NAEP Technical DocumentationReceiving Student Booklets and Questionnaires

Student responses, multiple-choice and open-ended responses, from the digitally based assessment (DBA) are uploaded by the sampling design data collection administrators electronically and no scanning activities are needed.

Regarding data from the paper-based assessment (PBA), the session materials are returned to the materials distribution staff packaged in their original boxes. Upon arrival, the bar-coded label on the outside of the box which contains the NAEP school ID and session ID is scanned into a personal computer file. The file is then transferred to the mainframe and the shipment receipt dates are uploaded into the Process Control System (PCS), providing the status of receipts, including any processing delays. Each receipt is reflected on the PCS status report provided to the design analysis and sampling design staff through a weekly electronic file transfer. Printed copies of the report are also available upon request.

The materials distribution 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 PCS system and annotated on the PCS exceptions report. The administration status of these delayed shipments is checked and, in some cases, a trace is initiated on the shipment. When all boxes from a single school are received, a completeness flag is applied to each session in the PCS. 

Each session box returned contains a preprinted or hand-written administration form from the sampling design contractor. This form lists the booklets assigned to the session; is used to verify all booklets have been returned; and the information recorded on the booklet covers matches 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: 

• The data collection administrator indicates that a make-up session is being held, the documents are placed in a holding area until the make-up session documents have arrived. 
• No make-up session is indicated, the data collection administrator is contacted for the status of the missing materials. 
• The missing materials are to be returned, the documents already received are held until they arrive. 
• 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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