Scantron Services

Overview

These directions are for those instructors who wish to scan and grade exams using Scantron. The scanner is located in the Department of Biology's main office, Klamath 077, and requires an appointment. Reservations are available between 8:00 a.m. - 11:00 a.m. and 1:00 p.m. - 4:00 p.m., Monday through Friday.

Creating a reservation

You can create a reservation for the machine using this Bookings form. Afterward, you will receive a confirmation email with the access information.

Rescheduling or canceling your reservation

In order to reschedule or cancel your scheduled time, you will need to refer to your confirmation email that you received from Bookings.

1. Go to the confirmation message and select Reschedule
2. A browser window will open. You will have the choice to Reschedule, Cancel booking, or make a New Booking
   1. If you selected Reschedule or New booking: you will be presented with the same calendar and time slots as before when you signed up.
   2. If you selected Cancel booking: you will be presented with a confirmation box verifying that you want to cancel your booking. Select Cancel booking to proceed.

Considerations

• The system uses standard 8.5" x 11" scanning sheets available in The Duck Store.
• When instructors and students enter information into the sheets, they must use a number 2 lead pencil. No ink, stray marks, or correction fluid may be on any of the sheets, including the key sheets. This condition will cause incorrect exam scoring and must be manually removed by the instructor.
• Estimated time to scan 200 exams is 30-60 minutes depending of user experience level.

Scantron Scanning Guide

(Printed copies are also provided on-site)

Step 1: Open the Remark software on the connected computer

• The icon is found on the desktop, it is red.
• Go to File from the menu toolbar and open a template. Browse to the C: > Scanning ETC > select either the one-sided or two-sided template.

Step 2: Scan it

1. Place the exams to be scanned face up with the top of the sheet being fed in first. Make sure that the key(s) are placed in order at the top of the stack.
2. Press the button on the back to make sure that the papers are aligned and push the grey bar to fit snugly with the papers inside. The machine may not scan otherwise.
3. Select Quick Scan in the toolbar above.
4. While the scans are being processed, pay attention to students information being scanned and look for errors.
   1. Common errors include:
      1. A missing UO ID number (95#)
      2. A missing or incomplete first or last name
   2. If you find any, pull the current stack of exams from the scanner and set them aside after each error. This makes it easier to sort through and correct easy mistakes after the scan has completed.
5. Correct any mistakes you found except those missing UO ID numbers by filling in the necessary fields.

Step 3: Sort It/Save It

1. Select the Edit Tab from the top left of the scanning software and Select Sort.
2. Then, sort by last name, first name, and ID number (in that order)
3. Finally, select the File tab from the top left and save the scanned data with the current batch number as the name

Step 4: Grade it

Scanning Scenario Options

Please select from the following options to view the process for your scanning scenario:

• Option 1: Single key exam, no adjustments
• Option 2: Multi-key exam, no adjustments
• Option 3: Single key exam with adjustments
• Option 4: Multi-key exam with adjustments

Option 1: Single key exam, no adjustments

Quick grade

1. Make sure that the answer key is in the first row and that its LAST_NAME field is populated with three spaces followed by KEY(#) as it separates the key number from student names.
   1. When there are multiple keys, make sure that you label them KEY 1, KEY 2, etc.; but if there's only one, just KEY is fine. 
2. Then, select Quick Grade from the upper menu

Generate Excel Report

1. Select Export Excel
2. When prompted, save the Excel Report as (Batch Number) (Excel Report) in the current batch folder.
   1. For example: if the batch number was 999, you would save the excel report as 999 Excel Report in the 999 folder.

Generate Canvas Report

1. Select Export Gradebook 
2. Next under Gradebook Export Parameters:
   1. From the Student Name drop-down menu select Last Name
   2. From the SIS User ID drop-down menu select ID Number.
   3. Select Export.
3. When you go to save this file it has a name, put the batch number in front of the name and then Save.

Generate Batches 

1. Select Report Batches 
2. Next, select the three dots to the right of Report batch file and select SingleKeyExam.rbx
   1. You will be prompted with a Missing Report error. Please ignore this.
3. Now, select the Next button three times and deselect the box in the top-left that reads Merge all selected reports into a single file (We want to generate each report individually)
4. Then, select the three dots to the right of base file name and (making sure that you are in the current batch folder) save the reports as (Batch Number)(Single Space).
   1. For example: if the batch number was labeled 999, you would save the base file name as 999 .
5. Within the Customize File Name (Optional) section there is a text box with the batch number in it (the name of the current batch folder). Add a space, then select the drop-down menu below it and select [Report Name] then, select Finish.

Option 2: Multi-key exam, no adjustments

Advanced Grade

1. Make sure that the answer key is in the first row and that its LAST_NAME field is populated with three spaces followed by KEY(#) as it separates the key number from student names.
   1. Additionally, make sure that each key is listed in order from the first row down.
2. Select Advanced Grade from the upper menu.
3. On the left-hand side of the Advanced Grade window, select Test Versions
4. Mark the checkbox that says Define Multiple Test Versions. 
5. From the drop-down menu to the right of Which question s answer identifies the test versions, select Test Version.
6. From the drop-down menu to the right of Import answer key from, select Data Set (Grid) Row.
7. To the right of where you selected Data Set (Grid) Row, select Import Key.
8. Next, for every additional key, select Create Version, increment the counter next to Import Key to reflect which row you are importing a key for, and select Import Key.
9. Once every key is imported, select Grade at the bottom of the window.

Generate Excel Report

1. Select Export Excel
2. When prompted, save the Excel Report as (Batch Number) (Excel Report) in the current batch folder.
   1. Example: if the batch number was 999, you would save the Excel Report as 999 Excel Report in the 999 folder.

Generate Canvas Report

1. Select Export Gradebook  
2. Next under Gradebook Export Parameters, from the Student Name drop-down menu, select Last Name and from the SIS User ID drop-down menu, select ID Number.
3. Select Export

Generate Batches 

1. Select Report Batches
2. Next, select the three dots to the right of Report batch file and select Multi_KeyExam.rbx. You will be prompted with a Missing Report error. Please ignore this.
3. Next, select the Next button once. 
   1. Multi-key requires you to manually add additional reports which are otherwise included by default.
   2. For example: on this page, from the left-hand side, select reports such that the total select reports include the following: 100, 101, 105, 150, 204, 310, 320.
4. Select the Next button twice and deselect the box to Merge all selected reports into a single file (We want to generate each report individually)
5. Then, select the three dots to the right of Base file name and (making sure that you re in the current batch folder) save the reports as (Batch Number)(Single Space). For example, if the batch number was still 999, you d save the base file name as 999 .
6. Finally, within the Customize File Name (Optional) section there is a text box with the batch number in it (the name of the current batch folder). Add a space, then select the drop-down menu below it and select [Report Name]. Then, select Finish.

Option 3: Single key exam with adjustments

Advanced Grade

1. Make sure that the answer key is in the first row and that its LAST_NAME field is populated with three spaces followed by KEY(#) as it separates the key number from student names.
   1. Additionally, make sure that each key is listed in order from the first row down.
2. Select Advanced Grade from the upper menu.
3. Select Answer Key from the left-hand menu. Next, select the drop-down menu to the right of import answer key from: and select Data Set (Grid) Row.
4. Making sure that you re importing the answer key from the first row, select Import Key.
5. Next, select Question Properties from the left-hand menu.
6. Finally, select which question(s) need to be modified and make the appropriate changes.

Generate Excel Report

1. Select Export Excel
2. When prompted, save the Excel Report as (Batch Number) (Excel Report) in the current batch folder.
   1. For example: if the batch number was 999, you would save the Excel Report as 999 Excel Report in the 999 folder.

Generate Canvas Report

1. Select Export Gradebook  
2. Next under Gradebook Export Parameters from the Student Name drop-down menu, select Last Name and from the SIS User ID drop-down menu select ID Number.
3. Select Export.

Generate Batches

1. Select Report Batches  
2. Next, select the three dots to the right of Report batch file and select SingleKeyExam.rbx. You will be prompted with a Missing Report error. Please ignore this.
3. Now, select the Next button three times and deselect the box in the top-left that reads Merge all selected reports into a single file (We want to generate each report individually)
4. Then, select the three dots to the right of base file name, and making sure that you re in the current batch folder, save the reports as (Batch Number)(Single Space).
   1. For example: if the batch number was still 999, you would save the base file name as 999 .
5. Finally, within the Customize File Name (Optional) section, there is a text box with the batch number in it (the name of the current batch folder). Add a space, then select the drop-down bar below it and select [Report Name].
6. Then, select Finish.

Option 4: Multi-key exam with adjustments

Advanced Grade

1. Make sure that the answer key is in the first row and that its LAST_NAME field is populated with three spaces followed by KEY(#) as it separates the key number from student names.
   1. Additionally, make sure that each key is listed in order from the first row down.
2. Select Advanced Grade
3. Select Test Versions from the left-hand menu. Then, check the box that says Define Multiple Test Versions
4. From the drop-down menu box next to Which questions answer identifies the test version?, select Test Version
5. From the drop-down menu box next to Import answer key from:, select Data Set (Grid) Row and set the row number to reflect which key you are attempting to create a test version from.
6. Select Import Key, change the row which you are importing from to the next valid row containing a key, Create New Test Version.
   1.  Repeat this process until you have generated a test version for every key.
7. Once every test version has been created, select Import Key.
8. Next, select Question Properties from the left-hand menu. Select which question(s) (for each test version!) that need to be modified and make the appropriate changes.

Generate Excel Report

1. Select Export Excel  
2. When prompted, save the Excel Report as (Batch Number) (Excel Report) in the current batch folder.
   1. For example: if the batch number was 999, you would save the Excel Report as 999 Excel Report in the 999 folder.

Generate Canvas Report

1. Select Export Gradebook
2. Next under Gradebook Export Parameters, from the Student Name drop-down menu, select Last Name and from the SIS User ID drop-down menu, select ID Number.
3. Select Export.

Generate Batches

1. Select Report Batches  
2. Select the three dots to the right of Report batch file and select Multi_KeyExam.rbx. You will be prompted with a Missing Report error. Please ignore this.
3. Select the Next button once. Note: Multi-key requires you to manually add additional reports which are otherwise included by default. So, on this page, from the left hand side select reports such that the total select reports include the following: 100, 101, 105, 150, 204, 310, 320.
4. Select the Next button twice and deselect the box in the top-left that reads Merge all selected reports into a single file (We want to generate each report individually)
5. Select the three dots to the right of Base file name and (making sure that you re in the current batch folder) save the reports as (Batch Number)(Single Space).
   1. For example: if the batch number was still 999, you would save the base file name as 999 .
6. Finally, within the Customize File Name (Optional) section, there is a text box with the batch number in it (the name of the current batch folder). Add a space, then select the drop-down bar below it and select [Report Name].
7. Then, select Finish.

Final Step: Send it off

1. Once the exam has been graded and all necessary reports have been generated and stored, navigate to the current batch folder.
2. Right-click on said folder and select Share. Note: The one with the OneDrive Cloud next to it.
3. Under Add a message (optional), write something along the lines of [Name of Term] [Current Year] [Subject] Exam Results, with an additional note detailing any errors
   1. For example: if someone was taking a Basket-Weaving class in Spring 2020, you would write Spring 2020 Basket-Weaving Exam Results
4. Finally, enter all relevant professor/GE email addresses, and select Send.