Introduction

Update: 

Beginning on June 1, 2025, the DataLink Scanners will no longer be supported by TLOS. If you wish to continue using the scanner, email tlos@vt.edu for available options.

TLOS is now providing Gradescope for scoring bubble-sheet assignments. Learn more at tlos.vt.edu/tools/gradescope.

DataLink from Apperson is a way for Virginia Tech instructors to automatically score answer sheets. Students fill in responses on answer sheets, which are fed through a DataLink scanner and scored. Grades can then be uploaded to Canvas.

The Apperson DataLink 3000 Users Manual provides instructions on how to use the DataLink Scanners. Please make sure to follow the instructions below to set up DataLink for your course. 

Contents

• Scanner locations
• Purchasing DataLink Answer Sheets
• Adding Student Names to DataLink
  
  • Install DataLink Connect
  • Export student names from Canvas grades
  • Edit CSV file in Microsoft Excel
  • Import Roster into DataLink Connect
• Exporting Grades to Canvas
  
  • Install DataLink Connect
  • Export from DataLink Connect
  • Upload to Canvas
• Troubleshooting Scanner Error Messages
  
  • Form Type is Not Recognized
  • Test Code Must Be Selected
  • Multiple Marks on ID Grid Column
  • Already Keyed
  • Timing Marks Not Detected
  • Multiple Sheets Clear Paper Path ➜ If Single Sheet, Press Next➜ Display Button for Options
  • Row Count Does Not Match Form
• Getting Help

Instructions

Scanner locations

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Purchasing DataLink Answer Sheets

You can request free answer sheets in bulk (packs of 500) from Computer-Integrated Learning Spaces (CILS) in TLOS. Call x1-2087 or email cils@vt.edu. 

Two sheet types are available: 

Blue answer sheet	Orange answer sheet
6 key versions (A-F) 9 digit student-ID field 5 digit class-ID field 3 digit test-ID field	6 key versions (A-F) 9 digit student-ID field 5 digit class-ID field 3 digit test-ID field
60 questions 10 answer choices per question	120 questions 5 answer choices per question

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Adding Student Names to DataLink

You will need to have answer results in DataLink Connect before adding student names.

Install DataLink Connect

DataLink Connect is a free application that is used to analyze results from Apperson answer sheets. Virginia Tech has a custom version of the program that includes Gradebook Export files formats that are compatible for Canvas. All Virginia Tech users must use the links below to download the custom software.

• Windows: http://www.datalinkupdate.com/updates/datalink/win32/datalinkconnect4.5.203.1setup.exe
• OS X: http://www.datalinkupdate.com/updates/datalink/osx/datalinkconnect4.5.203.10.dmg

Export student names from Canvas Grades

1. Go to Canvas Grades in the site where you want to upload grades from DataLink Connect. 
2. Click Actions ➜ Export.
   
   • Your grades will be downloaded to your computer as a CSV file depending on your operating system and browser. 
     
     

Edit CSV file in Microsoft Excel

1. Open the CSV file you exported from Canvas in MS Excel.
2. Delete the ID column.
3. Delete all columns except Student and SIS USER ID column.
   
   • The following steps assume name and SIS User ID data start on row 3. If data begins on a different row, please adjust accordingly.
     
     
     
     
4. Copy all student names.
   
   
   
   
5. Paste then in the column to the right of SIS User ID.
   
   
   
   
6. Highlight the newly pasted student names.
   
   
   
   
7. In the Excel toolbar click the Data tab, then click Text to Columns.
   
   
   
   
8. Click Delimited➜Next.
   
   
   
   
9. Under Delimiters, make sure Comma and Space are selected. Then click Treat consecutive delimiters as one.
10. Click Finish.
    
    
    
    
11. You should now have a Student column with full names, an SIS User ID column with student ID numbers, a column with last names, and a column with first names.
    
    • If the student has a middle name, merge it with the first name column.
      
      
      
      
12. Save the file in CSV format and quit MS Excel.

Import roster into DataLink Connect

1. Open DataLink Connect.
2. In the File menu, click Student Database....
   
   
   
   
3. In the Student Database window, choose Import Students.
   
   
   
   
4. Click Choose File, and click on the file you just modified in MS Excel.
5. Click the First row contains column headers box. Set First name to Column 4, Last name to Column 3, and ID number to SIS User ID.
6. Click Import.
   
   
   
   
7. Click OK.
   
   
   
   
8. Open the results file in DataLink Connect.
9. From the Datalink Connect Session menu, choose Merge Names with Student Database.

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Exporting Grades to Canvas

Install DataLink Connect

DataLink Connect is a free application that is used to analyze results from Apperson answer sheets. Virginia Tech has a custom version of the program that includes Gradebook Export files formats that are compatible for Canvas. All Virginia Tech users must use the links below to download the custom software.

• Windows: http://www.datalinkupdate.com/updates/datalink/win32/datalinkconnect4.5.203.1setup.exe
• OS X: http://www.datalinkupdate.com/updates/datalink/osx/datalinkconnect4.5.203.10.dmg

Export from DataLink Connect

1. Start DataLink Connect.
2. Open the file exported by the DataLink Scanner. It is a DataLink Session (APXT) file. 
   
   1. Click File, Open Saved Session... and navigate to the APXT file exported by the DataLink scanner. 
      
      
      
      
   2. Choose the APXT file and click Open. It will open in DataLink Connect. 
3. Open Gradebook.
   
   • WINDOWS: Go to Edit ➜ Options ➜ Gradebook. 
   • Mac OS: Go to DataLink Connect ➜ Preferences ➜ Gradebook.
   • If you didn't download the custom version of the DataLink software for Virginia Tech, the option to export to Canvas won't appear!
     
4. Click Instructure Canvas➜OK. 
   
   
   
   
5. Click Gradebook Export. The Canvas Export window will appear. Choose the destination folder and click Save. 

Upload to Canvas

1. Go to your Canvas course site.
2. Go to Grades and click Actions➜Import.
   
   
   
   
3. Choose the CSV file you exported from DataLink Connect and click Upload Data.
   
   
   
   
4. Follow the prompts to resolve any data import issues. Issues are caused when students incorrectly enter their ID number or when students don't take the exam. 
5. The scores are now in Grades.

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Troubleshooting Scanner Error Messages

Form Type is Not Recognized

 This error can occur when:

• Stray pencil marks interfere with the black rectangular timing marks that are printed on the top, bottom, and left side of the answer sheet.
  
  • Please erase the stray pencil marks from the answer sheet. 
• Using answer sheets that are not compatible with Datalink 3000 scanners.

Test Code Must Be Selected

This error can occur when an answer sheet is scanned that does not have a Test Version bubble marked. The Test Version can be found in the top right corner of the answer sheet and is required when using multiple keys on a single exam.

If you do not know what test version the student used, we recommend:

1. Scan the rest of the class, saving problem answer sheets for last.
2. Make note of the problem student's name and ID number.
3. Bubble in (A) in the Test Version field.
4. Scan the answer sheet.
5. Place the answer sheet aside, separated from the rest of the ‘good’ answer sheets, as a reminder to double-check the key information.
6. In Datalink Connect:
   
   1. Locate the row that corresponds to this answer sheet (if scanned last, it will be at the bottom of the list).
   2. In the Key column of that row, you can change the Test Version letter assigned to that answer sheet. When you do this, the student’s score will automatically update. Cycle through the different Key letters available, noting the score given for each key designation.
   3. Assign the student the key that yields them the highest score.
7. Save the file to your computer or flash drive.
8. When the resources are available (student test sheet, etc.), double check that the correct key was assigned to the student.
9. If not, open the file in Datalink Connect and change the student’s key to the correct test version.

Multiple Marks on ID Grid Column

• Find the erroneous mark and erase it.
• If the erroneous mark was meant to be in an adjacent column of the Student ID field, then bubble in the missing mark in the appropriate column.

Already Keyed

This error occurs when an answer sheet is scanned that has the Key (K) bubble marked, but a key has already been scanned for this test version. To fix it:

• If the answer sheet is a true key, then make sure you have bubbled in the correct Test Version bubble in the top right corner of the answer sheet.
• If the answer sheet is a student form, then erase the Key (K) bubble mark.

Timing Marks Not Detected

This can occur when an answer sheet is scanned either upside down or backwards. To fix it:

• Rescan the answer sheet face-up and with the top of the answer sheet closest to the center of the scanner.

Multiple Sheets Clear Paper Path ➜ If Single Sheet, Press Next➜ Display Button for Options

This error can occur when more than one sheet is pulled through the scanner at once. To fix it:

• If this is the case, pull the two (or more) sheets that stopped during the scan from the scanner and place them on top of the input tray with the remaining sheets that need to be scanned.
• If these are the last two sheets to be scanned, the scanner may pull them both through again. If this happens, try scanning the sheets one at a time.

It can also occur when a single sheet is pulled through the scanner at once. This happens when the scanner "forgets" the correct thickness of a sheet. To fix it, reprogram the correct sheet thickness:

1. Press the Next Display button on the scanner. This changes the display prompt on the scanner to Detect Multiples Disabled Once.
2. Remove the sheet from the scanner and place on top of the input tray with the remaining sheets that need to be scanned. If the sheet is a key, make sure no student sheets are below this key in the input tray.
3. Press the green Scan / Pause button on the scanner to resume scanning.

Row Count Does Not Match Form

This error can occur when a student draws a rectangle (or some other shape) near or within the timing marks (black printed rectangles) on the left side of the form. To fix it:

• Erase the error causing marks and rescan the sheet.

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Getting Help

• See the Apperson DataLink 3000 Users Manual.
• Go to the 4Help Portal, log in, and click Get Help.

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