​​​​NAEP Technical DocumentationReceiving Student Booklets and Questionnaires

      

Batching and Scanning Student Booklets and Questionnaires

 

Student responses, multiple-choice and open-ended, from the digitally based assessment (DBA) are uploaded by the sampling and data collection (SDC) administrators electronically, so no scanning activities are needed. Teacher and school questionnaire responses completed online are uploaded to the materials, distribution, processing, and scoring (MDPS) contractor. 

The paper-based assessment (PBA) session materials with the completed student booklets are returned to the MDPS facility packaged in their original boxes. Upon arrival, the bar-coded label on the outside of the box which contains the NAEP school ID and the session ID is scanned into a personal computer file. The file is then transferred to an internal Oracle database. Status reports, including processing delays, are made available to the design, analysis, and reporting (DAR) contractor and SDC contractor through electronic files posted to a safe file transfer protocol (sftp) site on a weekly basis through the length of the administration. 

The MDPS opening staff open each box to verify the contents inside match the school ID and session ID on the label. Each shipment is checked for completeness and accuracy. Any shipment not received five days after the scheduled assessment date is flagged in the NAEP Portal (materials tracking) system. The administration status of these delayed shipments is checked and, in some cases, a trace is initiated on the shipment. As with the DBA, reports on processed student and session information are made available every Monday and Thursday for the length of the administration.

Each session box returned contains a preprinted or hand-written administration form. This form lists the booklets assigned to the session. It is used to verify all booklets have been returned and the information recorded on the booklet covers match the administration form. If discrepancies are discovered at any step in this process, the receiving staff issues an alert to facilitate tracking. These might include the following: 

  • missing materials (note inside the box indicates a make-up session is being held): the documents are placed in a holding area until they arrive;
  • missing materials (no make-up session is indicated): the data collection administrator is contacted; and 
  • the materials are not being returned: processing continues, and the appropriate administration code is applied to the administration form for the missing booklets.
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​Once all student booklets have been received and checked in for a school, they are batched, scanned, and edited.

Completed paper teacher and school questionnaires by the school staff are returned either in a session box or a prepaid return envelope. If the school ID or teacher ID recorded on the cover is missing, an alert will be issued and the SDC staff will be contacted. The questionnaires are batched, scanned, and edited by the MDPS processing staff.

Last updated 20 August 2024 (PG)