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 forms and precise student shading have consistently provided 99.9% accuracy on read data. Scanning of OMR forms and the electronic distribution of standard reports is provided free of charge to the Mānoa community.
Effective Fall semester 2025, 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.
- OMR sheets, including the key sheet for exams, and an Exam Scanning Request Form must be hand-delivered to CIS Media Services in Kuykendall 103. A separate Request Form and key sheet must accompany each batch of exams.
- All exams should be facing the same way when submitted to our office.
- 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.
Limitations
- CIS cannot process exams completed in pen or those with folds or tears, 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; as pens may not scan reliably. See instructions below.
- 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.