PROCEDURE OF SCANNING OF ORS

Scanning/Reading of the ORS has been done simultaneously at the seven IITs between 25th April and 05th of May 2008. Scanning work is divided in two operations called Coding and Tabulation. Scanning of lower half of the ORS containing candidate’s information is done by the Coders and that of the upper part of the ORS containing candidate’s responses to the questions is done by Tabulators. Senior and the experienced IIT faculty is normally entrusted the coding and the tabulation work. Brief summary of scanning procedure involved is given under.

Procedure for Coding Operation

1.       Coding team will take charge of the sealed ORS packets as received from examination centres and tally with the registered candidates at that centre minus the absentees recorded at the centre. This physical verification is done for all the centres in the zone.

2.       ORS of all the candidates present in both, the Paper 1 and the Paper 2  are collected for evaluation.

3.       The ORS is then cut in two parts separating upper and lower parts. The upper and lower half of each ORS has unique bar code.  Packets of upper parts are handed over to Chairman JEE in sealed trunks for handing over to Tabulators.

4.       The lower half of the ORS will be machine read only after the scanning of the upper part is over and tabulator’s data received by the Chairman.

5.       Coders supervise the machine reading of the Lower Part of the ORS (single scan). Error flagging shown by the software, is removed by manual verification of that ORS.

6.       Chief coder will hand over the sealed coding data to the Chairman and will format the hard disk and seal it.

Tabulation Procedure

1.       The Chief Tabulator receives the upper half of the ORS in sealed trunks from the chairman.

2.        Machine Calibration – This is done by scanning sample check of 1000 ORS including the dummy response sheets, on each of the two machines in use. Two out puts per machine are obtained, thus giving four responses. Proper calibration will ensure minimum discrepancy/error in the four responses.

3.       After calibrating the two machines, each ORS is scanned on the same two machines and the four out puts (responses) are collected. Software flags the discrepancy if any in the four responses.  Mismatches and discrepancies of ORS reading is reconciled by physically looking at the ORS by the Tabulators. Thus the final response data collected is error free.

4.       Upper-Half data (Barcode and strings of candidate’s response i.e. answers corresponding to each question) for both Paper 1 and Paper 2 are handed over by the Chief Tabulator to the Chairman and the hard disk of the systems used is formatted and sealed.

General Precautions

1.       The Chief Coder and Chief Tabulator ensure that the machine remains in dust-free condition all the times.

2.       Ensure that at least two coders/tabulators are always present while the lower part/upper part of the ORS is being scanned.

3. The Coding and Tabulation work is carried out in a highly secured place under the over all supervision of  Chairman/Vice Chairman JEE of that zone.

 
Source:iitjee homepage