After a written assignment has been taken, it must be scanned and uploaded into Ans before the participants' results can be reviewed. You can find the best practices for the print & scan process here.
Once you have scanned your written assignment, you can begin uploading the scans back into Ans. Before uploading, ensure that all pages are complete. This can be easily done by opening the folder where all the scans are saved and setting the folder view to 'large icons,' so the images are clearly visible. Please note, a PDF file should not contain more than 4000 scans at a time. The same applies for zip files that contain of JPEGs, the file should not contain more than 4000 JPEGs at a time.
Next, verify that the first page of each assignment is always the first image in its set. If it is not, some pages may be missing and will need to be scanned before uploading to Ans.
To upload your scans, follow the steps below.
- Click domain School name in the menu on the left.
- Click print Print & scan in the menu at the top.
- Click Upload file and upload your files.
Once you have uploaded your files, you can monitor the progress. The visual indicator makes it easier to see which files have been processed and what their status is. Scans grouped by assignment are shown with the newest uploads at the top to see what you just uploaded and to verify your submissions. The search bar allows you to quickly locate the correct scans by searching with the filename, course name, course code, year, period, or assignment name.
The retention period of the uploaded files is 180 days before they are removed from the page. The PDFs for grading are kept regardless. For deleting your uploads, please refer to this article.
Scans are grouped by assignment. Each assignment shows both the per-file numbers of scans and results, as well as the total across the assignment. Completed assignments are collapsed with a check mark. Assignments that are still in progress or require action to resolve issues remain open. The overview is ordered chronologically by the most recent upload.
It is possible to export all processed files for an assignment at once. The exported CSV file includes the filenames of the processed files, along with the corresponding PDF number and student number. To export, click the three vertical dots next to the assignment and select Export. You can also use the search bar to search on course (code), assignment or file name to find a specific assignment to export.
Resolve scan issues
While uploading scans from your written assignment or bubble sheet assignment, you may encounter upload errors. All pages need to be processed before you can start resolving issues.
If there are any scan issues, each file will show a count of these issues, allowing you to address them easily. To prevent redundant grading efforts, the results are only created and possible to grade once all scan issues in the file are resolved.
Administrators and repros are able to view and resolve scan issues of all users in their school. Department administrators can view the uploaded and resolve scan issues associated with their department. If a file contains an assignment linked to their department (via studies and courses), they will have access to view it. Instructors can view and resolve scan issues linked to their course. Instructors will be able to view uploaded files based on the assignments in the uploaded file. If a file contains an assignment linked to their course, they will have access to view it.
The following types of upload errors may occur:
- Unknown student number
- Incomplete forms, which include either unrecognised pages, duplicates or missing pages.
Unknown student number error (written & bubble sheet assignments)
Unknown student number error
When the student number filled in by the student on the cover page is not recognised, you will need to fill in the number manually.
- Navigate to the print Print & Scan overview.
- Navigate to the assignment and click Resolve X issues.
- Fill in the student number or student name.
- Click the correct suggested student.
- Click Resolve to go to the next issue until all student numbers are recognised.
If the student already has an account in Ans, you can enter their student number or name, and the system will automatically suggest the student. If the student's name does not appear, you will need to manually enter in the student number. The system will then create an account (displaying only the student number) when creating the result.
In case of an unknown student number if an empty assignment without a name or student number was uploaded, it needs to be resolved by entering a non-existing student number. The student number should be the same length of the student number length that is determined on school level. In the example shown below, the student number "0000000" was filled in, and the scan issue can be resolved.
Incomplete forms error (written assignments only)
Incomplete forms error
An incomplete form error can occur if your scans have either of the following issues:
-
Unrecognised pages
When the QR-code at the bottom of a page is not recognised during scanning, an incomplete form error will be shown. -
Missing pages
If you have forgotten to upload a page of your assignment, an incomplete form error will be shown. You can then upload the missing pages (or mark them as 'lost', see more below). Uploading assignment pages together without separating student forms prevents missing pages. -
Duplicate pages
When the same form is printed twice, this means the assignments have the same barcodes. In the event that these two assignments with the same barcodes are taken by two different students, an incomplete form error will be shown.
We show all pages of a single form on the screen and give suggestions for the missing and duplicate pages based on the scan order, removing the need to manually fill in page barcodes.
If there are missing pages in a form with many pages, the display shows only the pages around the missing ones. Other pages are collapsed into stacks that can be expanded, if needed.
It is possible to resolve incomplete forms with the same PDF number at once. Forms that share a PDF number are shown together in one view to make it easier to spot duplicate pages. Complete forms (marked with a check icon) are collapsed by default to keep the view focused. To resolve, either complete all forms or delete duplicates. When all forms are complete, they can be resolved together.
In addition, missing pages can be marked as "lost". Clicking the “Mark page as lost” button inserts a placeholder page in the scanned PDF that includes a message in English, Dutch, French, and German. This page is visible both to graders and to students when they review their results, clearly indicating that the original page could not be found.
To fix incomplete form errors, follow the steps below.
- Navigate to the print Print & Scan overview.
- Navigate to the assignment and click Resolve X issues.
- Confirm the page suggestions by clicking the check_circle icon or insert a page using the toolbar to resolve the issue.
Tip: it is possible to enlarge a page by clicking on the scan directly from the 'Incomplete form' screen. This makes it easier to see the PDF number and page identifier, to confirm if the suggestion is correct. When clicking a scan, a dialog opens with the enlarged view, which can be closed by clicking outside the dialog or on the cross icon in the top right corner. - If the suggestions are incorrect or unavailable, you can find the page in the incomplete forms by clicking the search icon. Suggested pages are marked with a chip to support comparison. When hovering over the scan, it magnifies the scan to zoom in on specific parts of the scan.
It is also possible to upload the page in JPEG or PDF format directly to the form using the file_upload icon. When a PDF is uploaded, its first page is automatically converted to a JPEG in the browser and uploaded to Ans, while any additional pages are ignored. - Click Resolve to go to the next issue.
Delete incomplete forms
If an incomplete form is irrelevant (for example, when it is empty), it is possible to delete the incomplete form. The deletion includes all pages that the form contains of.
To delete an incomplete form, follow the steps below.
- Navigate to the incomplete form.
- Click on the delete icon in the grey box of the incomplete form.
- Click on Confirm.
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