Scan Exams

In-class exams with answer choice procedures can be evaluated automatically using the EvaExam software. Standardized questionnaires are created, printed out and carried out on paper. The processed questionnaires are later scanned and can then be evaluated in the system or the raw data exported.

Procedural Steps for Scan Exams ©Lehrservice
Procedural Steps for Scan Exams

NEW: All important information about scan exams are provided by the Leuphana Teaching Service in a handout:

Access to EvaExam, Creation of Your Examiner Account

The Leuphana Teaching Service will be happy to provide you and your staff with an examiner account. Please send us an e-mail via with details of your institute or school. With this information, we can set up a personalized examiner account for you. It is also possible to set up a functional account that can be used by several people in a team (but not at the same time).

After receiving your access data (username, password) log in in the EvaExam system under 

Question Types in EvaExam

  •  Single Choice Questions
  •  Multiple Choice Questions
  •  Offen Questions
  •  Segmented Open Questions
  •  Kprim Questions
  •  Matching Questions
  •  True/ False Questions

The multilayered process of the scan exam from creation to archiving is divided into the following three sections (BEFORE, DURING and AFTER the exam) with the associated process steps:

Before the Exam

Create Exam Concept

In EvaExam you have the possibility to perform three different types of scan exams. You have the choice between a questionnaire on which the answers are also given (option 1), a questionnaire with a separate answer sheet (option 2) or only the creation of an answer sheet (option 3).

  • Option 1 offers you the integration of all question types, but has the disadvantage that the scanning process takes longer, because more sheets have to be scanned.
  • Option 2 offers you the inclusion of all question types except open-ended questions, segmented open-ended questions and Kprim questions. However, these options are more time-saving as they only need to scan the answer sheets.
  • If you choose option 3, you will only create an answer sheet for single-choice questions that have the same number of answer options. This option is less time-consuming in the scanning process than options 1 and 2.

Create Exam Sheets

To conduct an exam with EvaExam, you first create an exam sheet, which you successively fill with questions. You create a new exam sheet by selecting Create exam sheet in the left side menu.

Now enter a short name and a heading for your exam sheet. At this point you can also select whether the answers are to be given on the exam sheet (option 1) or on a separate sheet (option 2).

Question Library

In the questionnaire editor (Vivid) you then create one or more question groups. This is necessary to be able to formulate individual questions - there is no question without a question group. You can structure question groups thematically and name them accordingly (e.g. "Basic knowledge" instead of "Group 1"), so you always keep an overview - especially if you save them in the question library.

Within the question groups, you then create the corresponding exam questions. Seven different question types and corresponding answer options are available for the exam questions and solutions. You can store sample solutions for automated evaluation.

We recommend that you save recurring questions and formulas in the question or formula library. This is not done automatically.

The question library corresponds to a question pool, which can be useful when creating further online exams later. Formulas can be entered in the formula editor, which will be saved as an image in the formula library.

When you add open-ended questions to your exam sheet, you also have the choice of grading them on the exam sheet or grading them online later. If you choose to score the open-ended questions on the exam sheet, a scoring matrix appears on the exam sheet where you must enter the score before scanning. If you select to score the answers online later, then no matrix will appear and you can score the answers later after scanning using an online form.

When you have compiled all the questions, click Save and Exit in the upper left corner. The exam sheet you created will now appear in the Exam Sheet List. In the left menu under Exam Sheet List, you can view and revise all the exam sheets you have created at any time.

Create Exam

To generate the scan exam, EvaExam provides an online wizard that guides you through the selection menus.

In the left side menu under Exams, select Create Exam.

  1. Create a new folder where you want to save your scan exam. Later you can select it to save more exams in it or create more folders.
  2. Next, give your exam a name {Course title} and select the Paper exam option.
  3. Now choose between a questionnaire on which the answers are also given (option 1), a questionnaire with a separate answer sheet (option 2) or only the creation of an answer sheet (option 3).
  4. The wizard now presents you with a decision between two methods of participant registration. You have the choice between the specification of the examinee ID by the participants and the participant import.

    If the participant enters the examinee ID, the sheet remains non-personalized; the participants themselves enter their first name, last name, and the subject ID (student ID).

    If you select participant registration via participant import, the sheet will be pre-filled with the data of the respective examinees. To do this, the participant data must be imported after the exam has been confirmed. These can either be added manually or uploaded via CSV import from the myStudy exam lists. To test the import function in advance, you can refer to the sample participant data that you can find in EvaExam under Extras. Here you can also see how the address file must be formatted (e.g. order of columns, file format. Csv.).
  5. Now select an exam sheet from the exam sheet list that you have created in advance.
  6. In a next step you can create up to 10 different versions of an exam sheet, in which the selected questions and groups of questions are arranged differently. Creating multiple versions can be helpful, for example, to make it more difficult to exchange answers among students, especially in multiple-choice exams.
  7. Finally, specify the number of exam takers. EvaExam recommends to print about 10% more exam sheets than the expected number of participants, so that spare sheets are available if needed.

    After confirming the information, the exam will be made available for download as a PDF document. Now all you need to do is print the exam.

    Note: Once the exam is created, the sheet is locked for editing. Regardless of whether sheets have already been scanned or not.

Details on the Exam

The folder list in the left side menu takes you to the exam overview of previously created exams.

If you click on the name of the exam or the icon under Details, you will get to the details of the exam. There you can create additional exam sheets, assign or adjust a grading key, retrieve the sample solutions, as well as rename, move or delete the exam.

The already printed sheets cannot be retrieved again as .pdf. This avoids duplicating sheet numbers.

In case of an already scanned exam, the original scans and PDF reports can be downloaded at this point and the completeness of the sheets can be checked.

Printing the Exam Sheets

Each sheet has an individual numbering, a so-called "consecutive sheet set number." This number is included on the first page in the header area as well as in the barcode. In the case of multi-page examinations, the sheets with the same number must be distributed to the same students so that the records are later correctly assigned and evaluated.

Therefore, the exam sheets should always all be printed and not copied.

For error-free recognition of answers, the exam sheet should always be printed on white paper. Keep the actual size of the document and do not adjust the page size when printing.

If you are taking a multi-page exam, the sheets may be stapled at the corners, but the staple corners should be cut off before scanning.

Exam Conduction

Instruct participants on the correct way to perform a scan exam before the exam.

  • Crosses should always be made within the boxes. The system will not recognize the answer if the cross is next to the box.
  • The exam sheet will be unreadable if examinees write over the barcode or corner marks or otherwise obscure these two areas.
  • Blue or black ballpoint pens or thin felt-tip pens must be used for completion. Crosses made with a pencil will lose their visibility in the scanning process, and using too thick felt-tip pen will result in too much blackness, which would be misconstrued as a correction.
  • The examinees must correctly mark each digit of their examinee ID in the matrix and also enter the examinee ID and name in the spaces provided. The automatic reading is done only through the matrix.

After the Exam

ON SITE Exam Scanning

Two workstations, each with a scanning device, are set up on the Leuphana University campus in C.7.117. The EvaExam software transfers the data of the scanned exam sheets directly into the system, where they are evaluated semi-automatically. Before you start scanning, you should check the settings on the scanning device and the stack of exam sheets.

The following settings should be active:

  • Black and white, paper size A4, resolution: 200 DPI, brightness: threshold slightly darker than the average, corrections disabled, duplex (scans front and back).
  • Exam sheets should all be from one exam and free of staple corners and scribbles.
  • If you have enabled scoring on the exam sheet for open-ended questions, you must score them in the matrix before scanning.
  • No more than 100 pages should be scanned in a batch; the more sheets that need to be scanned, the longer the processing time.

Select Release Batch when you have scanned all the sheets.


After scanning, you can view the status of your exam in the exam list of your user account. In the Status column, click Verification to manually check the crosses that have been detected as unsafe. In the list that follows, you will see the checks that need verification, by clicking on the yellow pencil you can start the verification.

If you have selected to score open questions online, the status of the exam will now change to scoring. Click on Scoring in the Status column to answer the open-ended questions. Here it is also possible to access previously stored solution texts and add comments to the assessment, which are later visible in the participant report.

To remove a single question of an exam from the overall evaluation, you can assign the maximum score to the question. However, this change can only be done once and cannot be undone.


EvaExam provides two types of exam reports as .pdf:

  1. The detailed individual report provides the evaluation per examinee. Here the answers of the individual examinees to each question as well as the points awarded and comments of the examiners are displayed. The participant ID, and in the case of participant import also the name, the number of points achieved, the maximum points to be achieved and the percentage of correct answers are noted on the sheets.
  2.  In addition, the system offers an overall report. The overall report is divided into the evaluation of the individual questions, the examination report and the overall report with question analysis. In the evaluation of the individual questions, the points achieved by the participants are displayed question by question and in relation to each other as a percentage. If you have created a grading key, the examination report generates a grading table of all participants that can be read question-by-question and exam-by-exam. The overall report contains a graphical representation of the score distribution and a question analysis in which the questions are evaluated according to their selectivity and degree of difficulty.

Do you have any questions about the phases of EvaExam scanning exams or about the scanning process itself?
Then please feel free to contact the Digital Teaching Support Team at: