Test & Data Scanning

 


Scanning Services will be closed for Winter Break beginning Friday, Dec 14.
We will re-open Monday, January 7, 2019.



Scheduling

  • Scanning services are available 8am-5pm, Monday through Friday, on days when the University is open.
  • Exams are scanned on a first-come, first-serve basis.
  • Tests will typically be scanned within 24 hours, and instructors will be notified as soon as the results are ready.
  • During midterm and final exams, exams always have priority over course evaluations and data collection.

Cost

  • There is no charge for scanning for UNCG faculty and staff.
  • Departments can purchase scan sheets in bulk from us. The current price is $55 per package of 500 sheets.
  • Students may purchase individual sheets at the University Bookstore.

Forms

We use the red, five response, 200 item, NA3100-6 answer sheets . These are the ONLY forms that we scan for tests. Other forms are available for surveys. Please contact Damon Roberts (drrobert@uncg.edu) for more information. These sheets MUST be filled out in pencil; any forms filled out with pen are unable to be processed and will not be graded.

Both sheets pictured below are acceptable.
Sample ScantronSample Scantron

Location: Suite 100G at 1100 West Market St.

E-mail: scanning@uncg.edu

Phone: 336.334.3871

 

Posting Grades

NOTE: Please do not post grades on a website or in a physical location accessible to other students (door, wall, note board). You CAN enter grades in the Canvas course management software where students will only see their own grades. See FERPA Guidelines on Release of Grades and GPA Information for more information regarding this policy.

Example Reports

Click the reports below to view an example. If you have any questions about these reports or additional data, please contact Damon Roberts (drrobert@uncg.edu).


Using Scanning Services

Optical scanning is an efficient and reliable method of scoring tests and collecting data. In order for us to provide the best possible service, it will be necessary for you to devote a little time at the beginning of each test or data collection period to procedural matter. Doing so will provide for faster and more accurate service.

Quick Checklist

  • Include a key with your name written on the top. If there are multiple versions, sections, etc., make sure you include a separate key for each different test.
  • If this is your first time using Scanning Services, fill out a Report Request form. You may find the form here or we have copies in the main office.

Information to Give your Students at Each Testing Period

  • Enter names into the last and first name fields, at the beginning of the field and fill in the appropriate bubbles below each letter. It is not necessary to darken a bubble for blank spaces at the end of any field.
  • The student identification number is NOT required by Scanning. An instructor may choose to use this field as another form of identification in the reports. If you decide to use this field, any identification number will work. Do not instruct students to use their Social Security Number.
  • Be sure to use a #2 pencil to record your answers. Ink cannot be read by our scanners. Make sure all erased marks are complete.
  • Make sure each test sheet is in good condition. Papers with folds, tears, water spots, or other damage may not be read by the machine.

Filling Out the Key

  • In pen, write KEY at the top of the form, along with your name, e-mail address, and course information. If there are multiple versions, sections, or some other need to keep tests separated, label that along the top as well.
  • If you have special requests, such as extra credit, please include that information on the top of the answer key. You may use the comments section of the white envelopes or a separate sheet of paper for lengthier instructions.
  • If anyone other than yourself is to have access to the reports (TA or GA), you can include their email on the key or form as well. Please remember that these students typically change from semester to semester, so if you do not update this information with us, they may continue to receive the grade reports.

Report Request form: (new faculty only)

Faculty members are asked to fill out a Report Request Form when using our services for the first time to identify the types of reports they would like to receive. Once you are in our database, you will not have to specify which reports you would like. You can update or change the information on your Report Selection Form at any time. Please note that GA’s, TA’s, or other assistants do not need to submit a new form. We will provide reports in the same format as their instructor receives.

Getting the tests to us:

We have two locations where tests may be left for grading.


1100 West Market Street

The Scanning Services office is located in suite 100G of 1100 West Market St. We are open from 8am-5pm Monday through Friday, and an after-hours drop-box is provided in the event the office is closed.

Jackson Library

We have a drop-box located beside the circulation desk in Jackson Library. The Library is central to campus and open 24 hours. Tests in the Jackson drop-box will be collected at 4:00pm each weekday during normal university operation.


Before leaving tests in either drop-box, make sure they are in an envelope or otherwise secured together. White envelopes are provided beside the box if needed. Students or assistants may bring tests for their professor as long as the professor’s name is written somewhere.

Do not leave tests in the lobby or another unsecured location.

We strongly recommend against sending tests through Campus Mail. If they are lost after we have scanned them, we maintain the raw data for record-keeping. However, if they are lost before we have received them, there is no backup option and the student data may be lost.

The Scanning Process

After collecting and processing test data, we can provide reports with raw scores as well as means, standard deviations, and more in-depth analysis. Raw data can also be saved in a variety of formats, including CSV, SPSS, and comma-delimited. The scanners cannot mark incorrect responses on the scantron form itself. In addition, we will never make any changes to any sheet, aside from erasing stray marks in the margins to ensure our scanner can read the form. We will never change or make assumptions about a student’s intended response; this includes improperly erased marks, forms filled out with ink, or other errors on the sheet. If you have questions or concerns about a particular form, we will be happy to provide guidance in fixing the form before grading, but we do not take responsibility for making changes to a student’s response form. Normal turnaround time is within 24 hours, but during midterms and finals expect some delays as a higher volume is being processed.

After it’s Over

Once the tests have been graded, reports will be created and uploaded to your Box. You will receive an email notifying you when reports are ready. If there were issues with a student’s test, we will note whose test was not graded in the email. If you notice issues with the grades, please let us know by responding to the email (scanning@uncg.edu) or contacting the Scanning Services Administrator Damon Roberts (drrobert@uncg.edu).

We will typically send your tests back through Campus Mail. This can take 2-3 days to arrive at your address. If you would rather pick them up, we can instead hold tests in our offices at 1100 West Market St. If tests have not been picked up 2 weeks after reports were sent, they will be sent through Campus Mail to your department or office address on file.

Using Box

To avoid potential FERPA violations, we no longer send test results directly through email. Instead, reports for every test are uploaded to a folder in Box shared specifically to you. Log into Box here (box.uncg.edu) using your normal iSpartan/UNCG login and password. Your reports will be uploaded to the folder shared to you by Scanning Services, and will not be deleted after any time period. In the event some data is deleted by mistake, we can provide backup copies for any test results by request.