Prepare Answer Documents for Scanning

Student answer documents provide the source of information to be scanned. The documents must be in scannable condition in order for the information to be read correctly by the scanner. To prepare answer documents for scanning, perform the following tasks, which are detailed below:

●     Slit Answer Documents

●     Check Answer Documents before Scanning

●     Arrange Answer Documents in Proper Order and in Batches

Slit Answer Documents

Only individual, loose-leaf sheets can be scanned. If you are scanning answer documents that contain seams, such as test booklets (Iowa Assessments™ or CogAT® Levels 5, 5/6, 7–8) or answer folders (Iowa Assessments Levels 9–17/18), then you must cut the documents to prepare them for scanning.

It is recommended that you use a slitter machine for this process.

To slit answer documents for scanning:

➔    Cut the answer documents according to the slitter machine instructions.

 

Important:

When cutting the answer documents, be careful not to cut into any of the following:

–      answer circles

–      barcodes (the series of vertical bars located on the inside seam of the page)

–      timing tracks (the horizontal black bars running along the side of the page)

–      "skunk marks" (the black bars running along the top of the page)

Cut the inside seam of the pages no more than 1/8 of an inch.

After cutting answer documents, keep all pages of a student’s answer document together in the correct order sequence that it appeared prior to cutting.

 

Check Answer Documents before Scanning

To check the answer documents:

1.    Inspect each answer document for damage. Look for tears, creases, or water damage. If damage is extensive, transfer the student name and answers to a new answer document. Have another staff member verify the transfer.

2.    Examine each answer document for proper marking, and verify the following:

–      Marks are made using a No. 2 pencil.

–      Dark response marks are made in the answer circles.

–      Changed answers are erased completely.

3.    Erase all stray marks completely.

A stray mark is any mark that is not intended to be used for any scoring purpose. Stray marks can interfere with document processing, causing delays or affecting student results. Check for marks in these areas:

–       marks covering answer circles that are not responses

–      marks covering the timing tracks on the side of the page

–      marks covering the "skunk marks" on the top of the page

 

 

Arrange Answer Documents in Proper Order and in Batches

To arrange the answer documents:

1.    Keep all pages of each student's answer document together and in sequential order.

2.    Divide the answer documents into batches containing no more than the maximum sheet capacity of your scanner (usually 40 to 50 sheets). You can scan multiple batches of answer documents during a session, but note the following:

 

Important:

When dividing multi-page answer documents into batches, keep all pages of a student’s answer document together. Do not split a multi-page answer document for a single student across more than one batch.

 

Tip: Although you can combine answer documents for different assessments and classes into a single batch, you may find it easier to resolve errors later if all answer documents in a batch are for the same assessment.