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University of Northern Colorado - Information Technology Scanning Options ScannerOptions Page 1 of 25 19 July 2011 Introduction NCS Pearson vs. Scantron Prior to February 2008 there were two distinct companies providing optical scanning solutions; NCS Pearson Data Management group, and Scantron Corporation. Both provided optical scanning equipment and optical scanning forms. The Data Management group of NCS Pearson was sold to Scantron Corporation. While these scanning solutions are under a single company, the scanners and scanner forms are different. It is important when designing solutions that NCS forms are created and used in order to correspond to the NCS scanning equipment that is available on campus. Hardware A high capacity scanner is located in Information Technology Carter Hall room 10. This scanner, NCS OpScan Model 10, is capable of scanning up to 7,500 sheets per hour. An optional bar code is also installed providing support for UPC Ver. A & E, 3 of 9 Code, Interleaved 2 of 5 Code, and Codabar codes. Scanning on this scanner is provided by Information Technology Staff. A lower capacity self-service desktop scanner, Insight 4/22 Dual Scanner, is located in Candelaria Hall. Software Each scanner is connected (USB) to a PC running ScanTools Plus software. This application provides both control of the scanner during scanning in addition to definition generation of scanner forms. These definitions determine where to located data on the scanner sheets and how to format the output data file. Data Analysis The data file generated from the scanner forms is a fixed length ASCII file that can be read by any number of applications including SAS, SPSS, or Excel. Current Applications The following ScanTools Applications are available. The specifics of each application are defined below: General 200 Item Answer Sheet A general form that can be used for collecting exam, questionnaire, or survey data. General Purpose Data Sheet II A customizable form allowing questions to be printed on the form before distribution. Exam Scoring Created primarily for the university Grader Application. Non-standard use allows for use of forms and collection of data, however data analysis is not provided. Course Evaluation A customized application used to collect Course Evaluation information. Standard Course Evaluation analysis is provided. Non-standard use allows for use of forms and collection of data, however data analysis is not provided.

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Page 1: Scanner Options

University of Northern Colorado - Information Technology

Scanning Options

ScannerOptions Page 1 of 25 19 July 2011

Introduction

NCS Pearson vs. Scantron

Prior to February 2008 there were two distinct companies providing optical

scanning solutions; NCS Pearson Data Management group, and Scantron

Corporation. Both provided optical scanning equipment and optical

scanning forms. The Data Management group of NCS Pearson was sold to

Scantron Corporation. While these scanning solutions are under a single

company, the scanners and scanner forms are different. It is important when

designing solutions that NCS forms are created and used in order to

correspond to the NCS scanning equipment that is available on campus.

Hardware

A high capacity scanner is located in Information Technology Carter Hall

room 10. This scanner, NCS OpScan Model 10, is capable of scanning up to

7,500 sheets per hour. An optional bar code is also installed providing

support for UPC Ver. A & E, 3 of 9 Code, Interleaved 2 of 5 Code, and

Codabar codes. Scanning on this scanner is provided by Information

Technology Staff.

A lower capacity self-service desktop scanner, Insight 4/22 Dual Scanner, is

located in Candelaria Hall.

Software

Each scanner is connected (USB) to a PC running ScanTools Plus software.

This application provides both control of the scanner during scanning in

addition to definition generation of scanner forms. These definitions

determine where to located data on the scanner sheets and how to format the

output data file.

Data Analysis

The data file generated from the scanner forms is a fixed length ASCII file

that can be read by any number of applications including SAS, SPSS, or

Excel.

Current Applications

The following ScanTools Applications are available. The specifics of each

application are defined below:

General 200 Item Answer Sheet – A general form that can be used

for collecting exam, questionnaire, or survey data.

General Purpose Data Sheet II – A customizable form allowing

questions to be printed on the form before distribution.

Exam Scoring – Created primarily for the university Grader

Application. Non-standard use allows for use of forms and

collection of data, however data analysis is not provided.

Course Evaluation – A customized application used to collect

Course Evaluation information. Standard Course Evaluation

analysis is provided. Non-standard use allows for use of forms and

collection of data, however data analysis is not provided.

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Alternatives – FEES APPLY

If the current option for scanner forms is not sufficient for a given

application, custom forms can be created by contacting Scantron Services at

(800) 722-6876 or http://www.scantron.com/forms/printservices

Scantron can design forms to your specifications. They can also generate

the ScanTools Application needed on the scanner to process the custom

form. A unique ScanTools Application number will be required, contact the

Information Technology Technical Support Center (351-4357) and request

a “Unique ScanTools Application Number” for a custom scanner form.

When having custom forms developed, BOTH the form(s) and the

ScanTools Application are required from the developer and the requestor

will be required to pay for BOTH.

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General 200 Item Answer Sheet

Use

This scanner form can be used where a separate instrument (exam,

questionnaire, or survey) is available. Up to 200 single response (A – E)

items are available.

Scanner Application

RES505

Scanner Form

UNC Warehouse Form Number: OFFOR010 Packages of 500 sheets

8.5” x 11”, Green, Two Sided, Upper right corner cut.

Side One contains the following demographic information:

Name (Last, First, MI) – This field is optional. One letter per

column (uppercase only).

Birth date – This field is optional. One month, one digit per

column.

Identification Number – This field is optional. One digit per

column.

Special Codes – These fields are optional and can be used for your

own categorization purposes. One response per column.

Sex – This field is optional. One response.

Grade or Education – This field is optional. One response.

Item responses (1-100) – These fields are optional. One response

(A-E) per item.

Side two contains:

Item responses (101-200) – These fields are optional. One response

(A-E) per item.

See scanner form images below (front / back).

Data Definition

The file created from the scanning of the General 200 Item Answer Sheets

is a fixed, undelimited format file named “anssheet.dat”. This file will be

e-Mailed provided it does not contain PII data. As an alternative, data can

be placed on a USB flash drive. A 24 hour turnaround should be expected.

Record format

Position Field Description

1 – 40 NCS Header See NCS Header for detailed description.

41 – 60 Name Name; A – Z uppercase, space (Optional)

61 – 69 Id Number Id Number (Optional)

70 – 75 Birth Date mmddyy (Optional)

76 – 82 Codes Each code A – G may contain 0 – 9, or blank (Optional)

83 Gender M / F (Optional)

84 – 85 Education 01 – 17; Bubbles are coded as 0 - 16 (Optional)

86 – 285 Answers Each response A – E may contain 1 – 5, or blank (Optional)

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SAS record description /* General 200 Item Answer Sheet */

Input @1 NCSHeader $CHAR40. /* See NCS Header */

@41 Name $CHAR20.

@61 IDNumber $CHAR9.

@70 BirthDate $CHAR6. /* mmddyy */

@76 SpecialCodeA $CHAR1.

@77 SpecialCodeB $CHAR1.

@78 SpecialCodeC $CHAR1.

@79 SpecialCodeD $CHAR1.

@80 SpecialCodeE $CHAR1.

@81 SpecialCodeF $CHAR1.

@82 SpecialCodeG $CHAR1.

@83 Gender $CHAR1. /* M or F */

@84 Education $CHAR2. /* 01 – 17 */

@86 (Resp1-Resp200) ($CHAR1.)

;

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General 200 Item Answer Sheet Front side

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General 200 Item Answer Sheet Back side

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General Purpose Data Sheet II

Use

This scanner form can be used for customized quizzes, exams or surveys.

Up to 40 single response (A – E) items are available. Question can be

printed on the actual scanner form, eliminating the need for a separate

document. Data analysis is not provided.

Scanner Application

BLUE200

Scanner Form

Order 70921 from Scantron Corporation. http://www.scantron.com/forms

8.5” x 11”, Blue, Two Sided, No corner cut.

Side One contains the following demographic information:

Identification Number – This field is optional. One digit per

column.

Special Codes – These fields are optional and can be used for your

own categorization purposes. One response per column.

Item responses (1-40) – These fields are optional. One response

(A-E) per item.

Side two contains:

Handwritten responses / comments.

Office Use Only – These fields are optional. One response (A-E)

per item.

See scanner form images below (front / back).

Data Definition

The file created from the scanning of the General Purpose Data Sheets is a

fixed, undelimited format file named “200blue.dat”. This file can be

delivered on a USB flash drive, or may be e-Mailed provided it does not

contain PII data.

Record format

Position Field Description

1 – 40 NCS Header See NCS Header for detailed description.

41 – 49 Id Number Id Number (Optional)

50 – 59 Codes Each code A – J may contain 0 – 9, or blank (Optional)

60 – 99 Answers Each response A – E may contain 1 – 5, or blank (Optional)

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SAS record description /* General Purpose Data Sheet */

Input @1 NCSHeader $CHAR40. /* See NCS Header */

@41 IDNumber $CHAR9.

@50 SpecialCodeA $CHAR1.

@51 SpecialCodeB $CHAR1.

@52 SpecialCodeC $CHAR1.

@53 SpecialCodeD $CHAR1.

@54 SpecialCodeE $CHAR1.

@55 SpecialCodeF $CHAR1.

@56 SpecialCodeG $CHAR1.

@57 SpecialCodeH $CHAR1.

@58 SpecialCodeI $CHAR1.

@59 SpecialCodeJ $CHAR1.

@60 (Resp1-Resp40) ($CHAR1.)

;

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General Purpose Data Sheet II Front Side

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Purpose Data Sheet II Back Side

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Exam Scoring (Request / Answer Sheet)

Use

These are custom forms designed for use with the online Grader application

(http://www.unco.edu/IT/grader/ ). Batched together they compose an exam

packet. The Request form provides batch or exam information that is

attached to each student answer sheet. The answer sheet provides

demographic student information and up to 200 item responses. For selected

special purposes outside of Grader they can be used for data collection.

Analysis is not provided for use outside of the online Grader application.

Scanner Application

EXAM460

Grader

For additional information on the use and implementation of the online

Grader application view the documentation at:

http://www.unco.edu/IT/grader

Scanner Forms

Request Forms – UNC Warehouse Form Number: OFFOR021 Packages of

500 sheets

8.5” x 11”, Aqua, Two Sided, Upper right corner cut.

These answer sheets student exam information and responses.

Side One contains the following information:

Course Subject – Banner designated Course Subject. Required.

Course Number – Banner designated Course Number. Required.

Course Section – Banner designated Course Section. Required.

Year – Term Year Course is offered. Required.

Term – Banner format term; 50-Fall, 30-Spring, 40-Summer.

Required.

Course CRN – Banner designated Course CRN. Required.

Last Question Number – Number of of questions in the exam.

Required.

# of Keys – Number of keys for the exam. Corresponds to the

Answer Sheet Test Version. Required.

Scores (Percent) – Indicates exam question are to be grades as

percents. Percents must be added within the online Grader

application.

Scores (Raw) – Indicates exam question are to be grades as raw

scores. Points if Correct must be provided.

Points if Correct – Point value of each question.

Exam Name – Name of Exam. Required, must be unique within

online Grader application.

Options – Not currently used.

Side two contains:

PDID – University assigned Personal Digital ID of the course

instructor. Required.

See scanner form images below (front / back).

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Data Definition

The file created from the scanning of the Exam Scoring Request / Answer

Sheets is a fixed, non-delimited format file named “exam460.dat”. This file

can be delivered on a USB flash drive, or may be e-Mailed provided it does

not contain PII data.

Both the Exam Scoring Request and the Exam Scoring Answer sheet are

required. The data file will contain three data components in each record;

Then NCS Header, The Exam Scoring Request (Batch Information)

followed by the Answer sheet data.

Answer Forms – UNC Warehouse Form Number: OFFOR011 Packages of

500 sheets

8.5” x 11”, Blue, Two Sided, Upper left corner cut.

These answer sheets must be batched using the “Exam Scoring Request”

form.

Side One contains the following demographic information:

Test Version – A / B / C, Default is A.

PDID – University assigned Personal Digital ID. Required. One

letter / digit per column. Left justify alphabetic segment.

Last Name – Required. One letter per column.

First Initial – Required. One letter.

Middle Initial – Optional. One letter.

Item responses (1-100) – These fields are optional. One response

(A-E) per item.

Side two contains:

Item responses (101-200) – These fields are optional. One response

(A-E) per item.

Record format

Position Field Description

1 – 40 NCS Header See NCS Header for detailed description.

41 – 44 Subject Banner Course Subject

45 – 49 Number Banner Course Number

50 – 52 Section Banner Course Section

53 – 56 Year Academic term year

57 – 58 Term Banner term; 50-Fall, 30-Spring, 40-Fall

59 – 63 CRN Banner Course CRN

64 – 66 Last Question Number of questions in exam

67 – 96 Instructor PDID Instructors full PDID (E-Mail Address)

97 – 111 Exam Name Name of Exam

112 Keys Number of keys

113 Percent / Raw Score exam by percent or as raw scores

114 – 117 Raw Points Raw Points for each question

118 – 125 Options Currently not used

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Position Field Description

126 – 133 Student PDID User name portion of student PDID

134 Test Version Version of exam

135 – 146 Student Last

Name

Student last name

147 Student First

Initial

Student first name initial

148 Student Middle

Initial

Student middle name initial

149 – 348 Responses Responses

SAS record description /* Grader Request-Answer Sheets */

Input @1 NCSHeader $CHAR40. /* See NCS Header */

/* Exam Scoring Request Information */

@41 CourseSubject $CHAR4.

@45 CourseNumber $CHAR5.

@50 CourseSection $CHAR3.

@53 Year $CHAR4.

@57 Term $CHAR2.

@59 CRN $CHAR5.

@64 LastQuestion 3.

@67 InstructorPDID $CHAR30.

@97 ExamName $CHAR15.

@112 Keys 1.

@113 PercentRaw $CHAR1. /* P or R */

@114 RawPoints 4.2

@118 OptionA $CHAR1.

@119 OptionB $CHAR1.

@120 OptionC $CHAR1.

@121 OptionD $CHAR1.

@122 OptionE $CHAR1.

@123 OptionF $CHAR1.

@124 OptionG $CHAR1.

@125 OptionH $CHAR1.

/* Answer Sheet Information */

@126 StudentPDID $CHAR8.

@134 TestVersion $CHAR1.

@135 StudentLastName $CHAR12.

@147 StudentFI $CHAR1.

@148 StudentMI $CHAR1.

@149 (Resp1-Resp200) ($CHAR1.)

;

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Exam Scoring Request Front Side

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Exam Scoring Request Back Side

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Answer Sheet Front Side

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Answer Sheet Back Side

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Course Evaluation (Batch Sheet / Response Sheet)

Use

These are custom forms designed for use with the university Course

Evaluation system. Batched together they compose a single course

evaluation packet. The Batch form provides course and instructor

information that is attached to each student evaluation. The response sheet

provides non-identifiable categorization information and up to 60 item

responses. For selected special purposes outside of the Course Evaluation

System they can be used for data collection. Analysis is not provided for

use outside of the Course Evalluation application.

Scanner Application

RES750

Course Evaluation

For additional information on the use and implementation of the Course

Evaluation system view the documentation at:

http://www.unco.edu/it/facultystaff/course_evals.html

Scanner Form

Batch Sheet – UNC Warehouse Form Number: OFFOR040 Packages of

500 sheets

8.5” x 11”, Blue, Single Sided, No corner cut.

These batch sheets must be included with the “Response Sheets” for each

course.

Side One contains the following course / instructor information:

Course Subject – Banner Course Subject. Required.

Course Number – Banner Course Number. Required.

Section Number – Banner Course Section. Required.

Year – Term Year Course is offered. Required.

Term – Banner format term; 50-Fall, 30-Spring, 40-Summer.

Required.

Course CRN – Banner designated Course CRN. Required.

Response Forms – UNC Warehouse Form Number: OFFOR031 Packages

of 500 sheets

8.5” x 11”, Red, Single Sided, Lower right corner cut.

These answer sheets provide non-identifiable categorization information

and student evaluation responses.

Side One contains the following information:

Gender – Gender. Optional.

Classification – Classification. Optional.

Expected Grade – Grade student is expecting. Optional.

See scanner form images below (front / back).

Data Definition

The file created from the scanning of the Course Evaluation Batch and

Response Sheets is a fixed, non-delimited format file named “RES750.dat”.

This file will be e-Mailed provided it does not contain PII data. As an

alternative, data can be placed on a USB flash drive. A 24 hour turnaround

should be expected.

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Both the Course Evaluation Batch Sheet and the Course Evaluation

Response Sheet are required. The data file will contain three data

components in each record; Then NCS Header, Batch Information followed

by the Response sheet data.

Record format

Position Field Description

1 – 40 NCS Header See NCS Header for detailed description.

41 – 44 Subject Banner Course subject

45 – 49 Number Banner Course Number

50 – 52 Section Banner Course Section

53 – 56 Year Academic term year

57 – 58 Term Banner term; 50-Fall, 30-Spring, 40-Fall

59 – 63 CRN Banner Course CRN

64 – 83 Instructor Instructor Name

84 – 85 Distribution Distribution code Hold / Mail

86 Gender Gender

87 Classification Classification

88 Expected Grade Expected Grade

89 – 148 Responses 60 Responses

SAS record description /* Course Evaluation */

Input @1 NCSHeader $CHAR40.

/* Batch Information */

@41 CourseSubject $CHAR4.

@45 CourseNumber $CHAR5.

@50 CourseSequence $CHAR3.

@53 Year $CHAR4.

@57 Term $CHAR2.

@59 CRN $CHAR5.

@64 Instructor $CHAR20.

@84 Distribution $CHAR2.

/* Response Information */

@86 Gender $CHAR1.

@87 Classification $CHAR1.

@88 ExpectedGrade $CHAR1.

@149 CommentFlag $CHAR1.

@89 (Q1-Q60) ($CHAR1.)

;

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Course Evaluation Batch Sheet

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Course Evaluation Response Sheet

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Microsoft Excel Procedures

The following process can be followed to load Scanner data files into Microsoft Excel 2007:

1. Open a blank Excel spreadsheet

2. Select the “Data” tab

3. Click “From Text” in the “Get External Data” section

4. Change the “Files of type” to “All Files (*.*)”

5. Browse to the location of the scanner data file

6. Select file

7. Click “Import”, The “Text Import Wizard” will appear

8. Select the “”Fixed width” radio button (should be the default)

9. Click “Next”

10. Adjust break lines at appropriate fields based on the record format of the scanner form. If there

are 200 items, as in the case of the “General 200 Item Answer Sheet”, it is necessary to

delineate each column (response).

11. Click “Next”

Hints:

If “NCS Header” data is not needed, delineate it as a single 40 column field. The column can be

deleted, or ignored after the import is complete.

If date fields are present, treat month, day and year as individual columns. This will make

processing of the date easier.

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NCS Header

Data Definition

The NCS Header is a 40-byte-long field at the beginning of every record in

a data file (.DAT) produced by ScanTools during scanning. It contains

information pertaining to the record it is part of. This information is useful

for determining when and under what conditions the record was produced,

and how it is related to other records in the file.

When converting files, you can define in the conversion profile whether or

not the NCS Header should be included in the converted file. See Record

format - Conversion Profile.

Record format

Position Function Description

1 - 3 Application Number The application that was used to create the record. (000-999)

4 - 9 Serial Number The serial number of the record.

10 - 12 Batch Number The batch number of the document.

13 - 18 Date Scanned The date the document was scanned. (MMDDYY)

19 - 21 Document Number The number of the document that produced the record. (001-999)

22 Edit Pass Flag The following values may be in this field:

<space> record not edited, NO ACTION on edit failure, or

"Clear all edit flags" used in Edit Options

N record failed edit (FLAG on edit failure)

W Online edit correction only. Record failed edit,

Correction mandatory, record not corrected, still

needs correction

Y one of the following situations occurred:

record did not fail edit

record was corrected and passed edit

Accept as "Good" or "Next" selected during post-scan editing

For online edits, REJECT and do not accept as is; the record is not written to the data

file. See also: Booklet Edits.

23 Modify Flag Y - Correcting a failing post-scan edit or modifying a data file.

24 Grid Error Flag The following values may be in this field:

<space> One of the following situations occurred:

record did not fail edit

record was corrected and passed edit

"Accept as Good" or "Next" selected during post-scan editing

> Record failed

Edit For on-line edits, REJECT and do not accept as is; the record is not written to the

data file. See also Booklet Edits.

25 Read Level Threshold The Read Level Threshold used to scan the data.

26 Discrimination Margin The Discrimination Margin used to scan the data.

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Position Function Description

27 - 28 Software Version

Number

The version of ScanTools software being used when the data in the record was scanned.

29 Pocket Flag The pocket flag number equals the stacker where the last sheet was sent.

<space> output stacker

1 primary select stacker

2 secondary select stacker

See also Booklet Edits.

30 Worst Mark Intensity

Factor

This value indicates the worst Mark Intensity Factor (the highest percentage of light

marks) computed for any of the fields in the record. Mark Intensity is computed only

for fields that are tallied or evaluated. These are the possible values:

Value Description

# No marks scanned

- No light marks scanned

0 0 - 9% light marks

1 10 - 19% light marks

2 20 - 29% light marks

3 30 - 39% light marks

4 40 - 49% light marks

5 50 - 59% light marks

6 60 - 69% light marks

7 70 - 79% light marks

8 80 - 89% light marks

8 90 - 99% light marks

$ 100% light marks

31 - 33 Total Invalid

Response Count

The total number of omits and multiples counted in fields in the record that were tallied

and/or evaluated. The first two bytes contain the total omits. The third byte contains the

total multiples.

34 Run Number The number of the run during which the data in this record was scanned.

35 Key Record Flag This flag is set to "Y" if the record is part of a key that can be used to score data files.

36 Record Scored Flag This flag is set to "Y" if the record has been scored using a ScanTools score profile. If

this is set to "Y," you cannot re-score the data file. You must rescan.

37 Sheet Compile Flag This flag is set to "Y" if sheet compile-type edit flags have been written to the field

following the NCS Header in the record.

38 Delete Record Flag This flag is set to "Y" if the record has been marked as deleted. A deleted record is not

processed when the data file is converted to a different format, edited, or scored.

39 Conversion status The following values indicate the conversion status:

<space> Not scanned or converted by ScanTools, status

unknown

N No file conversion

P post - scan file conversion

S Conversion while scanning

40 Reserved for Pearson NCS use.

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SAS record description /* NCS Header */

Input @1 ApplNbr $CHAR3.

@4 SerialNbr $CHAR6.

@10 BatchNbr $CHAR3.

@13 ScanDate MMDDYY6.

@19 DocNbr $CHAR3.

@22 EditPassFlag $CHAR1.

@23 ModifyFlag $CHAR1.

@24 GridErrorFlag $CHAR1.

@25 ReadLevel $CHAR1.

@26 DocDiscrim $CHAR1.

@27 SofwareVer $CHAR2.

@29 PocketFlag $CHAR1.

@30 WorstMark $CHAR1.

@31 TotalInvOmits $CHAR2.

@33 TotalInvMult $CHAR1.

@34 RunNbr $CHAR1.

@35 KeyFlag $CHAR1.

@36 ScoreFlag $CHAR1.

@37 CompileFlag $CHAR1.

@38 DeleteFlag $CHAR1.

@39 ConvStatus $CHAR1.

@40 Reserved $CHAR1.

@; /* Hold */