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events:ham-test [2026/08/19 00:01] – add a ps re congrats emails Maiaevents:ham-test [2026/08/19 16:21] (current) – Maia
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 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. 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+---
  
 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:
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 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. 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.
 +
 +### 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/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.
  
 ### When a candidate arrives ### When a candidate arrives
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 - 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.
 - Mark them Seen in ExamTools (find name → Status → **Seen**). - Mark them Seen in ExamTools (find name → Status → **Seen**).
 +- Sometimes candidates walk in without having signed up. If they haven't, ask them if they have an FRN (directing them to FCC CORES if not) and then get them to register. The easiest way is to go to [ham.study](https://ham.study) -> **Find a Session** -> look out for the Seattle, WA DMA session -> **Register**.
  
 ### Handing out exams ### Handing out exams
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 - 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. - 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 the team lead only)+### Submission and wrap up (for the team lead only)
  
-- 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. +> **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.+ 
 +- 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). The team lead should make sure every candidate ends up with three signatures, chasing people down as needed. 
 +- 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**.
 +- 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.
 +- From the **Download** menu, grab the **VEC Archive** (a zip file). You no longer need to download the Laurel SessionManager file.
 +- Pull up the session detail page in the [Laurel VE Portal](https://portal.laurelvec.org/VE/) and attach the VEC Archive file to the session, just like we used to do for the PDF paperwork.
 +- Our regional coordinator takes it from there and submits to the FCC.
 - Thank your VEs for coming (aren't they great?)!! And clean up the space. - Thank your VEs for coming (aren't they great?)!! And clean up the space.
-- 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. 
-- 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, 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 email entitled "Exam Session Response File for `$date` in `$location`" ), you can optionally send a congratulatory email. If you download the applicant list from ExamTools for this, remember to delete anyone who didn't show up or didn't pass any elements (they should not be getting this email).+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. If you download the applicant list from ExamTools for this, remember to delete anyone who didn't show up or didn't pass any elements -- they should not be getting this email.
  
 Sample congratulatory email: Sample congratulatory email:
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 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. 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.
  
-If you were here to get an upgrade, your upgrade should be posting just about now -- yay! There is nothing else you need to do and you can go use your new privileges on the air.+If you were here to get an upgrade, your upgrade should be posting just about now! There is nothing else you need to do and you can go use your new privileges on the air.
  
 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. 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.
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   - Under the "Additional exam session dates" free-form field, ask that they list this link under the website field so that people can sign up: https://ham.study/sessions/DMA/all   - Under the "Additional exam session dates" free-form field, ask that they list this link under the website field so that people can sign up: https://ham.study/sessions/DMA/all
   - 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, the ARRL exam search is still how most people find exams.
 - Add this session to the space's calendar. - Add this session to the space's calendar.
 - Optionally, announce the exam date on the Cascadia Radio and UWARC Discords. - Optionally, announce the exam date on the Cascadia Radio and UWARC Discords.
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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). Please bring an original and a copy of any documents which you want to use as element credit. [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.
 +
 +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://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 an 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 an 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.
 +
 +**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
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   - 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.
   - 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.   - 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. This is usually how we find out about cancellations, since people won't tell you proactively but will reply to a reminder. 
 +- Optionally, go back to the Discord servers and remind people that this is happening again.
  
 Sample reminder email: Sample reminder email:
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 [0] https://hamstudy.org/ [0] https://hamstudy.org/
 ``` ```
 +
 +## Deprecated: SessionManager
 +
 +> **Deprecated as of August 2026:** Our Laurel VEC region can now process sessions straight from ExamTools (see "Submission and wrap up" above), so none of this is needed anymore. It is retained here for posterity, in case the trial gets rolled back or you enjoy Windows software.
  
 ### Setting up SessionManager ### 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.+SessionManager is the Windows application from Laurel VEC that we used to assemble the FCC upload after a session. If you haven't used it before, get this working ahead of the test day.
  
 - [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." - [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."
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 - Then it will ask for team information. You know the rules and so do I. - Then it will ask for team information. You know the rules and so do I.
  
-### Day-of logistics+### 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, 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.
  
-- 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. 
-- Click **Start Session** when you are ready.