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Dr. John D. Barge, State School Superintendent
End of Course TestsLocal Scanning Webinar Spring 2011March 9, 2011
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AGENDA
• Purpose of Training• Local Scanning Process Overview
– Enrollment Reminder– Minimum Hardware Requirements/Supported Operating Systems– Test Deck Process/Approval to Proceed– High Level Process Overview– Local Scanning Process (“How To”)– Tab Controls
• Procedural Guidelines/Certification of Adherence• Local Scanning Testing Administration • Frequently Asked Questions• Contacts
Purpose of Training
• Review the complete cycle of the local scanning process, including:– Hardware requirements & supported operating systems– Testing the software (test deck process) – A high level overview of the local scanning process– How to scan “live” Class ID sheets and Answer Documents
Enrollment Reminder
• Only districts that enrolled for local scanning during the spring enrollment window are approved for local scanning.
• If you are unsure whether you are enrolled for the Spring 2011 local scanning testing administration, please contact Robin Jindrich-Cecil at 888-705-9414 x 21-6973.
Minimum Hardware Requirements
• Make sure your scanner, personal computer, and Internet connectivity meet minimum requirements.
• Minimum Windows PC Hardware Requirements– Pentium processor - 866 MHz,– System memory of 384 MB (512 MB recommended)– Hard drive space: 650 MB of free space, minimum (1GB recommended). The required space may
increase depending on the application's data storage requirements.– Video Adapter with 24-bit color (recommended), 65K colors minimum– Monitor at 1024 x 768 resolution– A CD-ROM drive for installation– An Internet connection that will allow the transfer of data to and from Pearson’s secure FTP site – A web browser for accessing web-based support information– RS-232 Serial port required for OpScan scanners. RS-232 or USB 2.0 required for iNSIGHT
scanners.– All users of iNSIGHT scanners should obtain the new drivers from the below website (scroll to
the iNSIGHT series group at: http://www.scantron.com/productupdates
Supported Operating Systems
• Windows XP and XP Professional SP2
• Windows 7 32 bit– Windows 7 32 bit is the successor to Vista Business
Edition.– Windows 2000 Professional SP4 is no longer supported.
All windows hot fixes for the service pack must also be installed. Please consult with your technology coordinator.
Test Deck Process/Approval to Proceed
• Within the first week of April, Pearson will send email notification to the System Testing Coordinators of when to expect the test deck package.
• The test deck package will include instructions for completing prerequisite tasks that must be completed prior to the scanning and uploading of the test deck (Class ID Sheets and Answer Documents). – Important note: districts should not do any gridding of their own on the test
deck (Class ID sheets and/or test Answer Documents).
• Specific start and finish dates for each task will be included in the email notification to System Testing Coordinators, and re-stated in the test deck package.
Test Deck Process/Approval to Proceed
• Failure to complete all tasks by the deadlines provided will result in districts not being able to participate in local scanning for the Spring 2011 administration.
• Once Pearson validates the successful transmission of the test decks, email notification will be sent to the System Testing Coordinator with approval to scan “live” answer documents.
Do not scan “live” student Answer Documents prior to Pearson’s authorization.
Reminder: Pearson must provide approval to proceed before “live” scanning can begin
1. Class ID Sheets/Answer Documents will be sent per your PearsonAccess order.– Unused Class ID Sheets/Answer Documents from previous
administrations must be destroyed and cannot be used.
2. Class ID Sheets/Answer Documents must be prepared for scanning per the directions in the Examiner’s Manual.
3. Test Booklets must be returned per the directions in the Examiner’s Manual.
High Level Process Overview – Scanning “Live” Documents
High Level Process Overview
4. Review accuracy and completion of the “batch” you are about to scan. Batch = One Class ID Sheet/Answer Documents.
5. Have a second certified employee review the batch.
6. Scan one Class ID sheet with associated Answer Documents.
7. Print Preliminary Reports.
8. Review accuracy of the Preliminary Report prior to uploading the scan file to Pearson. Have a second certified employee review prior to upload.
9. Upload scan file to Pearson.
High Level Process Overview
High Level Process Overview
• Golden Rule # 1: If a batch has already been uploaded (sent to Pearson), it cannot be sent again or modified.
• Golden Rule # 2: If an Answer Document has already been uploaded (sent to Pearson), it cannot be sent again in another batch/or modified.
Local Scanning Process:The Golden Rules
Local Scanning Process
• Prior to Scanning: Review batch for accuracy. Have a second certified employee review the batch.
–Confirm all required fields are complete on the Class ID Sheet and the accuracy of each field.–Confirm the Answer Documents behind the Class ID sheet contain all of the students that should be reported under that Class ID sheet.
Local Scanning Process
– Scanning Process• Batch Number= Teacher Name, School Name, System Name, Subject from the Class
ID Sheet.
– Class ID Sheet Scenarios (4)
1. If an operator scans in a new batch (batch does not exist on the scanner); no error messages will occur.
2. If an operator scans a batch that’s already been scanned, but has not been sent to Pearson, they will be prompted to do one of the following:
• Create: a new batch ID is created for the documents being actively scanned.
• Replace: replaces the previously scanned batch with the newly scanned batch.
• Append: adds new records to the original scanned batch.
Local Scanning Process
– Class ID Sheet Scenarios• If an operator attempts to scan or upload a batch already sent to Pearson, the below error messages will
occur.
3. Scanning a batch already sent to Pearson
–4. Uploading a batch already sent to Pearson
Local Scanning Process
– Answer Document Scenarios (3)
1. If an Answer Document has not been scanned or sent to Pearson, no error messages will occur.
2. If an Answer Document has been scanned in a previous batch, it cannot be scanned into another batch. It can only exist in one batch.
–Options:–1. “Resume Scanning” will act as if the duplicate AD doesn’t exist and will not scan it again.
–2. If the AD belongs in this batch, you may remove it from Batch 000005 (for example) as long as that batch has not been sent to Pearson. Re-scan Batch 00005 without the “duplicate” AD & select “Replace.”
Local Scanning Process
–Options:–1. “Resume Scanning” will act as if the duplicate AD doesn’t exist and will not scan it again.
– Answer Document Scenarios
3. If an Answer Document has been uploaded and sent to Pearson, no changes can be made. The Answer Document cannot be scanned again.
–Boeckmann, Sue
–XXX_LINN COUNTY SCHOOLS
–XXXX_KENNEDY HIGH SCHOOL
Tab Controls
–Scanning Tab•Shows the current batch being scanned and indicates the progress of Expected Sheets vs. Answer Sheets being scanned
Tab Controls
–Boeckmann, Sue
–XXX_LINN COUNTY SCHOOLS
–XXXX_KENNEDY HIGH SCHOOL
–Scanning Tab
Tab Controls–Reporting Tab•Batch data view indicating status of batch (New, Sent, Failed)
•View can be sorted on any column into ascending or descending order by clicking the desired column heading
•View Filters provides additional viewing options.
•Score and Print: select the output of the Preliminary Report. Review before you upload.
•FTP Upload/Upload Batch- to send the batch to Pearson
•Maintenance allows you to delete a batch or batches. Note: deleting a batch in “Sent” status will only delete the batch from the data view. You will not be able to scan or upload Answer Documents already sent.
Procedural Guidelines
Responsible Parties:• System Test Coordinators or School Test Coordinators are responsible for the scanning
and/or supervision of scanning End-of-Course Tests (EOCT) answer documents.– Scanning should take place with a minimum of two certified employees present.
• Paraprofessionals or clerical staff should not be given the responsibility of scanning documents.
Training:• Ultimate responsibility lies with System Test Coordinators to ensure certified employees are
trained on the local scanning process.• Any employee participating in the local scanning process must receive appropriate training
and demonstrate an understanding of the entire process before being permitted to scan documents.
• Training should take place in advance of the actual scanning of documents.
Security:• At no time should students be allowed to scan and/or assist with the scanning of
documents nor should they be allowed in the area where documents are being scanned or stored.
• Teachers of EOCT courses should not be allowed to scan documents.• Scanning should take place with a minimum of two certified employees present.• Answer documents for Braille students should not be scanned locally. Please
return those documents to Pearson for processing.• Verify that all bubbled information is accurate and complete. Ensure the correct
form number is gridded prior to the start of scanning.• Scanning should be completed immediately at the end of the system’s testing
window. • Irregularities and Invalidations will be coded on answer documents in the same
manner as documents that are sent to Pearson for scoring.
Procedural Guidelines
Scanning Environment:• There should be one central location where scanning will take place;
individual schools should not be allowed to scan documents [EXCEPTION: districts with only one school participating.]
• If systems with only one school participating in local scanning choose to have all scanning take place at that school, the School Test Coordinator should be designated to scan documents and supervise scanning at the school level.
Procedural Guidelines
After Scanning:• Immediately after scanning, the System Test Coordinator must submit the file to
Pearson for reporting.• Submit the file only ONCE. • The System Test Coordinator is responsible for the secure delivery of results to
schools. • A centrally located secure (and dry) area must be available for storage of scanned
answer documents after completion of scanning. These documents remain secured test materials even after scanning is completed.
• DO NOT SEND SCANNED ANSWER DOCUMENTS BACK TO PEARSON. In the event that scanned documents are inadvertently returned to Pearson, systems run the risk of documents being re-scanned by Pearson which will create problems with the scoring process and will delay system and state reports.
• Test Booklets must be returned to Pearson. Please ensure there are no Answer Documents in the books before returning them.
Procedural Guidelines
• All System Test Coordinators and certified personnel responsible for scanning End-of-course Tests (EOCT) must sign a Certification of Adherence to Local Scanning Procedures form.
• Please remember that this form:– can be found on the EOCT Resources portlet; and – must be kept on file in the System Test
Coordinator’s office.
CERTIFICATION OF ADHERENCE TO LOCAL SCANNING PROCEDURES
CERTIFICATION OF ADHERENCE TO LOCAL SCANNING PROCEDURES
Important Dates
• Spring 2011 Testing Administration– April 25, 2011 – June 3, 2011
• Summer 2011 Testing Administration– June 20, 2011 – July 22, 2011
• Summer 2011 Local Scanning Enrollment Window– March 21, 2011-April 1, 2011
Frequently Asked Questions
1. When scanning a batch, I receive a message prompting me to Create, Replace, orAppend.If you are scanning a batch that’s already been scanned, but has not been sent to Pearson, you will be prompted to do one of the following:
Create: a new batch ID will be created for the documents being actively scanned.Replace: the previously scanned batch will be replaced with the newly scanned batch. Append: new records will be added to the original scanned batch.
2. When scanning a batch, I received an error message stating the batch has already been sent to Pearson and cannot be changed by scanning new or re-scanning previous answer sheets.
Once a batch (Class ID Sheet with Answer Documents) has been sent to Pearson, you are unable to scan the batch again. A transmitted batch cannot be changed.
Frequently Asked Questions
3. When uploading a batch, I received an error message stating the selected batch has already been sent to Pearson and cannot be sent again.
Once a batch (Class ID Sheet with Answer Documents) has been uploaded to Pearson, the batch has already been sent, and cannot be uploaded again.
Frequently Asked Questions
4. I received an error message indicating the scanner has stopped, and a specific examination cannot be added to a different batch.
This message occurs if an Answer Document has already been scanned in a previous batch. An Answer Document can only exist in one batch. Two options exist when this message occurs:a) The “Resume Scanning” button will act as if the duplicate Answer Document does not exist and will not scan it again. b) The “Stop Scanning” button can be used if you want to remove the Answer Document that’s already been scanned in another batch, allowing you to scan it in this batch. You can only do this if the batch it was originally scanned in has not been sent to Pearson.
• Select “Stop Scanning” and remove the batch you are currently attempting to scan. Set it aside. • Locate the batch that was scanned that had this Answer Document in it. Rescan that batch
(without the Answer Document) and select “Replace” when prompted. • Rescan the batch that was set aside. Since you’ve removed the Answer Document
from the other batch, you will be allowed to scan it in the current batch.
Frequently Asked Questions
5. I received the below error message indicating the scanner has stopped, and a specific examination cannot be rescanned because it’s already been sent to Pearson.
This error message indicates that a Answer Document that you are trying to scan has already been scanned and sent to Pearson in another batch. No changes can be made. Select the “Resume Scanning” button and the scanner will act as if the duplicate Answer Document does not exist, and will allow you to continue the scanning of the current batch.
Frequently Asked Questions
6. Can I scan multiple Class ID sheets within the same “batch”?
No. One Class ID sheet and the corresponding answer documents below it equal one batch.
7. I am getting Software Installation (JIT) Errors when I try to install the scanning software.
These errors arise from the failure of the client operator to have sufficient computer authority to install software. Make sure the operator has sufficient access rights to perform the installation. Your system’s technical support contact should be able to help with this error.
8. I am getting FTP Communications Errors.
These errors are usually caused by system configuration issues. Contact your system’s technical support. The most common causes of FTP communication issues are:
• Failure to open an FTP path through the local firewall• Use of Proxy servers requiring a reconfiguration of Windows Internet
Explorer.
9. My scanner is not reading the barcodes. Barcode reader errors can have several different causes. If you are having issues with barcodes, take the following steps:
• Make sure the barcode reader is correctly positioned to read the bar code on the answer document. The correct setting for your barcode reader is 6.8. You may need to alter this standard setting very slightly once you’ve confirmed the barcode reader is correctly positioned to read the bar code.
• Many scanners have a hardware diagnostic for determining the state of the bar code device. See your scanner documentation for information on the availability of this tool.
10. I am getting an ‘Invalid Form ID’ error. Form ID errors result from the scanner not recognizing the document that is being scanned. If you received this error, check for the following:
• Incorrect placement of documents in the hopper. Make sure documents are placed face up with the bottom of the document feeding in first.
• Invalid documents. Only the documents sent with your Spring 2011 materials should be used.
• The scanner is not configured to read the EOCT answer documents.
Frequently Asked Questions
Contacts
Georgia Department of EducationMelissa Faux Tony Eitel404-656-5975 [email protected] [email protected]
PearsonSue Boeckmann Robin Jindrich-Cecil888-705-9414 x 21-4282 888-705-9414 x [email protected] [email protected]
