Exam Scoring

Table of Contents

1. Using The System

 
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  • Setting Up an Exam
     
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  • Administering Exams
     
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  • Processing Exams
     
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  • OS Request Sheets
     
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  • Setup of Course Evaluation/Data Analysis
     
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  • Processing of Course Evaluation/Data Analysis
     
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  • Course Evaluation/Data Analysis Request Sheets


    Setting Up an Exam

    In setting up an exam which will be processed by the OS system, you must comply with certain requirements as detailed below:

    1. Exam responses must be recorded on the OMR Score Sheets. These are the only forms supported by the system. These forms are available from Central Stores on 79 Freedman Crescent.
    2. Two types of questions may be used: true-and-false and multiple-choice.
    3. An exam may contain questions with either a maximum of five or ten choices, depending on the form used.
    4. The maximum number of questions per score sheet is 160 for five-choice questions, and 80 for ten-choice questions.

      The five-response score sheets are comprised of four columns with each column containing response areas for forty questions. These sheets were designed to facilitate questions of a true/false nature or questions with from one to five choices.

      Ten-choice questions can be accommodated by using the ten-response answer sheets. This sheet is comprised of two columns with each column containing response areas for forty questions.
    5. If your exam contains more questions than a score sheet facilitates, multiple score sheets per student are permitted. For exams with five or less choices per question, a maximum of six score sheets per student is permitted. For exams with ten-choice questions, a maximum of twelve sheets per student is permitted.

      It should be noted that since all score sheets will begin with question number 1, the students must be made aware of the question numbering as it relates to each score sheet.
    6. An exam may be set up to have questions with multiple correct answers of which any one is considered the correct response. If this option is used, the maximum number of questions per sheet remains the same as previously mentioned, however; the maximum number of sheets per student becomes three for exams with five-choice questions, and four for exams with ten-choice questions.
    7. Although exam questions may have more than one correct response, a student must NOT give more than one correct answer. The system allows only one response per question and multiple responses are scored as a wrong answer.

      This restriction is necessary due to the confusion it can create when applying scoring factors. For example, if a student enters one of the two required correct choices, is the response wrong because the complete answer was not given, or does the student receive 50% of the correct scoring factor minus 50% of the wrong scoring factor? As each situation may be different and can become complex, this option is not allowed.
    8. An exam may be divided into sections for the purpose of applying scoring factors. A maximum of nine sections is allowed with each section having its own scoring factor. A section must be comprised of a consecutive group of questions. This can be useful for exams with a mix of questions types (e.g. true/false questions and multiple-choice questions). This permits a different scoring factor to be used for each section.

    Administering Exams

    Students should be reminded of the following points to ensure that the correct information is provided. Some of the following information is provided on the score sheets, however; your verbal reminder will serve to reinforce these very important points.

    • Pencils must be used to complete the score sheets (an HB pencil is recommended). It is advisable to have extra pencils available at exam time for students who did not bring one.
    • Single, light pencil lines across the bubble may not be read by the scoring machine, therefore ensure that the entire bubble is filled in with a dark and distinct mark. Erasures must be clean and stray marks must be avoided.
    • The student number must be written in the space provided and carefully coded into the appropriate bubbles in the ID portion of the form.
    • Only one response per question is permitted.
    • Care should be taken when not responding to a question. Students have frequently forgotten that they did not respond to a question and have entered the answer for the next question in the response space for the question they were leaving out. This can cause one or more subsequent answers to be out of sequence and consequently wrong.
    • Name covers, used on exam booklets to conceal the student's name, are not to be used on the score sheets. The score sheets cannot be read by the OMR reader when these name covers are attached to them.
    • Handle answer sheets with care. Answer sheets should be placed in file folders, envelopes, or boxes for transportation to/from examinations and subsequently to our office.


    Processing Exams

    This section describes the steps required to have exams processed.

    1. Each exam requires a key sheet containing the correct answers for the exam to be supplied. The key sheet should be clearly labeled KEY and have it's ID number coded with six zeros for multiple answers per question and seven zeros for single answer per question.

      If subsequent to administering the exam you determine that a question is invalid, it may be bypassed by leaving the answer on the key sheet blank or by using the question range section on the OS Request Form (discussed below). If students are to receive credit for the invalid question, all possible answers for the question must be filled in, and the key must be marked as multiple answer.
    2. When more than one exam is to be scored, a key sheet must be placed in front of each exam. It should be noted that if key sheets are accidentally interspersed throughout an exam, the exam will then be treated as multiple exams.

      Administrative Client Services MUST be notified if multiple exams are to be scored using a single key sheet.
    3. For exams with multiple sheets per student, each student's score sheets must be together and in proper sequence. If possible, the student sheets should be marked sequentially (eg, sheet 1 of 3, sheet 2 of 3, sheet 3 of 3) in order to avoid confusion on the intended order.
    4. Any staples or paper clips on the score sheets must be removed before forwarding for processing. Any extraneous material (e.g. actual exam question sheets) must be removed and all score sheets should be placed face up.
    5. The score sheets and the key sheet should then be taken to:

      IST Service Desk
      Room 123, Fletcher Argue Building
      Telephone: 474-8600
      Office Hours:     8:00 A.M. - 12:00 Noon Monday - Friday
                               1:00 P.M. - 04:00 P.M. Monday – Friday
    1. The output results are normally ready within two to three working days of being received. Exams received before 12:00 noon will normally be processed within 48 hours, however exams received after 12:00 noon may require 72 hours. Longer waiting periods may occur during major exam times or in the event of equipment failures.

    Note: On occasion, instructors have discovered after the exam has been scored and returned, that they made an error in filling out the examination key sheet. Please note that if this occurs it may not be necessary to have the answer sheets read again. If this is reported to Administrative Client Services quickly enough they may be able to change the answer sheet on the computer file and simply rerun the scoring programs. This will significantly reduce the time required to provide you with corrected results.


    OS Request Sheet

    Administrative Client Services staff will provide an OS Request Sheet in order to process the exam. The following is a list of the information on the form which must be completed.

    • Name and Telephone Number: Name and telephone number of the instructor.
    • Date and Time: Date and time form was submitted.
    • Term and Course Reference Number (preferred) or Term, Subject, Course Number and Section: The term and course reference number, or term, subject, course number and section are used to verify that the student is registered in the course. If omitted, the system only verifies that the student is in the Aurora Student database.
    • Removable Media: Computer files of the raw data can be supplied, if requested. For a more detailed explanation see the section on Computer File Output.
    • Report Sequence and number of copies desired: This option allows you to specify the sequence in which reports will be printed: by student name (alphabetic), by student number (numeric), or in input order. The last option does not order the output, but leaves it in the same sequence in which it was received.

      An option is also available to suppress student names on the reports (used when the output order is by student number). This option should be specified when the students' marks are to be posted.

      Under copies, please specify the number of copies for each type of report needed.
    • Additional Remarks: Any special processing required should be specified in this area.
    • Questions Ranges and Scoring formula(s): For each section of the exam the question number range and scoring factors must be specified. The right/wrong factors must be given as decimal numbers (no percentages or fractions). If no special scoring is provided, a right factor of 1 and a wrong factor of 0 will be used.

      The question ranges can also be used to handle missing or invalid questions by entering the groups of questions before and after the question(s) to be ignored. For example, if question 23 on an exam of 40 questions were to be omitted, the first range would be 1 to 22 and the second range would be 24 to 40. This option can also be used if the exam results are to be tested with and without certain questions.
    • Number of decimals to display on the reports: The number of decimal places desired in the scores given on the reports. Note: the default is no decimal places and scores are rounded. A maximum of 2 decimal places can be shown.


    Setup of Course Evaluation/Data Analysis

    The setup for course evaluation/data analysis is very similar to that of exams. The rules for five versus ten-choices per question, the number of questions per sheet, and the number of sheets per student are the same. As with exams only the NCS OMR Score Sheets are supported. Course evaluations/data analysis does not have correct answers and therefore does not require a key sheet. Multiple answers per question are not supported.


    Processing of Course Evaluation/Data Analysis

    The processing is similar to that of exams. The steps necessary to have course evaluation/data analysis sheets processed are summarized below.

    1. For evaluations with multiple sheets per student, the sheets must be grouped by an ID number and in proper sequence.

      Course evaluations/data analysis does not require that a student number be provided. However, if there are multiple sheets for each respondent and ID number of some type must be provided. For example, use numbers 001 to 250 for a group of 250 students.
    2. Any staples or paper clips on the score sheets must be removed before forwarding for processing. Also, any extraneous material (e.g. actual course evaluation/data analysis question sheets) must be removed and all score sheets should be placed face up.
    3. The score sheets should then be taken to:

      IST Service Desk
      Room 123, Fletcher Argue Building
      Telephone: 474-8600
      Office Hours:     8:00 A.M. - 12:00 Noon Monday - Friday
                               1:00 P.M. - 04:00 P.M. Monday – Friday
    1. The output results are normally ready within two to three working days of being received. Exams received before 12:00 noon will normally be processed within 48 hours, however exams received after 12:00 noon may require 72 hours. Longer waiting periods may occur during major exam times or in the event of equipment failures.


    Course Evaluation/Data Analysis Request Sheets

    Administrative Client Services staff will provide a Course Evaluation/Data Analysis Request Sheet in order for processing to take place. The following is a list of the information on the form which must be completed.

    • Name and Telephone Number: Name and telephone number of the instructor.
    • Date and Time: Date and time form was submitted.
    • Term and Course Reference Number (preferred) or Term, Subject, Course Number and Section: The term and course reference number, or term, subject, course number and section are used to verify that the student is registered in the course. If omitted, the system only verifies that the student is in the Aurora Student database.
    • Address: Address the course evaluation/data analysis report will be sent to, if specified.
    • Removable Media: Computer files of the raw data can be supplied, if requested. For a more detailed explanation see the section on Computer File Output.
    • Number of copies: Number of copies of report. Default is 1.
    • Additional Remarks: Any special processing required should be specified in this area.
    • Questions Ranges: For each section of the question number range must be specified. The question ranges can also be used to handle missing or invalid questions by entering the groups of questions before and after the question(s) to be ignored. For example, if question 23 of 40 were to be omitted, the first range would be 1 to 22 and the second range would be 24 to 40. This option can also be used if the results are to be tested with and without certain questions.

     


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