ScanBook Course Evaluations

I. Prepare the Forms

  1. Fill out one header sheet for each class. If you do not have header sheets, you can purchase them from e-LIS by visiting the following URL:

  2. You can either use the old header sheets (FORTY-SEVEN COLUMN GENERAL DATA FORM) or you can use the new forms e-LIS has made (CLASS HEADER SHEET EVALUATION FORMS). The format is the same for both forms. You can even have a mix of both when you come to scan.

  3. Header sheet format: IMPORTANT! If your header sheets are not in the following format, you must redo them or they will not be able to be uploaded to the online application. The format is:


    e.g.: If Professor Clark were teaching CIL 658, in Summer 2002 with a CRN 31027, then the header sheet would read:


    Note: Plus signs are necessary, the last name can be up to 26 digits and take punctuation, the subject can be 2 or 3 letters, the short CRN is 3 digits, the long CRN is 5 digits, and the term is 2 letters and 2 digits, such as FA04, WI04, SP04, or SU04.

  4. Once you are sure that your header sheets are formatted correctly, in the exact format stated above, then you are ready to scan.

II. Process the Forms

  1. Open the ScanBook Course Evaluation folder on the Desktop.

  2. Open your academic unit's shortcut listed by subject matter. The ScanBook program will run, and after a short loading time you are ready to scan your evaluations.

  3. Each course should be scanned separately to avoid mix-ups, as well as ensure that any errors that are reprocessed will be added to the correct class.

  4. First push the flatbed down on the Scantron machine and load the header sheet for one class in the machine, with the bar code side towards you. Push the flatbed up and the header will move through.

  5. Next push the flatbed down on the Scantron machine and load all the student sheets for that class in the machine, with the bar code side towards you. Push the flatbed up and the sheets will move through.

    Note: At any time during the previous two steps, if you get a read error, or if a sheet gets pushed up into the top 'reject' bin, all you have to do is rescan the sheet. If this is the header sheet, you will just try to scan it again. If it is an evaluation for that class, wait until all the other evaluation sheets have scanned, and then rescan any that might not have gone through. You will be able to check your progress on the screen. There is a Process Log window that will be open on the screen that will show you exactly what is being written to your file. If a header sheet is loaded you will see the line for a header sheet (e.g.: ++clark+HRD+101+23476+FA04) and if an evaluation is loaded, you will see a line with the responses (e.g.: 5,3,4,4,4,5,5,5,5,5,3,4,4,4,3,5,5,4,4,5).

  6. If you are scanning multiple classes, you do not have to stop scanning between classes. Simply load the next course, feeding first the header sheet and

    then all of the student sheets, repeating the same process as above for each class. The individual classes will be automatically separated by the file that the program writes using the header sheets, which is why they must be in the exact format stated above.

  7. Once you have finished scanning all of your evaluations, hit the End button on the Scantron machine. A dialog box will pop up telling you that your job is finished. Click OK and close all programs on the Desktop. Your file is automatically saved.

III. Process the Report

  1. Once you have scanned your evaluations you must load them into the online application in order to get a report. Open Internet Explorer, click on Favorites in the tool bar, and then select OU Scantron Evaluation Manager. (Or type in the URL:

  2. Login with your OU email and password (once you've been given access by e-Learning and Instructional Support to the Report manager program)

  3. You can check to be sure your term is available by clicking on the Terms link on the left. If you are scanning in a term that is not on this list, you will need to contact the administrator using the link at the bottom of the page. The second column of that table is called Abbrev., and this will show what the last element of the header sheet must be for that particular term. Once you verify that your term code is correct, and listed on that page, click on the Courses link on the left.

  4. On this page you'll have a list of the courses you already have entered in, if any, and a box at the top to upload the file you created using ScanBook. First, select your department in the Use Survey pull down menu.

    Next, click on the Browse... button above and select the .txt file with your department name plus Report, e.g. Education Report.txt. This will be located in the same ScanBook Course Evaluation folder on the Desktop.

    When you have your file, click open, and you'll be returned to the page with the File: box filled in with the appropriate information. Now click on Submit and your file will be uploaded.

  5. If the process succeeded, you'll be taken to a screen listing what courses you have uploaded, with the raw data shown. You can now click back on the Courses link at the top and see your list of classes there. If for some reason the file did not upload correctly, you will have to use the error shown on the screen to try to figure out what the problem is, or contact an e-LIS staff member for assistance.

  6. Finally, to view your reports, from the Courses page, click on the Report link next to the class you'd like to see the report for. Here you will be given the report details that you can either print off for your records, view the results on the screen, or download a tab-delimited text file which is available at the bottom of the page.

  7. When you are finished, click the Logout link at the top to logout of the application and prevent others from viewing the sensitive material.

by samooore & ccheal © 2008