Scanning Service

CIS provides a scanning service for exams and surveys that use penciled-in marks on preprinted OMR (bubble) forms. The service is accurate providing instructions have been followed and the forms have been completed in the correct way. Documents will typically be scanned within 2 business days of receiving them. The actual time is dependent on the time of year, the demand on the service, the availability of student hours, and the functionality of the equipment. Scanning of OMR forms and the electronic distribution of standard reports is provided free of charge to the University of Hawaii at Manoa community.

What is OMR Scanning?

Exam Scanning

Survey Scanning

Instructor Procedures

How to Obtain Standard Exam & Survey Forms

The Scanner Service does not provide or sell scan forms. Colleges and Departments are responsible for purchasing these forms from the University of Hawaii Bookstore (Computer Department) or directly from the manufacturer. Non-original manufacturer forms cannot be guaranteed and the Scanner Service is not responsible for forms that cannot be read because of imperfections in the form creation or handling.

Service Policies

  • Scanner Service support staff will not alter a student’s (or respondent’s) bubble sheet under any circumstances. To do so would compromise the integrity of the exam (or survey) and the student’s appeal process.
  • For security reasons, OMR sheets must be delivered by hand to the CIS OMR Scanner Service located in Kuykendall 103. The sheets will be logged in by the OMR support staff.
  • For security reasons, OMR sheets must be picked up by hand from the CIS OMR service located in Kuykendall 103. The sheets must be signed out by the instructor or Contact Name presented on request form, who must present photo ID.
  • It is the responsibility of the instructors or contact representative to pickup the OMR sheets within a timely manner of completion of processing.
  • Exams and surveys NOT picked up will be shredded at the end of the following semester.

The scanning system can only indicate whether the scanning hardware determines a bubble is filled in above a threshold. Similarly, the scanning hardware must determine whether a bubble has been erased completely enough to fall below the threshold. The system cannot determine a student’s intent. An instructor inspecting a student’s bubble sheet might also have trouble deciding what the student intended. However, the scanning system ignores any other markings on the form and does not indicate whether a determination was marginal or not.

The threshold can change over time, meaning that it is possible that scanning the same sheet on different occasions might return slightly different results. If bubble are filled in carefully and completely (and erased thoroughly) then the likelihood of different results is greatly reduced. It is similarly possible that different instructors reviewing the same form might interpret the student’s intent differently.

Only forms marked with #2 pencil scan reliably. Pens or markers do not scan reliably. Harder pencils do not erase sufficiently. Otherwise misinterpretation of a student’s responses will go unreported and it is the instructor’s responsibility to review the scan results for these errors.

We ask that you pick up your exams at your earliest convenience and follow University guidelines for storing them yourself. Instructors are responsible for appropriate disposal of scanned forms. For your convenience we generate report emails as we process exams, reminding the email recipient to pick up the scanned forms, this will be the only request sent for these forms. The CIS Scanner Service will securely store scanned paper documents for a maximum period of one semester at which time they will be shredded.

The CIS Scanner Service plans to store all electronic data transmitted to instructors for an indefinite period of time. However, this does not constitute a guarantee that your data is available in our archives. Furthermore, future policies, the failure of equipment, or the discontinuation of the service may result in immediate deletion of stored electronic data without instructor prior notification.