University of Northern Colorado - Information Technology Scanning Options

Introduction NCS Pearson vs. Scantron

Prior to February 2008 there were two distinct companies providing optical scanning solutions; NCS Pearson Data Management group, and Scantron Corporation. Both provided optical scanning equipment and optical scanning forms. The Data Management group of NCS Pearson was sold to Scantron Corporation. While these scanning solutions are under a single company, the scanners and scanner forms are different. It is important when designing solutions that NCS forms are created and used in order to correspond to the NCS scanning equipment that is available on campus.

Hardware
A high capacity scanner is located in Information Technology Carter Hall room 10. This scanner, NCS OpScan Model 10, is capable of scanning up to 7,500 sheets per hour. An optional bar code is also installed providing support for UPC Ver. A & E, 3 of 9 Code, Interleaved 2 of 5 Code, and Codabar codes. Scanning on this scanner is provided by Information Technology Staff. A lower capacity self-service desktop scanner, Insight 4/22 Dual Scanner, is located in Candelaria Hall.

Software
Each scanner is connected (USB) to a PC running ScanTools Plus software. This application provides both control of the scanner during scanning in addition to definition generation of scanner forms. These definitions determine where to located data on the scanner sheets and how to format the output data file.

Data Analysis
The data file generated from the scanner forms is a fixed length ASCII file that can be read by any number of applications including SAS, SPSS, or Excel.

Current Applications
The following ScanTools Applications are available. The specifics of each application are defined below: General 200 Item Answer Sheet A general form that can be used for collecting exam, questionnaire, or survey data. General Purpose Data Sheet II A customizable form allowing questions to be printed on the form before distribution. Exam Scoring Created primarily for the university Grader Application. Non-standard use allows for use of forms and collection of data, however data analysis is not provided. Course Evaluation A customized application used to collect Course Evaluation information. Standard Course Evaluation analysis is provided. Non-standard use allows for use of forms and collection of data, however data analysis is not provided.

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Alternatives FEES APPLY

If the current option for scanner forms is not sufficient for a given application, custom forms can be created by contacting Scantron Services at (800) 722-6876 or http://www.scantron.com/forms/printservices Scantron can design forms to your specifications. They can also generate the ScanTools Application needed on the scanner to process the custom form. A unique ScanTools Application number will be required, contact the Information Technology Technical Support Center (351-4357) and request a Unique ScanTools Application Number for a custom scanner form. When having custom forms developed, BOTH the form(s) and the ScanTools Application are required from the developer and the requestor will be required to pay for BOTH.

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General 200 Item Answer Sheet Use

This scanner form can be used where a separate instrument (exam, questionnaire, or survey) is available. Up to 200 single response (A E) items are available.

Scanner Application
RES505

Scanner Form
UNC Warehouse Form Number: OFFOR010 Packages of 500 sheets 8.5 x 11, Green, Two Sided, Upper right corner cut. Side One contains the following demographic information: Name (Last, First, MI) This field is optional. One letter per column (uppercase only). Birth date This field is optional. One month, one digit per column. Identification Number This field is optional. One digit per column. Special Codes These fields are optional and can be used for your own categorization purposes. One response per column. Sex This field is optional. One response. Grade or Education This field is optional. One response. Item responses (1-100) These fields are optional. One response (A-E) per item. Side two contains: Item responses (101-200) These fields are optional. One response (A-E) per item. See scanner form images below (front / back).

Data Definition
The file created from the scanning of the General 200 Item Answer Sheets is a fixed, undelimited format file named anssheet.dat. This file will be e-Mailed provided it does not contain PII data. As an alternative, data can be placed on a USB flash drive. A 24 hour turnaround should be expected.

Record format
Position 1 40 41 60 61 69 70 75 76 82 83 84 85 86 285 Field NCS Header Name Id Number Birth Date Codes Gender Education Answers Description See NCS Header for detailed description. Name; A Z uppercase, space (Optional) Id Number (Optional) mmddyy (Optional) Each code A G may contain 0 9, or blank (Optional) M / F (Optional) 01 17; Bubbles are coded as 0 - 16 (Optional) Each response A E may contain 1 5, or blank (Optional)

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SAS record description

/* General Input @1 @41 @61 @70 @76 @77 @78 @79 @80 @81 @82 @83 @84 @86 ; 200 Item Answer NCSHeader Name IDNumber BirthDate SpecialCodeA SpecialCodeB SpecialCodeC SpecialCodeD SpecialCodeE SpecialCodeF SpecialCodeG Gender Education (Resp1-Resp200) Sheet */ $CHAR40. /* See NCS Header */ $CHAR20. $CHAR9. $CHAR6. /* mmddyy */ $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. /* M or F */ $CHAR2. /* 01 17 */ ($CHAR1.)

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University of Northern Colorado - Information Technology Scanning Options General 200 Item Answer Sheet Front side

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University of Northern Colorado - Information Technology Scanning Options General 200 Item Answer Sheet Back side

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General Purpose Data Sheet II Use

This scanner form can be used for customized quizzes, exams or surveys. Up to 40 single response (A E) items are available. Question can be printed on the actual scanner form, eliminating the need for a separate document. Data analysis is not provided.

Scanner Application
BLUE200

Scanner Form
Order 70921 from Scantron Corporation. http://www.scantron.com/forms 8.5 x 11, Blue, Two Sided, No corner cut. Side One contains the following demographic information: Identification Number This field is optional. One digit per column. Special Codes These fields are optional and can be used for your own categorization purposes. One response per column. Item responses (1-40) These fields are optional. One response (A-E) per item. Side two contains: Handwritten responses / comments. Office Use Only These fields are optional. One response (A-E) per item. See scanner form images below (front / back).

Data Definition
The file created from the scanning of the General Purpose Data Sheets is a fixed, undelimited format file named 200blue.dat. This file can be delivered on a USB flash drive, or may be e-Mailed provided it does not contain PII data.

Record format
Position 1 40 41 49 50 59 60 99 Field NCS Header Id Number Codes Answers Description See NCS Header for detailed description. Id Number (Optional) Each code A J may contain 0 9, or blank (Optional) Each response A E may contain 1 5, or blank (Optional)

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SAS record description

/* General Input @1 @41 @50 @51 @52 @53 @54 @55 @56 @57 @58 @59 @60 ; Purpose Data Sheet */ NCSHeader $CHAR40. /* See NCS Header */ IDNumber $CHAR9. SpecialCodeA $CHAR1. SpecialCodeB $CHAR1. SpecialCodeC $CHAR1. SpecialCodeD $CHAR1. SpecialCodeE $CHAR1. SpecialCodeF $CHAR1. SpecialCodeG $CHAR1. SpecialCodeH $CHAR1. SpecialCodeI $CHAR1. SpecialCodeJ $CHAR1. (Resp1-Resp40) ($CHAR1.)

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University of Northern Colorado - Information Technology Scanning Options General Purpose Data Sheet II Front Side

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University of Northern Colorado - Information Technology Scanning Options Purpose Data Sheet II Back Side

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Exam Scoring (Request / Answer Sheet) Use

These are custom forms designed for use with the online Grader application (http://www.unco.edu/IT/grader/ ). Batched together they compose an exam packet. The Request form provides batch or exam information that is attached to each student answer sheet. The answer sheet provides demographic student information and up to 200 item responses. For selected special purposes outside of Grader they can be used for data collection. Analysis is not provided for use outside of the online Grader application.

Scanner Application
EXAM460

Grader
For additional information on the use and implementation of the online Grader application view the documentation at: http://www.unco.edu/IT/grader

Scanner Forms
Request Forms UNC Warehouse Form Number: OFFOR021 Packages of 500 sheets 8.5 x 11, Aqua, Two Sided, Upper right corner cut. These answer sheets student exam information and responses. Side One contains the following information: Course Subject Banner designated Course Subject. Required. Course Number Banner designated Course Number. Required. Course Section Banner designated Course Section. Required. Year Term Year Course is offered. Required. Term Banner format term; 50-Fall, 30-Spring, 40-Summer. Required. Course CRN Banner designated Course CRN. Required. Last Question Number Number of of questions in the exam. Required. # of Keys Number of keys for the exam. Corresponds to the Answer Sheet Test Version. Required. Scores (Percent) Indicates exam question are to be grades as percents. Percents must be added within the online Grader application. Scores (Raw) Indicates exam question are to be grades as raw scores. Points if Correct must be provided. Points if Correct Point value of each question. Exam Name Name of Exam. Required, must be unique within online Grader application. Options Not currently used. Side two contains: PDID University assigned Personal Digital ID of the course instructor. Required. See scanner form images below (front / back).

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Data Definition
The file created from the scanning of the Exam Scoring Request / Answer Sheets is a fixed, non-delimited format file named exam460.dat. This file can be delivered on a USB flash drive, or may be e-Mailed provided it does not contain PII data. Both the Exam Scoring Request and the Exam Scoring Answer sheet are required. The data file will contain three data components in each record; Then NCS Header, The Exam Scoring Request (Batch Information) followed by the Answer sheet data. Answer Forms UNC Warehouse Form Number: OFFOR011 Packages of 500 sheets 8.5 x 11, Blue, Two Sided, Upper left corner cut. These answer sheets must be batched using the Exam Scoring Request form. Side One contains the following demographic information: Test Version A / B / C, Default is A. PDID University assigned Personal Digital ID. Required. One letter / digit per column. Left justify alphabetic segment. Last Name Required. One letter per column. First Initial Required. One letter. Middle Initial Optional. One letter. Item responses (1-100) These fields are optional. One response (A-E) per item. Side two contains: Item responses (101-200) These fields are optional. One response (A-E) per item.

Record format
Position 1 40 41 44 45 49 50 52 53 56 57 58 59 63 64 66 67 96 97 111 112 113 114 117 118 125 Field NCS Header Subject Number Section Year Term CRN Last Question Instructor PDID Exam Name Keys Percent / Raw Raw Points Options Description See NCS Header for detailed description. Banner Course Subject Banner Course Number Banner Course Section Academic term year Banner term; 50-Fall, 30-Spring, 40-Fall Banner Course CRN Number of questions in exam Instructors full PDID (E-Mail Address) Name of Exam Number of keys Score exam by percent or as raw scores Raw Points for each question Currently not used

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Position 126 133 134 135 146 147 148 149 348 Field Student PDID Test Version Student Last Name Student First Initial Student Middle Initial Responses Description User name portion of student PDID Version of exam Student last name Student first name initial Student middle name initial Responses

SAS record description

/* Grader Request-Answer Sheets */ Input @1 NCSHeader $CHAR40. /* See NCS Header */ /* Exam Scoring Request Information */ @41 CourseSubject $CHAR4. @45 CourseNumber $CHAR5. @50 CourseSection $CHAR3. @53 Year $CHAR4. @57 Term $CHAR2. @59 CRN $CHAR5. @64 LastQuestion 3. @67 InstructorPDID $CHAR30. @97 ExamName $CHAR15. @112 Keys 1. @113 PercentRaw $CHAR1. /* P or R */ @114 RawPoints 4.2 @118 OptionA $CHAR1. @119 OptionB $CHAR1. @120 OptionC $CHAR1. @121 OptionD $CHAR1. @122 OptionE $CHAR1. @123 OptionF $CHAR1. @124 OptionG $CHAR1. @125 OptionH $CHAR1. /* Answer Sheet Information */ @126 StudentPDID $CHAR8. @134 TestVersion $CHAR1. @135 StudentLastName $CHAR12. @147 StudentFI $CHAR1. @148 StudentMI $CHAR1. @149 (Resp1-Resp200) ($CHAR1.) ;

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University of Northern Colorado - Information Technology Scanning Options Exam Scoring Request Front Side

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University of Northern Colorado - Information Technology Scanning Options Exam Scoring Request Back Side

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University of Northern Colorado - Information Technology Scanning Options Answer Sheet Front Side

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University of Northern Colorado - Information Technology Scanning Options Answer Sheet Back Side

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Course Evaluation (Batch Sheet / Response Sheet) Use

These are custom forms designed for use with the university Course Evaluation system. Batched together they compose a single course evaluation packet. The Batch form provides course and instructor information that is attached to each student evaluation. The response sheet provides non-identifiable categorization information and up to 60 item responses. For selected special purposes outside of the Course Evaluation System they can be used for data collection. Analysis is not provided for use outside of the Course Evalluation application.

Scanner Application
RES750

Course Evaluation
For additional information on the use and implementation of the Course Evaluation system view the documentation at: http://www.unco.edu/it/facultystaff/course_evals.html

Scanner Form
Batch Sheet UNC Warehouse Form Number: OFFOR040 Packages of 500 sheets 8.5 x 11, Blue, Single Sided, No corner cut. These batch sheets must be included with the Response Sheets for each course. Side One contains the following course / instructor information: Course Subject Banner Course Subject. Required. Course Number Banner Course Number. Required. Section Number Banner Course Section. Required. Year Term Year Course is offered. Required. Term Banner format term; 50-Fall, 30-Spring, 40-Summer. Required. Course CRN Banner designated Course CRN. Required. Response Forms UNC Warehouse Form Number: OFFOR031 Packages of 500 sheets 8.5 x 11, Red, Single Sided, Lower right corner cut. These answer sheets provide non-identifiable categorization information and student evaluation responses. Side One contains the following information: Gender Gender. Optional. Classification Classification. Optional. Expected Grade Grade student is expecting. Optional. See scanner form images below (front / back).

Data Definition
The file created from the scanning of the Course Evaluation Batch and Response Sheets is a fixed, non-delimited format file named RES750.dat. This file will be e-Mailed provided it does not contain PII data. As an alternative, data can be placed on a USB flash drive. A 24 hour turnaround should be expected.
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University of Northern Colorado - Information Technology Scanning Options Both the Course Evaluation Batch Sheet and the Course Evaluation Response Sheet are required. The data file will contain three data components in each record; Then NCS Header, Batch Information followed by the Response sheet data.

Record format
Position 1 40 41 44 45 49 50 52 53 56 57 58 59 63 64 83 84 85 86 87 88 89 148 Field NCS Header Subject Number Section Year Term CRN Instructor Distribution Gender Classification Expected Grade Responses Description See NCS Header for detailed description. Banner Course subject Banner Course Number Banner Course Section Academic term year Banner term; 50-Fall, 30-Spring, 40-Fall Banner Course CRN Instructor Name Distribution code Hold / Mail Gender Classification Expected Grade 60 Responses

SAS record description

/* Course Evaluation */ Input @1 NCSHeader $CHAR40. /* Batch Information */ @41 CourseSubject $CHAR4. @45 CourseNumber $CHAR5. @50 CourseSequence $CHAR3. @53 Year $CHAR4. @57 Term $CHAR2. @59 CRN $CHAR5. @64 Instructor $CHAR20. @84 Distribution $CHAR2. /* Response Information */ @86 Gender $CHAR1. @87 Classification $CHAR1. @88 ExpectedGrade $CHAR1. @149 CommentFlag $CHAR1. @89 (Q1-Q60) ($CHAR1.) ;

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University of Northern Colorado - Information Technology Scanning Options Course Evaluation Batch Sheet

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University of Northern Colorado - Information Technology Scanning Options Course Evaluation Response Sheet

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Microsoft Excel Procedures

The following process can be followed to load Scanner data files into Microsoft Excel 2007:

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Open a blank Excel spreadsheet Select the Data tab Click From Text in the Get External Data section Change the Files of type to All Files (*.*) Browse to the location of the scanner data file Select file Click Import, The Text Import Wizard will appear Select the Fixed width radio button (should be the default) Click Next Adjust break lines at appropriate fields based on the record format of the scanner form. If there are 200 items, as in the case of the General 200 Item Answer Sheet, it is necessary to delineate each column (response). 11. Click Next
Hints:

If NCS Header data is not needed, delineate it as a single 40 column field. The column can be deleted, or ignored after the import is complete. If date fields are present, treat month, day and year as individual columns. This will make processing of the date easier.

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NCS Header Data Definition

The NCS Header is a 40-byte-long field at the beginning of every record in a data file (.DAT) produced by ScanTools during scanning. It contains information pertaining to the record it is part of. This information is useful for determining when and under what conditions the record was produced, and how it is related to other records in the file. When converting files, you can define in the conversion profile whether or not the NCS Header should be included in the converted file. See Record format - Conversion Profile.

Record format
Position 1-3 4-9 10 - 12 13 - 18 19 - 21 22 Function Application Number Serial Number Batch Number Date Scanned Document Number Edit Pass Flag Description The application that was used to create the record. (000-999) The serial number of the record. The batch number of the document. The date the document was scanned. (MMDDYY) The number of the document that produced the record. (001-999) The following values may be in this field: record not edited, NO ACTION on edit failure, or "Clear all edit flags" used in Edit Options N record failed edit (FLAG on edit failure) W Online edit correction only. Record failed edit, Correction mandatory, record not corrected, still needs correction Y one of the following situations occurred: record did not fail edit record was corrected and passed edit Accept as "Good" or "Next" selected during post-scan editing For online edits, REJECT and do not accept as is; the record is not written to the data file. See also: Booklet Edits. 23 24 Modify Flag Grid Error Flag Y - Correcting a failing post-scan edit or modifying a data file. The following values may be in this field: <space> One of the following situations occurred: record did not fail edit record was corrected and passed edit "Accept as Good" or "Next" selected during post-scan editing > Record failed Edit For on-line edits, REJECT and do not accept as is; the record is not written to the data file. See also Booklet Edits. The Read Level Threshold used to scan the data. The Discrimination Margin used to scan the data. <space>

25 26

Read Level Threshold Discrimination Margin

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Position 27 - 28 29 Function Software Version Number Pocket Flag Description The version of ScanTools software being used when the data in the record was scanned. The pocket flag number equals the stacker where the last sheet was sent. <space> output stacker 1 primary select stacker 2 secondary select stacker See also Booklet Edits. This value indicates the worst Mark Intensity Factor (the highest percentage of light marks) computed for any of the fields in the record. Mark Intensity is computed only for fields that are tallied or evaluated. These are the possible values: Value Description # No marks scanned No light marks scanned 0 0 - 9% light marks 1 10 - 19% light marks 2 20 - 29% light marks 3 30 - 39% light marks 4 40 - 49% light marks 5 50 - 59% light marks 6 60 - 69% light marks 7 70 - 79% light marks 8 80 - 89% light marks 8 90 - 99% light marks $ 100% light marks The total number of omits and multiples counted in fields in the record that were tallied and/or evaluated. The first two bytes contain the total omits. The third byte contains the total multiples. The number of the run during which the data in this record was scanned. This flag is set to "Y" if the record is part of a key that can be used to score data files. This flag is set to "Y" if the record has been scored using a ScanTools score profile. If this is set to "Y," you cannot re-score the data file. You must rescan. This flag is set to "Y" if sheet compile-type edit flags have been written to the field following the NCS Header in the record. This flag is set to "Y" if the record has been marked as deleted. A deleted record is not processed when the data file is converted to a different format, edited, or scored. The following values indicate the conversion status: <space> Not scanned or converted by ScanTools, status unknown N No file conversion P post - scan file conversion S Conversion while scanning Reserved for Pearson NCS use.

30

Worst Mark Intensity Factor

31 - 33

Total Invalid Response Count Run Number Key Record Flag Record Scored Flag Sheet Compile Flag Delete Record Flag Conversion status

34 35 36 37 38 39

40

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SAS record description

/* NCS Header */ Input @1 ApplNbr @4 SerialNbr @10 BatchNbr @13 ScanDate @19 DocNbr @22 EditPassFlag @23 ModifyFlag @24 GridErrorFlag @25 ReadLevel @26 DocDiscrim @27 SofwareVer @29 PocketFlag @30 WorstMark @31 TotalInvOmits @33 TotalInvMult @34 RunNbr @35 KeyFlag @36 ScoreFlag @37 CompileFlag @38 DeleteFlag @39 ConvStatus @40 Reserved @; /* Hold */ $CHAR3. $CHAR6. $CHAR3. MMDDYY6. $CHAR3. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR2. $CHAR1. $CHAR1. $CHAR2. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1. $CHAR1.

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