Revised Version - May 2004
University Information Technology Services
Production Control & Scheduling Unit 3138
University of Connecticut

Introduction

The NCS OPSCAN Processor is used to scan many different University applications. This manual will explain the procedures on scanning surveys.

No INK or Correction FLUID can be used. Any STRAY MARKS must be clearly erased.

The 120 item response form, Appendix B, can be used for a single response or multiple response survey. Survey data is scanned to an IBM compatible 3.5 inch formatted diskette and/or can be sent to a CMS account.

Survey Types

Obtaining Survey Manuals, Scanner Forms, and Diskettes

Cost for Scanner Services

Prices are located on the User Request and Billing Form for Scanning Surveys and users must complete this form before submitting survey. See Appendix B. All payments will be made at Scheduling.

Scanned Survey Data

Once the survey has been scanned, the user can choose to have the survey data transferred to a diskette and/or to their Mainframe CMS Account. See Appendix A for the output record formats for Survey 1 and Survey 2. Note that the first 24 characters of every record are a control field that is for UITS's use and should be ignored. Columns 25 - 69 are optional and can be used as follows:



Field Column Description
Control Field 1-24 UITS use
Name 25-44 Respondent's name
ID Number 45-54 Any ID information you wish
Date 55-60 Any date or numerals you wish
Sex 61 M or F
Grade 62-63 See sheet
SP Code 64-69 This special code section can contain any number you wish.

Description of Output Records

The following is how the data records are to be interpreted:

For Survey 1, the first 24 characters are a control field used by UITS. The next 6 fields: NAME, IDNUMBER, DATE, SEX, GRADE and SPECIAL CODE, contain either numeric or alpha data. The last part is the answer section which has 120 items. (You can have up to 120 questions.) This section will contain the alpha character A - J, reflecting the answer chosen. If either no answer or multiple answers are entered for a particular section, the answer is left blank.

For Survey 2, everything is exactly the same except for the answer section. There still are 120 items, but each item can have up to 10 responses. This means that since there are 120 items, this section of the record will use 1200 positions. The answers, instead of containing letters A - J, will be a '1' if marked, and a ' ' if not marked.


                                           APPENDIX A


                                OUTPUT RECORD FOR SURVEY1

                                FIELD STARTING  
COLUMN   		 ENDING   
COLUMN   		 LENGTH

                                24 Character		      
                                Control Field
1
24
24
                                NAME
25
44
20
                                ID NUMBER
45
54
10
                                DATE
55
60
6
                                SEX
61
61
1
                                GRADE
62
63
2
                                SPCODE
64
69
6
                                Items 1-30
70
99
30
                                Items 31-60
100
129
30
                                Items 61-90
130
159
30
                                Items 91-120
160
189
30


                                 OUTPUT RECORD FOR SURVEY2

                                FIELD STARTING  
COLUMN   		 ENDING   
COLUMN   		 LENGTH

                                24 Character		      
                                Control Field
1
24
24
                                NAME
25
44
20
                                ID NUMBER
45
54
10
                                BDATE
55
60
6
                                SEX
61
61
1
                                GRADE
62
63
2
                                SPCODE
64
69
6
                                Items 1-10
70
169
100
                                Items 11-20
170
269
100
                                Items 21-30
270
369
100
                                Items 31-40
370
469
100
                                Items 41-50
470
569
100
                                Items 51-60
570
669
100
                                Items 61-70
670
769
100
                                Items 71-80
770
869
100
                                Items 81-90
870
969
100
                                Items 91-100
970
1069
100
                                Items 101-110
1070
1169
100
                                Items 111-120
1170
1269
100

                                 Back to "Scanned Survey Data"


APPENDIX B


USER REQUEST AND BILLING FORM FOR SCANNING SURVEYS

  1. Scanner Rates as of 01/01/03:
    •   $2.65 - Set-up charge
    •     1.6  - Cents per document scanned
    • $10.00 - Price of Statistical Report
  2. Procedural Requirements:
    • Please have the BILLING INFORMATION completed, see box below. All payments will be made at Scheduling. Include a TV or TI if applicable.
    • Forms must already be in large UNUSED envelopes with a clasp, (or boxes with lids are acceptable for very large surveys), neatly stacked and all facing the same direction
    • Envelopes and/or box lids must be clearly marked as to:
      1. Type of Job (Survey 1, Survey 2)
      2. Contact Person
      3. Telephone extension where they can be reached.
    • Deliver forms to the UITS Production Control & Scheduling Department, Room M049.
    • OPEN HOURS for UITS Production Control & Scheduling, M049, Math Science (ground floor):
      8:30 A.M. - 4:30 P.M.  Monday - Friday (closed Saturday and Sunday).
    • Surveys will not be processed during the Final Exam or Midterm Exam period - No Exceptions.
    • Your results will be sent to an IBM compatible high density 3.5 inch formatted diskette and/or to a Mainframe CMS Account.

Click here to place the following
BILLING INFORMATION, SCHEDULING INFORMATION, and BUSINESS OFFICE INFORMATION Forms
into a PDF document for printing.

BILLING INFORMATION
 Survey Type (Survey 1 or 2):
 Number of Forms to be Scanned:
 Requestor's Name &
 Telephone Extension:
 CMS Account Name:                                          Diskette:            Users?            Purchased?
                                                                           Statistical Report?
 Department Name:

 Address:
 * Coding to be Charged:
 * Authorized Signature:



SCHEDULING INFORMATION
 Date Received:
 Date Completed:
 Number of Forms Scanned:
Formula for Billing

                     _______________   SHEETS      X      .016     =     ____________________

                     (SET-UP CHARGE)                    +    $2.65     =                  $2.65

                     (DISKETTE)                               +    $1.50     =     ____________________

                     (STATISTICAL REPORT)           +   $10.00     =     ____________________

                                                                      TOTAL        =     ____________________

                     PAYMENT RECEIVED                                   =     ____________________

                     PAYMENT METHOD:    CASH _____     CHECK _____     TV _____     TI _____



Please submit a TV, TI, or Official Receipt along with a copy of this form to the UITS's Business Office.



BUSINESS OFFICE INFORMATION
 Business Office Approval:
 Amount of Bill:
 Type of Bill:
 Date Billed:
 Payment Received:




Example of the STATISTICAL REPORT


Back to Appendix B: User Request and Billing Form for Scanning Surveys



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 Last updated on May 27, 2004/ldl