OMR Scantrons
General Information
CCIT has an NCS OpScan21 optical mark reader (OMR) which can be used to score tests, surveys, ballots or other forms using penciled-in marks on a preprinted form. The OMR machine will scan forms and store the data in temporary datasets on the mainframe or print out the results based on the selected analysis options. The datasets can be downloaded and then analyzed with a program such as Excel.
OMR forms to be processed by the OMR machine must be turned in to the Help Desk (Student Union underneath Harcombe) along with a completed "OMR Service Form" and "OMR Cover Sheet". The OMR Service Form is available from this web site. OMR Cover Sheets are available from the Bookstore here on campus or Maintenance Store. They are discussed in more detail below.
To see the status of your OMR test (whether or not it's been run and completed), go here.
Scantron sheets
Scantron sheets are the data entry sheets which are coded by filling in preprinted marks with a pencil. Forms to be used with the NCS OpScan21 must be NCS compatible (i.e. they must be able to be read by the OMR machine) and can be either standard forms or custom forms developed for a particular type of data. The University Bookstore has standard OMR Answer Sheets in stock. Other forms can be purchased directly from NCS, through office supply stores, or through Purchasing. For help in choosing a form, or developing a custom form, contact the CCIT Help Desk.
For standard tests and programs, there is a blue answer key sheet (the OMR Cover Sheet) and a purple answer sheet. The cover sheet is used to fill in information about the class, desired analysis options, and the answer key for test. The purple answer sheet is used by students, and is available from the University Bookstore and at various vending machines in the Cooper Library.
Scanner Programs
A scanner program is used by the OMR machine to determine which type of data is being coded, how many marks are allowed per row of data, the number of rows on the form and other information about a particular form or forms, as well as determining the format of the output records. A scanner program is required for each custom form or for a custom use of the "OMR Answer Sheet" before the OMR machine can interpret the data. CCIT has a standard Test Grading Program for the "OMR Answer Sheet" which is used for the standard scantron sheets mentioned above. For help with a custom program, contact the CCIT Help Desk.
CCIT Test Grading Program
As with all OMR forms to be processed, the forms should be turned in to the Help Desk with a completed "OMR Service Form" and an "OMR Cover Sheet". Once the forms are turned in, a CCIT staff member will schedule the job and have reports ready within 24 hours. Reports and original forms are considered confidential and should be signed for when picked up from the Help Desk. Reports may be picked up during posted Help Desk hours. Tests may also be delivered to reproved courier destinations.
Rejected Forms
Forms read through the OMR machine can be separated into accepted forms and rejected forms, depending on how the scanner program is written. Forms that do not meet the requirements as specified on the scanner program, such as missing an ID number, can be rejected. Rejections are most commonly caused by incorrect erasures, multiple marks where only one was expected, or no marks where one was expected.
Rejected forms are still written to the dataset, and the original forms are turned upside down on the stack for identification purposes. The number of rejected forms, as well as good forms, is written on the "OMR Service Form". These forms can then either be corrected and rerun or the output can be edited before subsequent analysis is done.
OMR Service Form
The "OMR Service Form" is required with any batch of OMR forms turned in to the Help Desk for processing. Information needed on this form includes the requester's name, computer username, computer account number, phone number, and scanner program name. The default scanner program name is STANDARD. Instructors that want test information put on diskette would need to FTP to the mainframe to download the file themselves. Any special programs will be assigned a scanner program name.
Several fields apply only to test grading. The TEST NUMBER field is used to print a test number on the front page of the analysis options listing. The WEIGHT NUMBER field is used to weight the final percentage score to a maximum of something other than 100%. For instance, a WEIGHT of 1.05 will define a maximum percent score on the test of 105%. A value of one (1) is used if no weight is indicated.
It is the instructor's responsibility to verify the results of a test. Problems can result from improper coding of the cover sheet, or rejected forms (see explanation under the section entitled "Rejected Forms"). The "OMR Service Form" allows the instructor to decide how to handle rejected forms by not producing reports if forms are rejected, or producing reports in spite of rejections. Rejected forms should be hand analyzed if necessary. All answer sheets (purple sheets) should be turned all facing the same way. If not turned the same way, these sheets will be rejected and have to be scanned again. Scanning sheets again will result in delay in preparation of the reports, meaning that it will take longer than 24 hrs to be processed.
There is a printable version of the OMR Service Form here.
You can find OMR Courier locations here.
