Schoolnet School-Based Scanning Guide

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1 Schoolnet School-Based Scanning Guide

2 For questions about printing and scanning answer sheets, please contact the Schoolnet Customer Support Center by phone at ( SNHD) or via at The Customer Support hours of operation are Monday through Friday, 7:00 a.m. to 7:00 p.m. (ET). For issues with the Lexmark ATS scanner, or other issues with computer hardware, please contact the DIIT help desk at Copyright 2013 by The New York City Department of Education. May not be used for commercial purposes.

3 Table of Contents Important Information: Please Read First... iv Additional Help... v Log into Schoolnet Assign Tests to Courses (Test Coordinator/School Administrator) Print Answer Sheets Generate Answer Sheet PDF File...4 Generate Answer Sheet File (Test Coordinator Instructions)... 4 Generate Answer Sheet File (Teacher Instructions)... 5 Download File...6 Blank Answer Sheet Example...7 Verify Adobe Settings Prior to Printing Answer Documents...8 Perform Scan Test of Answer Sheet Before Administration (Important)... 9 Perform Scan Test...9 Check Answer Sheets for Proper Marker Placement...10 Check Print Quality of Barcode...11 Scanning Instructions Score Constructed Responses...12 Check Materials Scan Answer Sheets...13 Review Printed Scan Status Page...14 Troubleshooting Errors on Printed Scan Status Page Examples of Error Messages Schoolnet School Based Scanning Guide iii

4 Important Information: Please Read First Printing Print in black and white. Do not print in color. Do not use settings designed to save ink. Sufficient contrast is required for your pages to be read by the Lexmark scanner. Print single-sided. Scanners cannot process double-sided answer sheets. Barcode must be crisp. Smudgy or faint barcodes prevent student results from appearing in Schoolnet. Adobe Print Settings Use the following print settings in order for answer sheets to successfully load into Schoolnet. All five timing marks (dots) must be visible, approximately 1 from top edge and ¾ from left edge. See the Printer Settings section in this manual for further details. Adobe Reader up to version 9: Page Scaling: None Auto-Rotate and Center: checked Zoom should be 100% Adobe Reader versions 10+: Size Options: Actual Size Orientation: Auto Portrait/Landscape Do not photocopy blank answer sheets. One blank answer sheet with Test ID, school name, teacher name, and section will be printed out with each answer document PDF file. If you require additional blank sheets, please reprint the blank answer sheet from the file. Conduct a pre-administration scan test of your answer document prior to administering to students to make sure it is accepted by the Lexmark scanner (see Page 9). Administration and Scoring For scoring rubrics see the Assessment Overview (available for CCLS aligned central assessments). Recommended: For assessments with multiple choice and constructed response items, teachers can bubble in their scores on the answer document in the teacher section prior to scanning. Important: If a teacher prefers to manually input scores online, do so AFTER the student results for multiple-choice items appear in Schoolnet. If a teacher manually enters constructed response scores before the student results for multiple choice items appear, the teacher s scores will be erased. Important information continued on next page. iv Schoolnet School Based Scanning Guide

5 Scanning Results will be available in Schoolnet within 5 business days of scanning. If you do not see your results within five days, contact the Schoolnet help desk. Do not scan answer sheets for students who are absent. Do not scan blank answer sheets. For multiple page answer documents, scan all pages for a student in the same scan batch. Make sure scan glass is clean. Dirty glass may prevent the barcode and/or student responses from being read. Supported Lexmark ATS Scanner Models Schoolnet school-based scanning is currently supported on the following models of Lexmark ATS scanners: Lexmark X646 Lexmark X656 Lexmark X738 Lexmark MX711 If you have a different scanner model, please contact the Schoolnet Help Desk at ( SNHD). Additional Help For help with Schoolnet and school based scanning, please contact the Schoolnet help desk on ( SNHD) or at Monday through Friday, 7 a.m. to 7 p.m. (ET). Schoolnet School Based Scanning Guide v

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7 Log in to Schoolnet Log in at https://nyc.schoolnet.com. Please enter the username and password that you use for and the DOE systems. For example: if schools.nyc.gov is your address, then jsmith524 will be your username. After entering your log in credentials, you will be taken to the My Schoolnet page. Schoolnet School Based Scanning Guide 1

8 Assign Tests to Courses: Test Coordinator/School Administrator In order to print answer sheets, tests must first be assigned to classes by the testing coordinator, the school administrator, or the principal. To learn how to assign tests in Schoolnet, refer to the Test Coordinator s Guide for Assigning Tests to Courses, available on the My Schoolnet home page, the Periodic Assessment Intranet page, and from the Schoolnet help desk. Print Answer Sheets To generate a PDF file for pre-slug answer sheets from the My Schoolnet home page, hover your mouse over the Assessment Admin link and click Find a Test. Hover your mouse pointer over the Assessment Admin link and click Find a Test. 2 Schoolnet School Based Scanning Guide

9 Find the test for which you would like to print answer sheets by searching for the test name or filtering results by subject and/or grade level. Locate your test name and click the blue hyperlink. Use the filter options at the top of the screen to drill down to a specific test. The test(s) will display at the bottom of the page. Locate your test name and click the blue hyperlink. Under the Actions tab, click Answer Sheets. Click the Answer Sheets hyperlink. Schoolnet School Based Scanning Guide 3

10 Generate Answer Sheets Test coordinators and school administrators can print answer sheets for the entire school or on behalf of teacher for specific classes. Teachers can print answer sheets for their specific classes. The Generate Answer Sheet button creates PDF file with a cover sheet, answer sheet for each student in the section, and a blank answer sheet you can use for a new student. Important: Do not photocopy blank answer sheets. One blank answer document with test ID, school name, teacher name, and section will be included with each PDF file. If you require additional blank sheets, please reprint the blank answer sheet directly from the PDF file. Photocopied answer sheets may cause issues during the scanning process. Generate Answer Sheets: Test Coordinator/School Administrator Instructions Click the Section tab to choose the sections(s) that will take the test and click the Generate Answer Sheet button. Note: It is not recommended that you use the School/Grade tab to print answer sheets. Printing answer sheets by the School/Grade tab will generate answer sheets for the entire grade without separating information by section. All students will appear alphabetically and need to be separated by section manually. Please use the Section tab only. The Section tab will show the available section(s) for testing. To print multiple sections or all sections for an entire grade, please click the check boxes next to the desired sections. 4 Schoolnet School Based Scanning Guide

11 Generate Answer Sheets: Teacher Instructions Teachers can generate PDF answer sheets for each section, one section at a time. Please follow the steps below: Using the Filter By dropbox, select the section. Click Generate Answer Sheet. Schoolnet School Based Scanning Guide 5

12 Download Answer Sheets: Test Coordinator/School Administrator and Teacher Once the file is loaded and ready to be opened, a red notification circle will indicate that the file is ready to be downloaded. Notice the indicator circle will become red with one (1) report ready. Click the red notification circle and then click Download it now. Click the indicator circle which will give you the option to download the file. Select Open to view the document and print, or click Save to save the document to your computer to view and print later. 6 Schoolnet School Based Scanning Guide

13 The cover page will outline the course, subject, section, name, and class period and be followed by answer sheets. Blank Answer Sheet Example Student ID must be left aligned. Student must bubble in the corresponding numbers for their Student ID. The teacher or student will need to write the student s LAST NAME, FIRST NAME. The teacher or student will need to write the date. Note: This example is for the blank answer sheet found at the end of the section batch. The individual answer documents for students in the section will be pre-slugged with Student ID, Student Name, Teacher Name, and School. Schoolnet School Based Scanning Guide 7

14 Verify Adobe Settings Prior to Printing Answer Documents It is highly recommended that Adobe Reader is used for printing answer sheets from Schoolnet. The following printer settings need to be used in order for answer documents to be uploaded into Schoolnet. Note: Failure to use the designated print settings could result in answer documents being rejected or not loading into Schoolnet. When a user prints out pre-slugged answer sheets for the students within the section, it also creates a BLANK answer sheet. If you require additional blank answer sheets, please reprint the blank answer sheet from the file. Do not photocopy answer sheets. Photocopied answer sheets may cause issues during the scanning process. Note: If answer sheets are more than two pages, ensure that your printer settings are set to print single-sided pages. Use the following settings with Adobe Reader (up to version 9): Page Scaling: None Auto-Rotate and Center: checked Zoom: 100% Use the following settings with Adobe Reader (versions 10+): Size Options: Actual Size Orientation: Auto Portrait/ Landscape 8 Schoolnet School Based Scanning Guide

15 Perform Scan Test of Answer Sheet Before Administration to Students Prior to administration, confirm the quality of your answer documents and check that they will be accepted by the Lexmark scanner, as described below. Instructions for scanning can be found on Page 12. Print the answer documents for your section and find the blank answer sheet at the end of the batch. If you have a multi-page answer sheet, use only the first page for this test. Scan the single blank answer sheet, with no student ID populated, on your Lexmark scanner using the Scan To Schoolnet button. Do not scan with any other pages. If your page is correctly printed, you will receive a success message (see example below); your batch of answer documents can be administered. If you receive an error message (see example below), carefully check your Adobe print settings and review the Troubleshooting Errors section (see Page 15), re-print your documents, and attempt to scan again. If you still receive an error message, contact the Schoolnet help desk for assistance. Schoolnet School Based Scanning Guide 9

16 Check Answer Sheets for Proper Marker Placement Incorrect print settings may cause the markers to appear on the wrong place on the page; therefore the sheet will be rejected. Each page has five timing marks. Correct All 5 markers (dots) visible, approximately 1 from the top and 3/4 from the left side, consistent margins from the edge Incorrect Page skewed Incorrect Markers too close to edge and/or missing Incorrect Page is not centered Incorrect Markers are too close to the edge of paper 10 Schoolnet School Based Scanning Guide

17 Check Print Quality of Barcode After printing, visually check your barcode to ensure the lines are crisp and there are no smudges. Answer sheets with poorly printed barcodes may be rejected during processing. Example Issue Resolution No issues barcode has crisp, dark lines Ready to scan. Barcode is too faint Barcode is smudged and lines blend together Barcode is wavy and appears to have shifted along horizontal Print in black and white. Do not print in color. Do not use save ink print settings. Check ink levels. Use printer with higher resolution. Do not use ink jet. Increase DPI in Adobe print settings. Recommended: 600 DPI. Ensure printer is properly maintained and not dirty. Possible mechanical problem with printer. Contact school tech support who handles printer issues, or DIIT at For support with printer hardware, contact DIIT on Schoolnet School Based Scanning Guide 11

18 Scanning Instructions Score Constructed Responses Check that the teacher has bubbled in the constructed-response scores in the Teacher Use Only section on the answer sheet. For information on scoring constructed responses, see the Assessment Administration Manual available within Schoolnet. For assessments with constructed-response items, teacher can bubble in their scores on the answer document in the teacher section (recommended) prior to scanning. If a teacher prefers to manually input scores online, do so AFTER the student results for multiple choice items appear in Schoolnet. If a teacher manually enters constructed-response scores before the student results for multiple-choice items appear, the teacher s scores will be erased. Check materials There are some conditions that interfere with the electronic scoring process. Please check answer sheets for any of the following: scratch paper tape of any kind Post-it Notes staples pins paper clips If You Find This Marks in the barcode Two answer choices selected in a question Erasure not complete for any bubble Blank Answer Sheet: Student ID Remove them. Then Do This: Erase the marks in the barcode. Erase the stray marks on the page. Review bubbling by students and ensure only one bubble per answer has been chosen and erasures have been completed without any stray markings. If this is a blank answer document, please make sure that the student has bubbled in the Student ID correctly. 12 Schoolnet School Based Scanning Guide

19 Scan Answer Sheets on the Lexmark ATS Scanner 1. Teacher locates a Lexmark ATS scanner within the school that contains the Scan to Schoolnet icon. 2. Teacher presses the Scan to Schoolnet icon on the Lexmark ATS scanner. Select the Scan to Schoolnet icon 3. The teacher is prompted to load the answer sheets into the document feeder and press the Scan button. Click the Scan button to begin scanning. 4. The Lexmark ATS scanner will scan each page; once the last page is scanned, the Lexmark ATS display changes to say: scanning...submitting... processing. This process can take anywhere from a few seconds to a few minutes depending on how many pages were scanned. During this time, the ATS screen will not allow the user to scan any more documents. Schoolnet School Based Scanning Guide 13

20 5. Once the processing completes, the Lexmark ATS Scanner will display an on-screen message letting the user know the status of uploading the file to Schoolnet. Upload Successful Message: Upload Failed Message: Review Printed Scan Status Page and Resolve Errors Review the printed scan status page. The printed status page will indicate which, if any, of the pages in the scan were rejected. These errors will need to be addressed in order for the student results from those particular pages to appear in Schoolnet. See Troubleshooting Errors for more information. Important: Please review even if your upload is successful. It is possible that some pages may have errors (e.g., Student ID errors). These errors will need to be addressed in order for the student results from those particular pages to appear in Schoolnet. If no errors are listed, you are finished. 14 Schoolnet School Based Scanning Guide

21 Troubleshooting Errors Errors identified on the printed scan status page must be resolved for student results for those answer documents to appear in Schoolnet. Issue Type Printed Margin Error Barcode Read Error Student ID Read Error Upload Failed No printed scan status page Additional Information and Issue Resolution Answer document was printed with incorrect print margins. See Page 8 to verify print settings. It is highly recommended you perform a scan test (see Page 9) of an answer sheet from each batch prior to administering to students. Re-print answer sheets with correct print settings and re-bubble, or manually enter student responses online. Smudged or faint bar codes cannot be accepted. Check that scan glass is clean. Check quality of printed barcode and contact DIIT if your printer is printing smudges. Re-print answer sheets with correct print settings and re-bubble, or manually enter student responses online. Check that bubbles are correctly filled, and that there are no missing bubbles (student IDs are 9 digits long) or double bubbles. Check that there are no stray marks or incomplete erasures. Once issues are resolved, re-scan. If there are errors are noted on scan status page, resolve errors and re-scan. If no errors are noted on scan status page, contact DIIT on You may have a server connection problem Check that there is paper in the scanner. If there is paper, contact DIIT on You may have a server connection problem. Schoolnet School Based Scanning Guide 15

22 Examples of Error Messages Errors listed here. Review indicated pages and resolve issues for results to appear in Schoolnet. 16 Schoolnet School Based Scanning Guide

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