TEKScore: Scanning & Scoring

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1 Note: TEKScore: Scanning & Scoring DMAC offers four ways to collect student answers on local assessments: 1. OMR scanning with precoded Scantron forms/scanners 2. Plain Paper scanning by printing and uploading your own answer documents 3. Manual entry of answer documents through Documents/New 4. Online via NEW Online Student Response System This handout refers to scanning Scantron foms; however, the process for scoring and looking at documents is the same for both options. For additional instruction on Plain Paper scanning, please refer to DMAC s training material section or call the DMAC Help Desk at Prior to Scanning: 1. All software that came with the scanner must be installed on the computer it is connected to. If you don t have the CDs, you can install the software at Scroll down and choose INSIGHT, choose insight 20 and insight30 Drivers and Scanner Utilities v1.3 and choose Update File. Follow the installation instructions as provided by Scantron. If you have any problems installing the software, please call Ensure your web cam is disabled. The insight20 and your web cam are both imaging devices and will cause the scanner not to work properly if the web cam is not disabled. Log in to DMAC Solutions at *Teacher passwords are automatically generated based on class roster uploads sent to DMAC. The DMAC District/ Campus Administrators can create logins for other user roles. Click on TEKScore Select Scanning from the menu at the top, or from the Main Menu Created: 6/1/13 Reviewed: 6/23/15 Revised: 6/23/15

2 DMAC Solutions: TEKScore: Scanning & Scoring Page 2 of 10 The Scan Menu contains the following options. Scan Online Scan Offline Scan History Upload Scan File A Note About Scanners: TEKScore uses OMR (optical mark reader) scanners. Originally, two companies produced these types of scanners, Pearson and Scantron. In 2008, Scantron s parent company purchased the scanning and hardware division of Pearson. If you have a scanner produced before then, your scanner may have a Scantron label or a Pearson label. However, all scanners produced by Scantron since then have been shipped with the Scantron label, even though they may be using the Pearson technology. If your scanner model is an OpScan, you should choose the Pearson version of the ActiveX control. If your scanner is a ScanMark model, you should choose Scantron ActiveX control. If you are unsure as to which ActiveX to use, please contact DMAC Helpdesk at for assistance. Scanning ActiveX Note: If you are going to scan documents online in real-time, the person scanning must have Internet Explorer and ActiveX installed. Choose the appropriate scanner type Choose Active X Status Check status If not Installed 1. Chose Download ScanToolsPlusLinkRuntime.exe 2. Save this software to your desktop 3. Click Run (this may take a few minutes) 4. Choose Install TEKScore ActiveX Control 5. Click Install 6. Click Retry 7. Click Install 8. When the Status reads Installed, you are ready to scan 9. Click the Scan link at the top right to go straight to online scanning

3 DMAC Solutions: TEKScore: Scanning & Scoring Page 3 of 10 Scan Online Setup Choose the appropriate scanner type The Scan Online window above contains the following options. 1. Form Type (TAKS/STAAR alternating or non-alternating) This is determined by the Test Key. If all the answer choices on your test are A-E, choose non-alternating. If the even numbered test items have the answer choices F-K, choose alternating. Note: We will have the TAKS dropdown available in order for districts to utilize their remaining inventory of forms. The forms are different formats based on the tests; however districts can still use both types (STAAR forms - 80 questions or TAKS form - 60 questions) 2. Scan click to begin the scanning process 3. Score click to score documents 4. Scanner click to check if you have communication between the computer and the scanner 5. Data File DMAC Helpdesk may refer you to this tab for troubleshooting 6. Application NOTE: If you are experiencing difficulty connecting your scanner and computer, please contact DMAC Helpdesk at for assistance. Scanning Online When you have established communication between the scanner and your computer you are ready to start scanning documents. 1. Place documents in Scanner 2. Choose the Form Type (TAKS/STAAR alternating or non-alternating) 3. Click the Scan button to begin the scanning process As the documents feed through the scanner, the records will appear in the scanning window. You should see the Test Key Code, your Campus ID, the Class Record ID (the same for every student in the class), the Student ID and even the Responses. Example: If one of the responses is an asterisk (*). This indicates that the scanner could not determine the student s answer. Either the item was left blank, or more than one response was chosen. When you have finished scanning a batch of forms, this message will appear. Click Stop to close the Scanner Error window or if you are not through scanning, place more documents in the scanner and click Resume. When Finished, click the Score button in the scanning window.

4 DMAC Solutions: TEKScore: Scanning & Scoring Page 4 of 10 Scan Offline To Scan offline documents you must first download the ScanTools Application and Job Files Browse allows you to search your computer for the document(s) you scanned Click Upload to import the document(s) you scanned TEKScore was designed for the seamless integration of online scanning. However, occasionally there may be special circumstances when stand-alone scanning is the only option. If you are experiencing difficulty with scanning online, please call our technical support specialists at ( ) for assistance. They will help you troubleshoot your scanning issues as well as walk you through setting up scanning offline, if necessary. Scan History DMAC Solutions is committed to the concept of never having to re-scan. Therefore, TEKScore includes the Scanning History component. Every time you scan a batch of documents, a copy of the file is saved on our servers. In the event that the scored documents need to be deleted and re-imported, you can click on Scan History and find the date when you originally scanned the documents. A list of files will be displayed on the right. The file information will include the time the documents were scanned as well as the number scanned and the number scored. Click on view to send this file to the Scoring Documents page.

5 DMAC Solutions: TEKScore: Scanning & Scoring Page 5 of 10 Scoring Documents You can view and modify all the documents you have scanned before they are imported into the database and scored. The following features are available on the scoring page: 1. Student Document List - contains a list of all documents that were scanned in the current batch. A indicates that the document is valid and will be scored. An unknown lets you know that There is an error on that record. It will not be scored or imported into TEKScore. 2. Edit Wizard - allows you to edit an entire batch of documents at once. 3. Session - includes the total documents scanned, the number scored, the number of valid documents, as well as the number of errors. 4. Results - allows you to view student results after they have been scored 5. History - allows you to access your Scanning History. 6. Header Information - includes all the information necessary to identify the Test Key, the Campus, the Student, and the Class. Both the Test and Campus fields are drop down lists. The Student ID and Class ID fields will allow you to type the ID directly into the box or click the magnifying glass link to open up a search window. NOTE: the Class ID is the same for every student in that class. Therefore, you can easily copy it from another student s scanned form. 7. Save Changes - allows you to save any changes you have made to the student document and update the record to make it valid. 8. Score Document - allows you to score this document only. 9. Score - click to score all the documents you have scanned in this batch. An additional advantage to the gatekeeper feature is the recognition of duplicate records. If you have already scanned and scored a batch of documents, the software will not allow you to import them again. They are marked with a strike-through font and the Score Documents icon is disabled.

6 DMAC Solutions: TEKScore: Scanning & Scoring Page 6 of 10 Documents When you click the Score button on the Scoring Documents page, your scanned documents will be scored immediately. Click on Results to see the documents. The features on this page include: 1. Check Boxes - use to specify which documents to use with the options in #3. 2. Column Headings - describe each column heading in the list. These are sortable. Click once to sort in ascending order. Click twice to sort in descending order. 3. Document Options - includes a wide variety of tasks that can be completed for one or many documents. Print - choose to print the list of documents as you see them on the screen or batch print student documents for the selected students in the list. Report - use this option to go directly to the Reports section of TEKScore. Export - select Export to pull your records out of TEKScore to use in other programs such as Excel. New - manually create a document by choosing New. Edit - make changes to a batch of documents at once by selecting the Edit option. (more information in the Edit Docs section) Delete - choose to delete selected documents. Search - create custom queries for specific groups of students on the Search page. 4. Individual Documents - use these functions to work with individual documents. allows you to view the details of the document. converts the individual document to a pdf for printing. deletes the document (NOTE: a user can only delete documents they personally either scanned or entered manually). 5. Document Count - the number of documents in the appearing in the list.

7 DMAC Solutions: TEKScore: Scanning & Scoring Page 7 of 10 Search When using the Document Search component of TEKScore, always remember that less is more. The less criteria you use for your search, the more documents you will see displayed in your list. The Document Search feature in TEKScore provides a variety of options for creating custom queries. The following fields are available for searching: 1. Test Year - choose a school year from the drop down list. The Year automatically displays the current school year. 2. Test Key Code - select a test from the drop down list. You can choose to filter the list of Test Keys by clicking the filter icon. See #5 under Documents. 3. Teacher - select any of the following: Coded Teacher - select documents based on the teacher pre-coded to the scan form. Current Teacher - select documents based on any teacher listed in Utilities. Teacher Name - choose documents for a specific teacher. Notice the * at the bottom of the page. You may enter a partial name for a wildcard. (Ex. Ma would select documents for Marshall, Martin, etc). 4. Performance - choose a range of scores or Met Standard (Y/N). 5. Location - the list of campuses displayed in the drop down box will depend on your user profile. If you have a district account, all campuses should appear in the list. Otherwise, only your campus will be listed. 6. Student - choose from the following options: ID - enter a valid state Student ID (the partial feature works for this as well). Grade - choose the grade in which the student is enrolled in Utilities. First Name/Last Name - you can use the partial name for a wildcard. 7. Scoring - search for documents based on attributes of the document itself. First Name/Last Name - select documents based on the DMAC user who either scanned and scored or manually entered the documents (partial name wildcard applies) Dates - enter beginning and ending dates (for the time frame in which the documents were scored) in the text boxes or select dates by clicking on the calendar icons to choose dates. 8. Demographics - expand/collapse the list of demographic fields to use for search criteria. Choose either Coded Demographics (the values at the time the form was pre-coded) or Current Demographics (may be different if your Class Roster has been updated).

8 DMAC Solutions: TEKScore: Scanning & Scoring Page 8 of 10 Edit Documents TEKScore s Edit Wizard allows you to edit multiple documents in one batch operation: 1. From the Results screen choose Edit in the upper right of the screen. 2. Select the test Key you wish to edit by choosing the Test Key Code. 3. Select the specific documents by clicking the check boxes on the left of each record. You can choose all the documents by clicking on the check box at the top left. 4. Select the type of change you wish to make to the documents. 5. Click the Save button to save your changes or click Cancel to exit back to the Document List. TEKScore was designed for the seamless integration of online scanning. However, occasionally there may be special circumstances when stand-alone scanning is the only option. If you are experiencing difficulty with scanning online, please call our technical support specialists at ( ) for assistance. They will help you troubleshoot your scanning issues as well as walk you through setting up scanning offline, if necessary.

9 DMAC Solutions: TEKScore: Scanning & Scoring Page 9 of 10 Individual Student Document The individual Student Document in TEKScore provides a detailed account of the results of this benchmark for this student. Many parts of the document are editable and include additional links for more information. Each section is described below. If you are in the Document Search Results window, click on magnifying glass on far right. 1. Student -The Student section of the Document displays the student s Name, Grade, and Gender. Click on the View Tests link at the top to see a complete history. 2. Demographics - The demographics shown on the Student Document will be a snapshot of the information in the student record in Utilities at the time of the test. However, you can edit the demographics by clicking on the link at the top. Click the Update button at the bottom left of the pop-up window. 3. Test - The Test portion of the Individual Student Document is the same as the header information on the test key itself. You can Replace (or re-score) the test with a different test key and Print the test. Clicking Print will produce a PDF of the Individual Student Document. Click the Replace Test link at the top to display the pop-up window. Choose the new test key from the drop down list and click the Select button. 4. Class - The Class information displayed is that pre-coded to the answer document. The option for this section is Replace Class. Choose this option if you wish to move the student s results from one class to another. Click the Replace Class link at the top to display the pop-up window. Choose the new class from the list and click the Select Class button. NOTE: The student MUST already be enrolled in that class for it to show up in the list. 5. Results - The Results section contains the student s performance on the assessment as well as the scoring date and time stamp and the account information of the scorer. This is important because the student s document can only be edited or deleted by person who scanned and scored that document. 6. Responses - Click Edit Responses at the top right of the Responses portion of the Individual Student Document. Change the response and click the Save button. Remember that you can only change the record if you were the one who scored this document, either by scanning or by entering the record manually.

10 DMAC Solutions: TEKScore: Scanning & Scoring Page 10 of 10 Export The Export feature allows you to save your data as a text file to be used in a format outside the scope of TEKScore and provides the following options: Format - Tab Delimited (.txt) or Comma Delimited (.csv) Fields - All the fields in the individual record are listed and categorized by type. You can choose specific fields or click the all fields box to choose all of them. View the different types of fields by clicking on the tabs across the top. Options - Choose to add Column Headers and Text Qualifier. The Text Qualifier will add quotation marks around each value in the record. This is especially important if you choose to use commas as your delimiter and a comma appears within the text of one field; in which case your data will export incorrectly. For additional training and assistance, please contact your DMAC regional contact or call by Region 7 Education Service Center. All rights reserved. This material may not be reproduced, displayed, modified or distributed without the express prior written permission of the copyright holder. For permission, contact cbarton@esc7.net.