lote checkpoint a and checkpoint b exams scanning, … processing 2013.pdfm.a.a.r.s –...

M.A.A.R.S – Monroe/Orleans Accountability, Assessment and Reporting Services 1

LOTE Checkpoint A and Checkpoint B Exams

Scanning, Scoring, and Reporting

June 2013


LOTE Processing Database and Teleform

Table of Contents

1. Processing Database and Teleform Quick Reference ................................... p3

2. Database Menu Overview ............................................................................. p4

3. Set up the LOTE A or B answer sheet form in Teleform Designer .............. p5

4. Import the Student Demographic file in the Processing Database ................ p6

5. Add a single Student Demographic record ................................................... p7

6. Scan and verify answer sheets in Teleform................................................... p8

7. Import scanned data ...................................................................................... p8

8. Scoring a Test ................................................................................................ p10

9. Re-Score Test ................................................................................................ p11

10. Update Student’s Raw Score ......................................................................... p12

11. Reports .......................................................................................................... p13

12. Export Final Data .......................................................................................... p14


LOTE Processing Database(s) and Teleform

Quick Reference

The LOTE Processing Database contains Checkpoint A and Checkpoint B exams. Because eastside and

westside districts have different exams, there are two databases. You will have the database that contains

your Checkpoint B exams.

Notation in this document will refer to ‘LOTE Checkpoint A’ as ‘LOTE A’ and ‘LOTE Checkpoint B’

as ‘LOTE B’. The term ‘LOTE Processing Database’ applies to whichever database is being used.

1. Import LOTE A or B forms in Teleform Designer.

2. Import the student demographic file in the LOTE Processing Database.

3. Scan answer sheets in Teleform Scan Station. Make sure Teleform Reader is running.

4. Make corrections in Teleform Verifier.

5. Scanned data is imported into ‘tblresultsimport’ in the LOTE Processing Database.

6. Score the exam in the LOTE Processing Database.

7. Run reports and create an export file in the LOTE Processing Database.


Database Menu Overview

Student Data Import Student Demographic

Add Student Demographic

Import Scanned Data

Score Score Test

Update Student’s Raw Score

Re-Score Test

Reports View Reports

Export Export Final Data


Set Up Teleform Answer Sheet

1) Download Teleform forms, student files, and the LOTE Processing Database. - Create a folder on a network drive that you have access to.

- Download the Teleform ‘.tft’ files from the ‘2011-2013/LOTE/Forms folder on the Monroe FTP

site.

- Download the student demographic files with ‘final’ in the file name from the ‘Student

Demographic Files’ folder.

- Download the ‘LOTE Processing Database’ from the ‘LOTE Assessment Database’ folder.

2) Import the Teleform forms into Teleform Designer. - Open Teleform Designer.

- Create a folder to hold LOTE forms. Click on ‘File’ -> ‘Templates’, then right click on the

‘Templates’ folder and select ‘Add’. Enter a folder name to hold the form designs.

- Import the forms. Right click on the folder you just created. Select ‘Import’. Browse to the folder

on your computer where you placed the tft files. Select all tft files, then click OK. Respond to

prompts to add the files.


Import Student Demographic File

Make sure to use the student files with ‘Final’ in the file name downloaded from the FTP site.

From the Main Menu, click on “Student Data” “Import Student Demographic”

1. Select the CSV file format from the “Select a File Type”

2. Click on the “…” button to locate the demographic file.

3. Click on the “Import” button.

4. The message box “DONE” will pop up if the file imported correctly >> click OK.

5. Click on the “Exit” button to close the current form and return to main menu.


Add Student Demographic Data

Use this form when to add a student to your demographic file. Students that used blank answer sheets and

are not in the demographic file should be added before scoring.

From the Main Menu, click on “Student Data” “Add Student Demo”

1. Select the Test the student will be taking.

2. Enter the student’s information in the appropriate text boxes.

3. Click on the “Add” button to add the student to your demographic file.

4. Click on the “Exit” button to close the current form and return to main menu.


Scan and Verify Answer Sheets in Teleform

In Scan Station:

- Set up a scan job for each form before scanning the first batch of answer sheets.

- Scan answer sheets.

In Reader:

- Start Reader. This can be done before you start scanning. Leave Reader running until you’ve finished

scanning.

In Verifier:

- Process batches awaiting correction.

- Commit corrected batches.

Import Scanned Data

The AutoExport files have been defined as CSV files. The files will be written to the C:\MAARS\LOTE

Checkpoint A (Checkpoint B)’ folder

From the Main Menu, click on “Student Data” “Import Scanned Data”.

1. Select the test to be printed from the ‘Select Test’ drop-down menu.


2. Click on the “Browse” button to locate the scanned file.

3. Select the file named ‘JU13testname’ from the appropriate folder. Click on the “Run” button.

4. Click on the “Exit” button to close the current form and return to the main menu.


Scoring a Test

From the Main Menu, click on “Score” “Score Test”

1. Select Test.

2. Click on the “Score Test” button.


An error message “Missing Student” will pop up if a student cannot be found in the demographic file. If this

occurs you will need to:

1. Add the student data into the demographic file in the database (using the “Add Student Data” screen,

refer to page #7.

2. You will need to return to this screen to finish scoring for the missing student.

Note:

Do not use this screen to rescore a test if a key was changed. Use the “Re-Score Student Test” screen on the

next page.


Re-Scoring Tests

From the Main Menu, click on “Score” “Re-Score Test”

Only use this form if changes were made to the key after the test was already scored.

1. Select Test.

2. Click on the “Re Score Test” to update student’s score and raw score.



Update student’s Raw Score

From the Main Menu, click on “Score” “Update Raw Score”

1. Select Test.

2. Select Sub Test you want to update score.

3. Select Student.

4. Click on the “Magnifying Glass” button to load the student’s responses or the teacher’s score.

5. Make the needed changes.

6. Click on the “Update” button to update the selected subtest score and raw score.

7. Continue with another sub test you want to update OR select another student.

8. Click on button “Exit” to close the current form and return to the main menu.

Note:

Only use this form after you run scoring and want to update an individual’s score.


Reports

From the Main Menu, click on “Reports” “View Reports”

1. Select Test.

2. Select Report.

3. Select 1st Sort.

4. The second sort is not available for LOTE processing.

5. Click on the “View Report” button.



Export Final Data

From the Main Menu, click on “Export” “Export Final Data”

1. Select Test.

2. Click on the “…” button to locate a directory/folder to store the export file.

3. Click on the “Run” button.


Note: Export file will be in Excel format

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