2.2011.dat
CORRECT
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
9
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.
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:
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.
10
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.
FAST
The following is an example of the data file as viewed from Notepad. The layout is
described in the Troubleshooting guide (page 25).
11
Upload Process
Upload Process
Step 1:
Select EGUSD Intranet (as shown by arrow 1).
1
12
Upload Process
Step 2:
Select SISWeb (as shown by arrow 2).
2
13
Upload Process
Step 3:
Type in your EGUSD “USERNAME” and “PASSWORD” (as shown by arrow 3) and click
LOGIN.
3
14
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
15
Upload Process
Load the assessment file.
Step 5:
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).
FAST
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.
16
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
17
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).
FAST
Idea: When you have finished uploading your files, create
another folder as shown and move them to the
completed folder
18
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
19
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.
Assessment Upload Error List
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.
20
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.
21
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
22
Verifying Data
Step 3:
Step 4:
Step 5:
Enter the student ID number (arrow 1) for a student that tested.
Under EXAM and SCORE HISTORY, check the ASSESSMENTS box (arrow 2).
Click GENERATE REPORT
3
4
5
23
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.
24
Troubleshooting
When Uploading
Data Files
25
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
2
3
4
5
1.
2.
3.
4.
5.
Section: Section Code will now be printed at the top and is not a required field.
Assessment Date: This date must match the student enrollment at the site and the
exam date that the data is uploaded to.
Student ID: Must exist in the SISWeb system and the student must be enrolled at
that site.
School: School Code must match the school code of the upload.
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.
26
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
FAST
Click on Select the program from a list and then select OK
27
Troubleshooting
Select NOTEPAD from the programs available and then select the OK button
The following file will appear:
28
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.
29
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.
30
Instructions for
Ordering Pre-ID Answer
DocumentsFAST Distributed Scanning
31
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
32
Pre-ID
The following program will appear:
Step 1: Enter your SISWeb User Name and Password and then SUBMIT.
33
Pre-ID
Step 2:
Select the Print Answer Documents button.
34
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
35
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).
A
2
B
B
C
D
36
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
37
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.
38
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).
39
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.
40
PrintShop Pre-ID Instructions
Assessment Print Request FAST 16
Records
$0.96
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.
41
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 #203464-5
1
Note: Enter in
Account Codes
PK/500
12.45
12.46
12.45
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.
42
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.
43
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.
44
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.
45
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.
46
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.
47