Campus Boxes/Scan to Boxes and Boxed Booklets

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At the end of the test administration, you will scan all test booklets. TestHound will verify the quantity scanned in at the end of the test administration matches the amount initially scanned in.

NEW: Before secure test materials can be scanned to a box at the conclusion of a test administration, boxes according to type must be created

To create new boxes, select Materials > Campus Boxes.

Choose the appropriate test administration (i.e. December EOC) from the Select Admin drop-down menu. Initially, the screen will be blank indicating no boxes have been created.

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Select the + icon to create boxes for secure material to be scanned into.

A series of drop-down boxes will appear.

Using the Select BoxType drop-down, choose the type of box you want to create then select Submit.   You are not required to enter or scan anything in the Return Label, Shipping Label, or Note field at this time.

Once the box type is submitted you will be redirected to a page displaying how many boxes of each type have been created. Each submission of a box type creates an additional box of that type. Once the estimated number of boxes for each type has been created you will be ready to scan secure test material.

If you create too many of one type of box there is a trash can icon next to boxes that do not contain secure material – select the trash can icon to remove the box

 Once box types have been created, secure test materials can be scanned into boxes. To begin scanning secure materials to boxes, select Materials > Scan to Boxes.

You will be prompted to choose the appropriate test administration (i.e. December STAAR EOC) from the Select Admin drop-down menu. Next, you will choose the box that you want to begin scanning secure test material into using the Select Box drop-down (i. e. To be scored 1, To be scored 2, Not to be scored 1, etc.).

To begin scanning test booklets in, choose Materials > Scan to Boxes. Select the appropriate test administration from the Select Admin drop-down menu. You will then be prompted to select a box number from the Select Box drop‐down menu..

Click in the Booklet field and begin scanning in your test booklets.

The Scan Type must be set to Booklet for the majority of the test booklets because they will need to be scanned individually, as they were issued to students. After scanning the barcode on the back of the test booklets, a table will appear (shown below) displaying the type of material scanned in and the amount that has been boxed so far. You may choose Packet as the type if you still have books packaged in the original packets and use the packet barcodes on the front.

The Booklet field will be cleared after each test booklet has been scanned in, allowing you to scan the next booklet.

IMPORTANT: Please be aware that you must watch the Booklet field when scanning test booklets. If an error is made while scanning test booklets, the Booklet field will be highlighted in red and the word Format will appear. This is your only warning that an error has occurred. If the error is not caught immediately, any test booklets scanned after the error occurred will not be processed.

You may also have sealed packets of test materials left over after testing. These packets do not need to be opened in order to be scanned. Use the packet type, and then scan the barcode on the package that corresponds to the first test booklet in the range into the field.

After scanning the first barcode into the field, the End Range field will appear. Scan the barcode that corresponds to the last test booklet in the range for that packet of materials into the End Range field. If you have solid, unbroken sequences among several packets, you can scan in multiple packets at once using the “first barcode”, and “last barcode” methods.

Under the Reports tab, a Boxed Booklets report is available. When selected, it will show you the booklet numbers assigned to each box for the test administration that has been chosen. The report may be generated as Word, Excel, or PDF documents.

After all secure test material has been scanned back in, selecting Materials > Boxed Booklets will allow you to view a list of all material scanned into a box. You will need to select a test administration from the Select Admin drop‐down menu.

 Then select the box number you wish to view the report for from the Boxes drop‐down menu. After selecting a box number, a report will be generated which identifies:

• The booklet ID number

• The type of material

• The date and time it was scanned

• The user who scanned in the test booklet

During the Scan to Boxes process, if the booklet was scanned to the wrong box all that needs to be done to correct is change the box number selected in the Select Box drop-down and rescan the booklet. By rescanning the booklet, the box association is modified automatically without the need to delete the booklet from the box it was previously scanned to.

After all secure test material has been scanned back in, should you need to assign a boxed booklet to either a student or a teacher you will need to delete that booklet from the box it was scanned into.

Selecting Materials > Boxed Booklets will allow you to view a list of all materials scanned into a box. Select the appropriate test administration from the Select Admin drop‐down menu and then select the box number the booklet was scanned into. After selecting a box number, a report will be generated which identifies:

• The booklet ID number

• The type of material

• The date and time it was scanned

• The user who scanned in the test booklet

To delete a booklet, select the red X next to the booklet that needs to be assigned to the student or teacher. Once you have chosen to delete a booklet, a window will open prompting you to scan the booklet to verify its removal.

Once the booklet has been scanned, confirm the removal of the booklet by selecting Remove.

A confirmation screen will then appear, select Close.

Once the booklet has been deleted, you will be able to scan the booklet for either a student or teacher.