Scanning steps
Once you've collected your answer sheets from students, you'll need to scan them into a single PDF file using a printer in your school. Most printers have a scan setting where you can feed the answer sheets into the printer, and have a PDF file with the images emailed to yourself. Once you have a PDF file with the scanned images of your answer sheets, open the Portal and upload the file into the correct assessment.
How to avoid scanning errors
The best way to avoid scanning errors is to ensure that the scan markers (the black boxes) in the corners of the answer sheet are visible on all pages before you upload the PDF file into the Portal. The scanning service relies on the scan markers to shape the page to specific dimensions so that it can then pull the data off the page.
As a recommendation, avoid stapling the answer sheets together before you feed them through the printer in your school, because removing the staples will likely distort the scan markers on the answer sheets.
Below you will find a few examples of answer sheets with cut off scan markers. The data pulled off these sheets will be inaccurate due to the markers being cut off.
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What happens once you upload your answer sheets into the Portal?
Once you upload your answer sheets, they will remain Pending until the next time the scanning service runs, which is every few hours or so. Once the process starts, the Portal will attempt to scan each page using the scan markers in the corner of each sheet, and sort them into different statuses, which you can view from the Review answer sheets page. You will be flagged that answer sheets Need Review from the main page.
Click Review sheets, which will take you to the Review Answer Sheets page.
Needs Review
Answer sheets in the Needs Review bucket are either distorted or blank because some or all of the scan markers could not be read, or they could not be associated with a valid student ID. See below for steps on how to correct.
Processing
Any answer sheet that you have corrected from the Needs Review bucket will move here until the next time the data processing runs.
Processed
Answer sheets in the Processed bucket were successfully scanned, and the student results associated with these answer sheets should be visible in the results dashboard.
Archived
Any answer sheet that you have manually archived will show up here. In some cases the scanning service auto-archives duplicate answer sheets that it finds for the same student for the same assessment. When this happens the scanning service preferences the most recent upload and auto-archives older answer sheets from prior uploads.
Correcting answer sheets with errors
Distorted or blank answer sheets
To resolve this issue you'll need to archive the sheet, and re-upload a better scan
In cases where some or all of the 4 scan markers cannot be read, the answer sheet output image will be distorted or blank. To resolve this issue you'll need to archive the sheet, and re-upload a better scan.
STEP 1: To archive the sheet, click the edit icon in the bottom right of the image, then select Archive. The answer sheet will move from the Needs Review to the Archived bucket.
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STEP 2: If the scan markers are visible and intact on the original answer sheet, rescan it through a printer in your school to get a better image. If the scan markers on the original answer sheet are not visible and intact, you'll need to re-bubble on a new answer sheet and then rescan through your printer.
STEP 3: Upload the better images back into the Portal. Upload into the same assessment you already created. The next time the processing runs, the newly uploaded file will overwrite any existing data or prior uploads for the same student in the same assessment, and the file should show up in the Processed bucket.
Incorrect student ID
To resolve this issue you'll need to assign a valid student ID
If the student ID cannot be read and matched to a student in you school, then you'll need to manually match the answer sheet to the correct student.
STEP 1: To archive the sheet, click the edit icon in the bottom right of the image, then select assign the correct student and click Submit Name. The answer sheet will move from the Needs Review to the Processing bucket, and one the next run it should move to Processed.
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