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events:ham-test [2026/04/19 17:27] – Readability pass Maiaevents:ham-test [2026/04/19 18:14] (current) – facebook catches a stray Maia
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 ### Handing out exams ### Handing out exams
  
-- 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), element number, and bubble all of them.+- 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.
-  2. No electronic devices except approved calculators. +  2. No electronic devices except calculators with cleared memory, no earbuds, no Ray-Ban® Meta AI™ glasses, etc. 
-  3. All tests are randomly generated so they do not have to hide their answer sheet from their neighbors.+  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.   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
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 - Check the booklet for stray marks, then return it to the bottom of the pile. - Check the booklet for stray marks, then return it to the bottom of the pile.
-- Scan the answer sheet with GradeCam (**📷 GradeCam** on the top of session +- Scan the answer sheet with GradeCam (**📷 GradeCam** on the top of session page in ExamTools).
-  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."
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 ### Sign paperwork electronically (before they leave) ### Sign paperwork electronically (before they leave)
  
-There is an awkward dance that we must do even with in-person, paper-based +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:
-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 [exam.tools](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.
-  +
   This is recommended so that your own device isn't tied up in the process in case another candidate needs your attention.   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.   - 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. - 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.
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   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.
   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.   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: 
-  - Our regional coordinator asks us that we attach a single PDF containing ExamTools's generated forms (**Download** -- **Final Forms**).+  - 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, 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.
  
-Once our regional coordinator has uploaded the batch to FCC (you will get an +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.
-email entitled "Exam Session Response File for `$date` in `$location`" ), you +
-can optionally send a congratulatory email.+
  
 Sample congratulatory email: Sample congratulatory email:
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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 7:15 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 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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 - Count signed-up exam elements in ExamTools. - 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 [ExamTools beta exam generator](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. - If you want to, you can send out a reminder email to the people who signed up.
  
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 Hi folks: Hi folks:
  
-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.+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.
  
 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.) 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.)
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 [0] https://hamstudy.org/ [0] https://hamstudy.org/
 ``` ```
 +
 +### Setting up SessionManager
 +
 +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.
 +
 +- [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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 - 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.
-