Delivering paper-based sessions

This article describes how to deliver and process paper based sessions. Delivering paper-based sessions involves two group roles: Booklet Publisher and Scan Uploader.

Prerequisites

• A test containing Extended Text interactions configured for paper-based testing has been created and published. For more information, see Creating content for a paper-based session.

• Users have been added to the session’s group with the correct roles. For more information, see Assigning roles for paper-based sessions.

• A session has been created with paper-based testing enabled. For more information, see Creating a paper-based session.

Booklet Publisher workflow

Generate PDF booklets containing response sheets for essay interactions. Each response sheet includes:

• A QR code used to automatically match scanned pages back to the correct session, test taker, item/interaction, and delivery execution

• Human-readable identifiers (test taker name, item info)

• A writing area for the candidate response

1. Access paper-based sessions

1. Log into TAO Portal

2. Navigate to Paper Sessions

3. The session list shows all paper-based sessions available to your group. For each session you can see:

2. Enter a session

Click Enter session to view the session details. The session overview shows:

• Summary bar: Group, number of assigned test takers, session status counts (Not started, In progress, Finished), and scoring status

• Test taker table: Each test-taker with their name, session status, response upload progress, and scoring status

The upload progress column shows how many response pages have been uploaded versus the total expected (e.g., “4 / 4”). A green checkmark indicates all pages have been received.

3. Generate booklets

1. There are two options to generate a booklet:

   • Session list: Click the three-dot menu on a session’s row and select Generate booklet

   • Session overview: Click the Generate booklets link at the top right corner

2. Download generated PDF when ready (from the active notification or the notification manager)

4. Print and distribute booklets

1. Print the booklet single-sided for QR readability

2. Ensure each test-taker receives the correct booklet

The booklets will contain the number of response sheets designated in the session configuration. Each sheet contains a QR code, the name of the item, the sheet’s position in the number of designated sheets-per-item (e.g. 2/3), and the name of the test taker.

The test taker will view the questions and any corresponding materials in the online session, and write their responses on the corresponding sheets.

Proctors may view test takers' progress in the live monitoring view.

5. Collect responses

1. Collect all completed response sheets after testing

2. Sheets are then scanned and uploaded into TAO (see section below)

Scan Uploader workflow

Response sheets are scanned then uploaded into TAO. They then become part of the test taker’s response set; if the test contains items that were not paper-based, all responses are included in the same set, allowing scorers to score as usual.

1. Access paper-based sessions

1. Log into TAO Portal

2. Navigate to Paper Sessions

The Scan Uploader’s view contains two tabs:

1. All paper sessions: View all paper sessions (same as Booklet Publisher view)

2. Response uploads: Upload responses and view upload history

2. View session details and monitor progress

Click Enter session to view a session’s details.

From this view you can:

• Compare expected vs uploaded pages per test-taker

• View which test takers have finished or need scoring

The Scan Uploader’s session overview includes a Review test button for each candidate.

3. Scan and upload response sheets

Important: Before uploading, ensure your scanned PDFs meet these requirements:

• QR codes must remain visible and undamaged

• Scan at sufficient quality to reliably capture QR codes and responses

• Scan pages straight (not tilted) to improve readability

• The scan window is active

1. Scan each response sheet and save it as a PDF. PDF files can include:

   • Multiple test-takers' response sheets

   • Response sheets from multiple sessions

   • Pages in any order

2. Go to the Response uploads tab.

3. Click Select a file or drag and drop your PDF(s) into the drop zone (max size: 52.43 MB).

There is no limit on the number of upload attempts or files.

How TAO processes scans

1. TAO reads QR codes per response sheet page

2. Matches pages to:

   • Test-taker

   • Session

   • Item

3. Attaches the test taker’s response to the QR code

4. Review and verify upload progress

Processing may take seconds to minutes depending on volume. Once the scans are uploaded, you can select the button on the right side of each listed scan to view each response separately.

Track uploaded vs expected pages: The Response upload status column in the session list (or session overview) will show the status of each response sheet (Uploaded with a green checkmark = successfully processed).

Once the status for each test taker’s response is Uploaded, check for:

• Successfully matched pages

• Unmatched pages (QR issues)

Handling QR issues

If QR codes fail, choose one of the following workarounds and re-upload files as needed (no limits):

• Physical fix Replace QR code and re-scan

  1. Print the original QR code again from the booklet PDF

  2. Cut and paste it over the damaged QR code area on the paper

  3. Re-scan and re-upload

• Digital fix: Edit PDF to restore QR code

  1. Use an image/PDF editing tool

  2. Replace the damaged QR code region with a clean digital version of the original QR code

  3. Upload the corrected PDF

Scoring paper-based sessions

Once all responses are successfully scanned and uploaded in TAO, scorers can score the session using the regular manual scoring method.