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events:ham-test [2026/04/15 01:20] – Maiaevents:ham-test [2026/04/19 18:14] (current) – facebook catches a stray Maia
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 Aspirationally, we are trying to do this once per month, always during the beginning of a radio night. Aspirationally, we are trying to do this once per month, always during the beginning of a radio night.
 +
 +## Registration
 +
 +The upcoming session and its registration link can be found on the [HamStudy sessions page](https://ham.study/sessions/DMA/all). We usually plan out a date and do the session registration formalities 3-4 weeks out.
  
 ## Running the session ## Running the session
  
-Please review this section if you are a new VE!+Please review this section if you are one of the volunteer examiners (VEs)!
  
 There are five jobs during a session. With exactly three VEs these overlap a lot, so expect to tag-team and float as needed: There are five jobs during a session. With exactly three VEs these overlap a lot, so expect to tag-team and float as needed:
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 1. Wrapping up Form 605 signature paperwork after their last element. 1. Wrapping up Form 605 signature paperwork after their last element.
  
-- Potentially helpful to set one person up by the door so that people can't leave without having signed for their 605s there).+It is potentially helpful to set one person up by the door so that people can't leave without having signed for their 605s there.
  
 ### When a candidate arrives ### When a candidate arrives
  
 - Check their photo ID. If there's a name mismatch, ask for supporting evidence (student ID, a piece of mail, etc.) to your satisfaction that all the documentation points to the same person. - Check their photo ID. If there's a name mismatch, ask for supporting evidence (student ID, a piece of mail, etc.) to your satisfaction that all the documentation points to the same person.
-- In ExamTools, find their name, then Status -> mark as **Seen**.+- Mark them Seen in ExamTools (find name → Status → **Seen**).
  
 ### Handing out exams ### Handing out exams
  
-- Hand them an exam booklet and a pre-filled answer sheet (candidate name, candidate ID from ET, 5-digit exam ID from the booklet, element number; **remember to do all the bubbles too**).+- Hand them an exam booklet and a pre-filled answer sheet. Pre-fill: candidate name, candidate ID (from ET), 5-digit exam ID (from booklet, Test #22-**98765**), element number (T/G/E), and bubble all of them.
 - As you give them the exam, please tell them: - As you give them the exam, please tell them:
   1. Do not write on the exam booklet, pretty please. Scratch work goes on the bottom of or the back of their answer sheet.   1. Do not write on the exam booklet, pretty please. Scratch work goes on the bottom of or the back of their answer sheet.
-  1. All tests are randomly generated so they do not have to hide their answers from their neighbors. +  2. No electronic devices except calculators with cleared memory, no earbuds, no Ray-Ban® Meta AI™ glasses, etc. 
-  1. Flag a VE down for grading when they are done.+  3. All tests are randomly generated so they do not have to hide their answer sheet from their neighbors, but don't chat and don't cheat. 
 +  4. Flag a VE down for grading when they are done. 
 +- Our retake policy is the same as our late policy: we are chill about it, but we want to hand out a new test no later than 7:15pm (45 minutes after start) so we respect everyone's time and the regular radio night schedule.
  
 ### During the exam ### During the exam
  
-- View the room, no electronics except calculator use, no reading.+- Watch the room. No electronics except calculators. No reading.
 - When a candidate raises their hand, collect their booklet and answer sheet. - When a candidate raises their hand, collect their booklet and answer sheet.
  
 ### Grading ### Grading
  
-- Briefly check that the candidate did not write on the exam itself. Then, return that test paper to the bottom of the test pile. +- Check the booklet for stray marks, then return it to the bottom of the pile. 
-- Scan the answer sheet with GradeCam, which you can enter from the specific session page on ExamTools. It is the 📷 camera icon button.+- Scan the answer sheet with GradeCam (**📷 GradeCam** on the top of session page in ExamTools).
 - Tell the candidate their score privately. If they passed and want to try the next element, hand them a new exam packet and send them back. - Tell the candidate their score privately. If they passed and want to try the next element, hand them a new exam packet and send them back.
 - If they're done for the day and passed something, tell them something along the lines of "before you leave, you need to sign your application, please don't leave until you've done it." - If they're done for the day and passed something, tell them something along the lines of "before you leave, you need to sign your application, please don't leave until you've done it."
-- Keep all answer sheets and put them in a separate pile somewhere. Do not return the answer sheet to the candidate.+- Keep all answer sheets in a separate pile, including failed ones. We retain every answer sheet, so remember to walk the answer sheets back after showing the score to the candidate.
  
-### Paperwork, before the candidate walks out+### Sign paperwork electronically (before they leave) 
 + 
 +There is an awkward dance that we must do even with in-person, paper-based exams. ExamTools only handles the signatures electronically and won't let you mark things completed otherwise, so we have to get the candidates to sign their Form 605s electronically before they leave. Here's how that goes:
  
 - There are two ways to get to the signature page: - There are two ways to get to the signature page:
-  - From their own phone: Ask them to go to https://exam.tools -> Join Exam Session -> enter `DMA` for team identifier and their applicant PIN from the answer sheet. +  - From their own phone: Ask them to go to [exam.tools](https://exam.tools) → **Join Exam Session** → enter `DMA` for team identifier and their applicant PIN from the answer sheet. 
-  - From your own device: in ExamTools, click their name → Copy Applicant Login Link → open it in a new browser tab + 
-- The page will say that VE approval is needed to continue. On the applicant list, you should see that their PIN number changed color, and you can click on that to approve their request.+  This is recommended so that your own device isn't tied up in the process in case another candidate needs your attention. 
 +  - From your own device: in ExamTools, click their name → **Copy Applicant Login Link** → open it in an incognito browser tab. 
 + 
 +- The page will say that VE approval is needed to continue. On the applicant list, you should see that their PIN number gets a red icon, and you can click on that to approve their request.
 - Have them sign their Form 605 electronically. Confirm the signature registered. - Have them sign their Form 605 electronically. Confirm the signature registered.
-- Let them know:+- Then let them know:
   1. Their CSCE will be emailed once all three VEs find time to sign their results.   1. Their CSCE will be emailed once all three VEs find time to sign their results.
-  1. They'll get an email from the FCC to pay the $35 application fee. They have 10 days to pay or their application is dismissed.+  2. They'll get an email from the FCC to pay the $35 application fee. They have 10 days to pay or their application is dismissed. 
 +- You may click **Assign VE** to assign yourself on any candidate, and proceed to signing their CSCE. No need to coordinate who signs for whom.
  
-### SessionManager submission and wrap up (for team leads)+### SessionManager submission and wrap up (for the team lead only)
  
-- Get three VEs to sign the CSCEs in ExamTools (this can happen after candidates leave or you can do it as people have time). +- Get three VEs to sign for every candidate in ExamTools (this can happen after candidates leave or you can do it as people have time). coordinate who signs for whom. 
-  - After a candidate gets 3 signatures, someone with team lead permission clicks Mark Complete. This will finalize their CSCE. +  - After a candidate gets 3 signatures, someone with team lead permission clicks **Mark Complete**. This will finalize their CSCE. 
-  - Then, click Manage -> Email CSCE. +  - Then, click **Manage** -> **Email CSCE**. 
-- Thank your VEs for coming!! And clean up the space. +- Thank your VEs for coming (aren't they great?)!! And clean up the space. 
-- Finalize the session in ExamTools and export the Laurel SessionManager CSV. +- Click **Finalize** on the exam session. Check again that every candidate that passed an element is under **Completed Applicants**, because ExamTools _will_ let you finalize them in a draft state. 
-- Follow the steps to get things uploaded to the Laurel VEC portal. +- From the **Download** menu grab two files: 
-  - Talk to Maia or Panic if you have never done this before. +  - Laurel SessionManager (a CSV file). 
-  - Our regional coordinator asks us that we attach a single PDF containing ExamTools's generated forms (Download -- Final Forms).+  - Final Forms. 
 +  - (As long you use ExamTools all the way, you can ignore the requirement to attach a Session Summary Report, VE Sign-in Sheet, and Registration Log later.) 
 +- In SessionManager, click **Add New Session**. Then **Tools** -> **Import Application Data** and pick the CSV. Add additional VEs that did not sign the CSCEs but participated in the session. Check its work in the "Session" and "Applicant" tabs. 
 +- End with the "FCC Upload" tab. **Create Upload File**, then **Upload ENC File**. 
 +- SessionManager will pop open your browser to the VE Portal session page for you to associate the batch. Attach the Final Forms PDF there too. 
 +- Our regional coordinator takes it from there and submits to the FCC.
 - Keep the original exam booklets and answer sheets for 30 days, then shred them. - Keep the original exam booklets and answer sheets for 30 days, then shred them.
-- Optionally, send out a congratulatory email after our regional coordinator uploads the batch to FCC. It might look like this: 
  
-  ``` +Once our regional coordinator has uploaded the batch to FCC (you will get an email entitled "Exam Session Response File for `$date` in `$location`" ), you can optionally send a congratulatory email.
-  [candidates in bcc]+
  
-  Hi all,+Sample congratulatory email:
  
-  It was great to see everyone at the amateur radio exam session! If you are receiving this email, you just successfully sat for at least one exam element.+```text 
 +[candidates in bcc]
  
-  If you were here to get an upgrade, they should be posting just now -- yay! There is nothing else you need to do and you can go use your new privileges on the air.+Hi all,
  
-  If you are a new ham and do not have a callsign yet, your applications should also be transmitted to ULS and are in a Pending state. Soon (if not already) you should be receiving an email from the FCC directing you to their website to make a $35 payment. Please make sure to do this within 10 days, otherwise they will automatically dismiss your application.+It was great to see everyone at the amateur radio exam session! If you are receiving this email, you just successfully sat for at least one exam element.
  
-  After FCC receives your payment, their system will start posting callsigns Mondays to Fridays slightly before midnight. Anecdotally, payments completed before 2:30 p.m. Pacific time are usually processed the same day, otherwise they get processed as part of the next business day's batch.+If you were here to get an upgrade, they should be posting just now -- yay! There is nothing else you need to do and you can go use your new privileges on the air.
  
-  Please let me know if you have any other questions. Again, it's been a pleasure.+If you are a new ham and do not have a callsign yet, your applications should also be transmitted to ULS and are in a Pending state. Soon (if not already) you should be receiving an email from the FCC directing you to their website to make a $35 payment. Please make sure to do this within 10 days, otherwise they will automatically dismiss your application.
  
-  - Your Name WX7XXX +After FCC receives your payment, their system will start posting callsigns Mondays to Fridays slightly before midnight. Anecdotally, payments completed before 2:30 p.m. Pacific time are usually processed the same day, otherwise they get processed as part of the next business day's batch. 
-  ```+ 
 +Please let me know if you have any other questions. Again, it's been a pleasure. 
 + 
 +- Your Name WX7XXX 
 +```
  
 ## Preparing for a session (for team leads) ## Preparing for a session (for team leads)
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 - Find 3 Extra class licensees to be VEs, ideally 4, and make sure that they are available during the proposed date and time. We are a [Laurel VEC](https://larc-vec.org/home.php) team and can sponsor folks to be volunteer examiners. One of the VEs can be yourself. - Find 3 Extra class licensees to be VEs, ideally 4, and make sure that they are available during the proposed date and time. We are a [Laurel VEC](https://larc-vec.org/home.php) team and can sponsor folks to be volunteer examiners. One of the VEs can be yourself.
-- On ExamTools, create a new session: https://beta.examtools.org/ve/sessions/new. If you don't have permission, ask Dan or Maia.+- On ExamTools, [create a new session](https://beta.examtools.org/ve/sessions/new).
   - Team: `DMA`   - Team: `DMA`
   - Session Type: In-Person   - Session Type: In-Person
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   - Walk-ins allowed? No   - Walk-ins allowed? No
   - Maximum number of Participants: 10   - Maximum number of Participants: 10
-  - Time: Suggested 18:30 with session time of 30 minutes+  - Time: Suggested 6:30 p.m. with session time of 30 minutes
   - Publicly visible notes/Notes for applicant (email): _see below_   - Publicly visible notes/Notes for applicant (email): _see below_
 - [List this session on Laurel VEC](https://portal.laurelvec.org/VE/team/DMA/session-listings/). Copy the sign up link from ExamTools and put it in the description. - [List this session on Laurel VEC](https://portal.laurelvec.org/VE/team/DMA/session-listings/). Copy the sign up link from ExamTools and put it in the description.
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 Hello! Thanks for signing up for a test. Hello! Thanks for signing up for a test.
  
-**Time**: You may begin writing your exam at 6:30 p.m. Please arrive around this time, particularly if you plan to take multiple exam elements.+**Time**: You may begin writing your exam at 6:30 p.m. Please arrive around this time, particularly if you plan to write multiple exam elements.
  
-Our practice is to stop handing out new tests after 7:00 p.m., but you may finish any exams that you have already started. This has not been an issue for candidates in the past, unless you'd like to retake any failed elements.+Our practice is to stop handing out new tests after 7:15 p.m., but you may finish any exams that you have already started. This has not been an issue for candidates in the past, unless you'd like to rewrite any failed elements.
  
 **What to Bring**: **What to Bring**:
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 If you are bringing expired licenses or old CSCEs to use as element proof, the ARRL covers what to bring in depth If you are bringing expired licenses or old CSCEs to use as element proof, the ARRL covers what to bring in depth
-[here](https://www.arrl.org/what-to-bring-to-an-exam-session).+[here](https://www.arrl.org/what-to-bring-to-an-exam-session). Please bring an original and a copy of any documents which you want to use as element credit.
  
 **Getting Here**: Our space is inside the Ballou Wright Building (E. Pike & 12th Ave, [Google Maps](https://maps.app.goo.gl/Ca2iGHhtfvSdwzdq9)). Find our entrance to the left of Overcast Coffee. Please consider taking transit (parking is challenging and the building is next to a SPD precinct). There will be a sign and an intercom on the day of the exam to help you get up to the second floor. **Getting Here**: Our space is inside the Ballou Wright Building (E. Pike & 12th Ave, [Google Maps](https://maps.app.goo.gl/Ca2iGHhtfvSdwzdq9)). Find our entrance to the left of Overcast Coffee. Please consider taking transit (parking is challenging and the building is next to a SPD precinct). There will be a sign and an intercom on the day of the exam to help you get up to the second floor.
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 free and awesome for last minute cramming. free and awesome for last minute cramming.
  
-**Contact**: Dan, WI7FI is your VE coordinator. Write to radio@dma.space for questions.+**Contact**: Write to radio@dma.space for questions (the email goes to all volunteer examiners).
 ``` ```
  
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 - Confirm again with your VEs that they are still available and know when/where to go (15-30 minutes before the test starts is a good time to meet up and get set up). - Confirm again with your VEs that they are still available and know when/where to go (15-30 minutes before the test starts is a good time to meet up and get set up).
-- On ExamTools, work out how many exam elements people have signed up.+- Count signed-up exam elements in ExamTools.
 - Print out exam papers and answer sheets. - Print out exam papers and answer sheets.
-  - Per Laurel VEC advice, always use the beta website: https://beta.examtools.org/ve/generate. +  - Per Laurel VEC advice, always use the [ExamTools beta exam generator](https://beta.examtools.org/ve/generate). Print double-sided to save trees. 
-  - Use the "Scan with GradeCam" option. Remember to print out the answer sheets, also from that tab. The "35/50 question combo form for all classes (new!)" one works great.+  - Use the **Scan with GradeCam** option. Remember to print out the answer sheets, also from that tab. The "35/50 question combo form for all classes (new!)" one works great.
   - Print out at least as many General exams as you have people signed up for the General, plus Technician exams, so that people who pass Technician can immediately try the General if they want to.   - Print out at least as many General exams as you have people signed up for the General, plus Technician exams, so that people who pass Technician can immediately try the General if they want to.
-  - If you already have printed exams, you can reuse them, but check the exam IDs on that website to make sure they are still valid. +  - You can reuse old exam papers if you have them, but use the generator page to validate that the exam IDs are still valid and to get the answer sheets. 
-- If you want to, you can send out a reminder email to the people who signed up. It might look like this:+- If you want to, you can send out a reminder email to the people who signed up.
  
-  ``` +Sample reminder email:
-  [candidates in bcc]+
  
-  Hi folks:+```text 
 +[candidates in bcc]
  
-  This is just a reminder email that you have signed up to take an amateur radio test today, Monday, April 13, 6:30 p.m., at dma.space. The street address is 1517 12th Ave, Suite 207, Seattle, WA 98122.+Hi folks:
  
-  Please bring a pencil, an eraser, and some form of photo ID. Unless you are planning on hand-calculating or memorizing the number questions, a calculator may be helpful too. There will be scratch paper space and we may have extra pens, but won't promise they're any good. (Note on photo ID: If you have changed your name but do not have government-issued documentation reflecting so, please talk to me about options.)+This is just a reminder email that you have signed up for an amateur radio exam today, Monday, $$$$Date$$$$, 6:30 p.m., at dma.space. The street address is 1517 12th Ave, Suite 207, Seattle, WA 98122.
  
-  There is no hard cutoff time limit on this test session. Our usual practice is to stop handing out new tests after 7:30 p.m., but you may finish any exams that you have already started. Folks generally have not had issues finishing on time, so there is no need to arrive extra early. There should be a doorbell and a sign on the door with doorbell instructions. If you don't see a doorbell, please find us on the ButterflyMX intercom at the entrance.+Please bring a pencil, an eraser, and some form of photo ID. Unless you are planning on hand-calculating or memorizing the number questions, a calculator may be helpful too. There will be scratch paper space and we may have extra pens, but won't promise they're any good. (Note on photo ID: If you have changed your name but do not have government-issued documentation reflecting so, please talk to me about options.)
  
-  We hope the studying has been going well :) For last-minute cramming, consider using HamStudy's adaptive flashcards[0].+There is no hard cutoff time limit on this test session. Our usual practice is to stop handing out new tests after 7:15 p.m., but you may finish any exams that you have already started. Folks generally have not had issues finishing on time, so there is no need to arrive extra early. There should be a doorbell and a sign on the door with doorbell instructions. If you don't see a doorbell, please find us on the ButterflyMX intercom at the entrance. 
 + 
 +We hope the studying has been going well :) For last-minute cramming, consider using HamStudy's adaptive flashcards[0]. 
 + 
 +If you are no longer planning to attend the exam session, please let me know. Feel free to reply all if you have any other questions as well anytime! 
 + 
 +-Your Name WX7XXX 
 + 
 +[0] https://hamstudy.org/ 
 +```
  
-  If you are no longer planning to attend the exam session, please let me know. Feel free to reply all if you have any other questions as well anytime!+### Setting up SessionManager
  
-  -Your Name WX7XXX+SessionManager is the Windows application from Laurel VEC that we use to assemble the FCC upload after a session. If you haven't used it before, get this working ahead of the test day so you're not fighting it at 9pm.
  
-  [0] https://hamstudy.org/ +- [Download it from the Laurel VEC portal](https://portal.laurelvec.org/resources/) and install it on a Windows machine. It is also allegedly "very Wine-able." 
-  ```+- On first launch, it will ask for a Regional Coordinator Code. Ambush our regional coordinator if you see him in the space, or email/Signal him to get the code. 
 +- Then it will ask for team information. You know the rules and so do I.
  
 ### Day-of logistics ### Day-of logistics
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 - Put up a sign at the building entrance, saying a ham test is happening. Leave a phone number to call in case no one answers on the ButterflyMX. - Put up a sign at the building entrance, saying a ham test is happening. Leave a phone number to call in case no one answers on the ButterflyMX.
 - Set up a table for humans/papers to be situated at. It would be helpful if this is next to or visible from our door. - Set up a table for humans/papers to be situated at. It would be helpful if this is next to or visible from our door.
-- Click "Start Session" when you are ready.+- Click **Start Session** when you are ready.