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Many faculty members use our optical scanning service to collect survey responses or other data for input into statistical programs like SPSS, SAS, or Excel. This guide outlines technical specifications, file structures, and logistical processes for submitting and retrieving your data.
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Data is recorded using a standard General Purpose Answer Sheet. When designing your survey or data collection sheet, please keep the following limits in mind:
- Single Responses Only: Only one bubble is valid per question. Multiple responses per line will result in inaccurate data.
- Response Limits: Questions can have a maximum of 7 possible responses (matching the physical layout of the form).
- Minimal Requirements: There is no minimum number of questions or fields required; you can use as much or as little of the sheet as needed.
The resulting raw data file is a fixed-width text format compatible with any statistical software on Windows or macOS. The file structure maps exactly to the columns below:
| Field |
Columns |
Format |
Description / Notes |
| System Data |
1 – 24 |
— |
Scanner file and record data (irrelevant to your analysis) |
| Course |
25 – 31 |
N 7 |
Numeric (7 digits) |
| Last Name |
32 – 42 |
A 11 |
Alphanumeric (11 characters) |
| First Name |
43 – 48 |
A 6 |
Alphanumeric (6 characters) |
| MI |
49 – 49 |
A 1 |
Middle Initial (1 character) |
| Student ID |
50 – 58 |
N 9 |
Numeric (9 digits) |
| Test Form |
59 – 60 |
A 2 |
Alphanumeric (2 characters) |
| Year/Sem |
61 – 63 |
A 3 |
Alphanumeric (3 characters) |
| Ques. 1 – 168 |
64 – 231 |
N 168 |
Numeric responses (up to 168 questions) |
- Location: South Hall 124B
- Turnaround Time: All requests are processed within 3 working days.
You can drop off tests at any time using the secure "mailbox" slot next to South Hall 124B.
- The box is completely secure and accessible only by CIT staff.
- Cover sheets and campus envelopes are provided directly at the drop box location.
- Digital Results: Raw data files are delivered exclusively via email to your official Geneseo email account.
⚠️ FERPA Compliance Notice: Test and data results cannot be sent to off-campus or personal email addresses under any circumstances.
- Physical Forms: Scored sheets can be picked up in person during business hours (Monday – Friday, 8:00 a.m. to 4:15 p.m.).
- Student Pick-up: If you send a student or teaching assistant to pick up your forms, CIT requires prior authorization. Please provide a signed note indicating the student's name and course, or call the office before they arrive.
If you have questions regarding survey design or data formatting, please contact CIT:
- In Person: South Hall 124B
- Phone: 585-245-5577