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| events:ham-test [2026/04/19 04:54] – remove some PII Maia | events:ham-test [2026/08/19 16:21] (current) – Maia | ||
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| ## Registration | ## Registration | ||
| - | The upcoming session and its registration link can be found at https:// | + | The upcoming session and its registration link can be found on the [HamStudy sessions page](https:// |
| - | ## Running the session | + | --- |
| Please review this section if you are one of the volunteer examiners (VEs)! | Please review this section if you are one of the volunteer examiners (VEs)! | ||
| + | |||
| + | ## Running the session | ||
| 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: | ||
| Line 21: | Line 23: | ||
| 1. Wrapping up Form 605 signature paperwork after their last element. | 1. Wrapping up Form 605 signature paperwork after their last element. | ||
| - | - Potentially | + | It is potentially |
| + | |||
| + | ### Day-of logistics (for the team lead) | ||
| + | |||
| + | - 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/ | ||
| + | - Click **Start Session** when you are ready. | ||
| ### When a candidate arrives | ### When a candidate arrives | ||
| - Check their photo ID. If there' | - Check their photo ID. If there' | ||
| - | - In ExamTools, find their name, then Status | + | - Mark them Seen in ExamTools |
| + | - Sometimes candidates walk in without having signed up. If they haven' | ||
| ### 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, | + | - Hand them an exam booklet and a pre-filled answer sheet. Pre-fill: |
| - 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. | ||
| - | | + | |
| - | | + | 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. |
| + | | ||
| + | - 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' | ||
| ### During the exam | ### During the exam | ||
| - | - View the room, no electronics except | + | - Watch the room. No electronics except |
| - 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 | + | - Check the booklet for stray marks, then return |
| - | - Scan the answer sheet with GradeCam, which you can enter from the specific | + | - Scan the answer sheet with GradeCam |
| - 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' | - If they' | ||
| - | - Keep all answer sheets | + | - 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, | + | ### Sign paperwork electronically (before |
| - | - There are two ways to get to the signature page: | + | 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: |
| - | - From their own phone: Ask them to go to https:// | + | |
| - | - From your own device: | + | - Get to the signature page in one of two ways: |
| - | - The page will say that VE approval is needed to continue. On the applicant list, you should see that their PIN number | + | - **From their own phone (recommended):** Ask them to go to [exam.tools](https:// |
| + | - **From your own device:** In ExamTools, click their name -> **Copy Applicant Login Link** -> open it in an incognito | ||
| + | - The page will say that VE approval is needed to continue. On the applicant list, you should see that their PIN number | ||
| - 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. | ||
| - | | + | |
| + | - 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 | + | ### Submission |
| - | - Get three VEs to sign the CSCEs in ExamTools (this can happen after candidates leave or you can do it as people have time). | + | > **New process as of August 2026:** Our Laurel VEC region is trialing a way to process exam sessions directly from ExamTools, without SessionManager. The old SessionManager instructions are retained at the bottom of this page for posterity. |
| - | - After a candidate gets 3 signatures, someone with team lead permission clicks Mark Complete. This will finalize their CSCE. | + | |
| - | - Then, click Manage -> Email CSCE. | + | - Get three VEs to sign for every candidate |
| - | - Thank your VEs for coming!! And clean up the space. | + | - After a candidate gets 3 signatures, someone with team lead permission clicks |
| - | - Finalize | + | - Then, click **Manage** -> **Email CSCE**. |
| - | - Follow | + | - 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. Candidates with only failed elements can also be marked as completed, but will not need a VE signature. |
| - | - Our regional coordinator | + | - From the **Download** menu, grab the **VEC Archive** (a zip file). You no longer need to download |
| + | - Pull up the session detail page in the [Laurel | ||
| + | - Our regional coordinator | ||
| + | - Thank your VEs for coming (aren' | ||
| - 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`" |
| - | [candidates | + | |
| - | 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, |
| - | | + | It was great to see everyone at the amateur radio exam session! |
| - | After FCC receives | + | If you were here to get an upgrade, |
| - | Please let me know if you have any other questions. Again, it' | + | If you are a new ham and do not have a callsign yet, your application should also have been transmitted to ULS and is 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. |
| - | | + | After FCC receives your payment, their system will start posting callsigns Monday through Friday, at the end of the day, usually slightly before midnight. Anecdotally, |
| - | ``` | + | |
| + | 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) | ||
| Line 97: | Line 117: | ||
| - 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:// | - 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:// | ||
| - | - On ExamTools, create a new session: https:// | + | - On ExamTools, |
| - Team: `DMA` | - Team: `DMA` | ||
| - Session Type: In-Person | - Session Type: In-Person | ||
| Line 104: | Line 124: | ||
| - Walk-ins allowed? No | - Walk-ins allowed? No | ||
| - Maximum number of Participants: | - Maximum number of Participants: | ||
| - | - Time: Suggested | + | - Time: Suggested |
| - 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:// | - [List this session on Laurel VEC](https:// | ||
| Line 113: | Line 133: | ||
| - Under the " | - Under the " | ||
| - The rest of the form should be straightforward. | - The rest of the form should be straightforward. | ||
| + | - If you only have the time to list the session in one place, make it this one. Realistically, | ||
| - Add this session to the space' | - Add this session to the space' | ||
| - Optionally, announce the exam date on the Cascadia Radio and UWARC Discords. | - Optionally, announce the exam date on the Cascadia Radio and UWARC Discords. | ||
| Line 123: | Line 144: | ||
| This is an in-person exam session hosted at [dma.space](https:// | This is an in-person exam session hosted at [dma.space](https:// | ||
| - | **Getting Here**: Our space is inside the Ballou Wright Building (E. Pike & 12th Ave, [Google Maps](https:// | + | **Getting Here**: Our space is inside the Ballou Wright Building (E. Pike & 12th Ave, [Google Maps](https:// |
| **Registration**: | **Registration**: | ||
| Line 133: | Line 154: | ||
| 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. |
| **What to Bring**: | **What to Bring**: | ||
| Line 141: | Line 162: | ||
| 1. One photo ID (driver' | 1. One photo ID (driver' | ||
| or two forms of non-photo alternative IDs. | or two forms of non-photo alternative IDs. | ||
| - | 3. A writing utensil of your choice. | + | 2. A writing utensil of your choice. |
| - | 4. Optionally, a calculator or slide rule. | + | 3. Optionally, a calculator or slide rule. |
| - | 5. There is **no exam fee**. | + | 4. There is **no exam fee**. |
| We will provide scratch paper and have extra pens, but won't promise they' | We will provide scratch paper and have extra pens, but won't promise they' | ||
| Line 151: | Line 172: | ||
| [here](https:// | [here](https:// | ||
| - | **Getting Here**: Our space is inside the Ballou Wright Building (E. Pike & 12th Ave, [Google Maps](https:// | + | If you have changed your name but do not have government-issued documentation reflecting so, please contact us about options. |
| + | |||
| + | **Getting Here**: Our space is inside the Ballou Wright Building (E. Pike & 12th Ave, [Google Maps](https:// | ||
| + | |||
| + | **A Note on Privacy**: The address on your license becomes public record in the FCC's ULS database. If you'd rather not have your home address listed, you can use a work or school address, anywhere else you can plausibly receive mail (the FCC won't actually send you any), or our address. Just reply with the address you plan to use and we can update it for you. | ||
| **Studying for the Exam**: We usually recommend the [KB6NU No-Nonsense Study | **Studying for the Exam**: We usually recommend the [KB6NU No-Nonsense Study | ||
| - | Guides](https:// | + | Guides](https:// |
| closely; the Technician exam one is free), Dave Casler' | closely; the Technician exam one is free), Dave Casler' | ||
| - | ARRL's licensing books (more textbook-like; | + | ARRL's licensing books (more textbook-like; |
| When it gets close to the exam, try [HamStudy](https:// | When it gets close to the exam, try [HamStudy](https:// | ||
| free and awesome for last minute cramming. | free and awesome for last minute cramming. | ||
| Line 166: | Line 191: | ||
| - 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: | + | - Per Laurel VEC advice, always use the [ExamTools |
| - | - Use the "Scan with GradeCam" | + | - 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!)" |
| - 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. This is usually how we find out about cancellations, |
| + | - Optionally, go back to the Discord servers and remind people that this is happening again. | ||
| - | ``` | + | 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, | + | This is just a reminder email that you have signed up for an amateur radio exam today, Monday, $$$$Date$$$$, |
| - | 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 | + | Please bring a pencil, an eraser, and some form of photo ID. Unless |
| - | We hope the studying has been going well :) For last-minute cramming, consider using HamStudy's adaptive flashcards[0]. | + | There is no hard time limit on this 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. |
| - | If you are no longer planning to attend | + | We hope the studying has been going well :) For last-minute cramming, consider using HamStudy' |
| - | -Your Name WX7XXX | + | If you are no longer planning to attend the exam session, please let me know. Feel free to Reply All anytime if you have any other questions! |
| - | [0] https:// | + | -Your Name WX7XXX |
| - | ``` | + | |
| - | ### Day-of logistics | + | [0] https:// |
| + | ``` | ||
| - | - 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. | + | ## Deprecated: SessionManager |
| - | - 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" | + | > **Deprecated as of August 2026:** Our Laurel VEC region can now process sessions straight from ExamTools (see " |
| + | |||
| + | ### Setting | ||
| + | |||
| + | SessionManager is the Windows application from Laurel VEC that we used to assemble the FCC upload after a session. If you haven' | ||
| + | |||
| + | - [Download it from the Laurel VEC portal](https: | ||
| + | - On first launch, it will ask for a Regional Coordinator Code. Ambush | ||
| + | - Then it will ask for team information. You know the rules and so do I. | ||
| + | |||
| + | ### Submitting a session with SessionManager | ||
| + | |||
| + | - Click **Finalize** on the exam session in ExamTools as usual. | ||
| + | - From the **Download** menu grab two files: | ||
| + | - Laurel SessionManager (a CSV file). | ||
| + | - 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, | ||
| + | - End with the "FCC Upload" | ||
| + | - 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. | ||