The Center for Instructional Support provides an optical mark recognition (OMR) scanning service for exams that use penciled-in marks on preprinted “bubble” forms. Quality printed and properly handled forms, and precise student shading have consistently provided 99.9% accuracy on read data. Please note that while OMR technology is highly accurate, it is subject to mechanical and environment limitations. Factors such as improper pencil usage, light bubbling, stray marks, or unnoticeable residues on the exams can cause the scanner to misread data. Scanning of OMR forms and the electronic distribution of standard reports is provided free of charge to the Mānoa community. Instructors are responsible for picking up their completed exam packets promptly and verifying the accuracy of all scanned results. CIS is not liable for grading discrepancies resulting from unscannable or misread forms.
Effective Spring semester 2026, we have updated our exam scanning policies and are introducing a new Exam Scanning Request Form. These changes are being implemented to improve the security and efficiency of our scanning services. The new exam scanning request form is now required for all exam scanning requests.
Download the Exam Scanning Request Form (pdf)
Exam Scanning Policies
- Exam scanning is performed on a first-come, first-served basis and is typically completed within 2 business days of receipt, but in times of higher demand it may take longer. During the Fall and Spring semester finals week, CIS will try to scan and email results within a 24-hour period. Actual times may vary. Please email CIS if you are in need of special accommodations relating to our scanning service.
- Scanning support staff will not alter a student’s (or respondent’s) bubble sheet under any circumstances.
- The following items must be included in each submission packet:
- One completed and signed Exam Scanning Request Form.
- One key sheet marked “99”.
- A complete set of OMR sheets facing the same way, not bent, torn, or damaged.
- One opaque, resealable, reusable envelope large enough to fit all exams without folding them. This same envelope will be used to secure exams while in our care and will be returned when exams are ready for pickup.
- Each packet must be hand-delivered to the CIS Office in Kuykendall 103.
- A separate Exam Scanning Request Form, key sheet, and envelope must accompany each batch of exams.
- CIS may be able to provide envelopes on an as-needed basis for the remainder of the Spring 2026 semester. After the Spring semester finishes, we will no longer provide envelopes.
- For security reasons, physical exams must be picked up in person by the instructor or authorized representative listed on the request form, with a valid photo ID. Instructors and/or authorized representatives are responsible for picking-up completed OMR sheets in a timely manner.
- Exams will be securely stored until the day grades are released for the semester, after which time they will be shredded.
- For security reasons, exam results will be sent electronically to only the instructor noted in the “Instructor Information” section of the form via UH File Drop in Gmail. We will not email results to authorized representatives.
- Electronic files of the results will be stored for only two weeks after being sent to the instructor.
Processing Timeline & Deadlines
To ensure efficient processing and prevent system backlogs, exams must be turned into our office as soon as possible after administration. Please do not hold multiple sets of exams to submit all at once.
During high-volume periods, especially during final exam periods, submitting materials late or holding them untl the final day severely limits our ability to guarantee a fast turnaround. Exams are processed in the order they are received, and immediate, same-day processing cannot be guaranteed for late-day influxes. Your cooperation in submitting exams promptly helps us deliver timely results to everyone.
Limitations & Result Verification
Please note that while OMR technology is highly accurate, it is subject to mechanical and environmental limitations. Factors such as improper pencil usage, light bubbling, stray marks, or unnoticeable residues on the exams can cause the scanner to misread data.
Instructors are responsible for picking up their completed exam packets promptly and verifying the accuracy of all scanned results. CIS is not liable for grading discrepancies resulting from unscannable or misread forms.
- CIS cannot process exams completed in pen or those with folds, tears, or are damp as these may damage our scanning equipment. These exams will need to be manually graded by the instructor.
- Students respondents must use a #2 pencil; all other types of pencils and pens will not scan reliably.
- Scanners do not recognize hand-printed or machine-printed characters.
- Scanners do not support multiple answers to individual questions.
- Scores for essay questions cannot be added to the results.
- Scanners do not perform weighted or subjective scoring.
- Scanners do not discriminate between accidental and purposeful “multiple markings.” These will be identified as “MULTI” in the exam data file (Excel format). Questions with “no response” will be identified as “BLANK.” Instructors are strongly encouraged to search their returned exam data file for these fields.
How to Obtain Standard Exam Forms
The Center for Instructional Support does not provide or sell scan forms. Colleges and Departments are responsible for purchasing forms from the University of Hawai‘i Bookstore (Computer Department) or directly from the manufacturer. Non-original manufacturer forms cannot be guaranteed and the Scanning Service is not responsible for forms that cannot be read because of imperfections in the form creation or handling.
Examples of Accepted Standard Forms
How to create a key sheet
A key sheet is required to grade exams. An instructor must use the same form for the key sheet as with the rest of the exam forms by filling in the bubble for the correct answer for each question. The key sheet should be placed on the top of the exam stack and clearly indicated with the number “99” in the left most column of the Student Number (Penn State Form) or Identification Number (General Purpose Form).
How to accurately fill in the standard exam form
Students must accurately fill in the bubbles on the forms with #2 pencil only to ensure accurate scanning of their responses. Below are examples of correct and incorrect ways to fill-in the bubbles.
Any bubble that has been erased should have zero to minimal trace of pencil markings. The “Student Number” field on the Penn State H1 Form or the “Name” or “Identification Number” fields on the General Purpose form 4521 must be “bubble-in” to identify the student’s Number or Name.
Exam Reports
The OMR scanner will print the Total Score for each exam on the bottom edge of the exam scan forms. The Scanning Service produces an Excel data file which will be emailed to the instructors after the completion of scanning that includes:
- Test Statistics Report, includes descriptive statistics about the overall exam.
- Condensed Item Analysis Report, provides descriptive statistics for individual questions including the frequency and percentage of each answer choice and a bar chart to the right of the table containing the statistics.