Frequently Asked Questions for ARRL VE Team Lead | ExamTools | Documentation

CUARC VEC Session Checklist

Fri, 16 May 2025 17:05:00 +0000

The following was the Columbia University ARC VE Team Checklist as of May 16, 2025. The team has since implemented some automation scripts. Some updates have been made here to reflect changed practices. Use this just to get an idea of the manual effort required.

Overview of tools we use

We use the following tools:

ExamTools of course.
Zoom Pro to run the session.
Google Drive to:
- retain session records.
- Google Sheets for record keeping.
- Gmail to process email to/from candidates.
Venmo and PayPal to collect exam fees.
My bank account to send e-checks to the ARRL/VEC.

Creating a New Session

Clone an existing exam session in examtools and update date, confirm max number of candidates is 4 and mark session unlisted.
Update exams spreadsheet with date, VEs #1,2,3, CVE and any guest/trainee VEs.
When we have enough VEs, turn the column green in the spreadsheet and add those VEs to the calendar event and examtools session VE roster.
Make a new folder under Google Drive Online folder named YYYYMMDD.
If there are any special handling candidates (e.g. need rescheduling), send them the unlisted hamstudy session link(s) before publishing.
Publish the session in hamstudy by removing the unlisted flag.

Check for candidate registrations

Look at https://exam.tools/ve/sessions and check sessions counts. If there are changes:
Look at Manifest for each session, view individual candidate details and …
Paste name & PIN into appropriate cell (date/time slot) in exams spreadsheet.
- Tack on callsign (if any) and exam elements they want to take.
- As examinees pay their fee, percolate them up in the spreadsheet - first-paid first-scheduled.
- Set cell fill color to red.
Email boilerplate Confirmed Hamstudy registration: next steps
- Reset cell fill color.
Examtools: Export Applicant List CSV and append to candidates tab of spreadsheet.

Wait for candidate payment

Get payment confirmation from Venmo or Paypal.
- If PayPal charged a fee, add the fee to the reimbursement sheet.
- Set cell fill color to yellow.
If a candidate responds with a CSCE, upload it.
- Check ULS to see if no longer needed. If still needed, you’ll want to merge it into the session report, below.
If candidates don’t respond with payment within 24 hours, cancel them:
- delete from examtools Old Manifest (trash can icon).
- remove from schedule spreadsheet.
Email 03Zoom Invite after updating date, time slot and examtools URL with PIN appended
- Set cell fill color to green.

During session

Start Zoom meeting.
Examtools: Start session.
For each candidate
- CVE co-owner/VE admin assigns 3 VEs to each candidate
- Follow greeter script.
  - Admit candidate, run exam(s), get examinee signature, etc.
- VE’s sign successful candidates.
- CVE Finalizes candidate.
CVE Finalize session.

After session

Email CSCEs to each successful candidate

Examtools: Open each candidate, Print Forms/CSCE and download using default name: Applicant #### _ name _csce.
Email these to candidates using 04CSCE template.

Create VEC upload package:

Examtools: Download VEC Archive retaining default name: ExamSession_W2AEE_YYYYMMDD_HHMM_arrl.zip
Cut a check for the session fee amount to ARRL/VEC and record the check number.
Go to ARRL upload page and select two files for uploading:
1. VEC Archive (ExamSession_W2AEE_YYYYMMDD_HHMM_arrl.zip)
2. For each candidate, only any pending CSCEs (rarely happens).
Then upload them and print/Save as PDF the upload “receipt” as YYYYMMDD-ARRL VEC File Uploads.pdf.
Upload files to Online/YYYYMMDD:
- ExamSession_W2AEE_YYYYMMDD_HHMM_arrl.zip
- YYYYMMDD-ARRL VEC File Uploads.pdf
- pending CSCEs if any.

Post session – callsign lookups

Email call signs or upgrade completion notifications.
- Do ULS Search by FRN of each successful candidate in spreadsheet candidates tab.
- Send email template 05Callsign with callsign as link to ULS listing.

Examples

Master Schedule spreadsheet

Expense Tracking spreadsheet

Email templates

Confirmed Hamstudy registration: next steps

Zoom invitation

CUARC VEC Greeter Script

Tue, 28 Mar 2023 16:38:00 +0000

CUARC VE Greeter Script v3.0 03/28/2023

CVE: make sure Zoom is in Gallery view

CVE: make sure Security/Allow participants to share screen is enabled.

CVE: set examtools session to In Progress

CVE: queue up recorded greeting in QuickTime Player

Hello and welcome to our Amateur Radio exam session. [Roundtable VE introductions – name, callsign, location].

play recorded greeting – Share QT window w/audio

BEGIN Recorded Video Script

We ask that you please bear with us as we refine the process for performing a fully-remote proctored exam. The process may seem onerous and somewhat invasive. It may seem like we suspect that each candidate might try to cheat. The CUARC VE team did not come up with the complete process and requirements, but we have a liability to uphold the trust put in us.

Before we begin, some additional reminders:

Make sure you have your photo ID handy.
Ensure you are 100% focused during the entire exam session.
Any distractions or anomalies could be cause to void the exam at the sole discretion of the VE Team. Anomalies include, but are not limited to:
1. Notable distraction by you, such as eyes not remaining on the exam and/or wandering around the room, or any noises.
2. Your appearing to reference or use unauthorized materials (e.g. looking at cell phone, even just the lock screen, changing windows on computer, etc.)
3. Another person entering the exam space (on camera, physically, or audibly).
4. Your getting up or leaving the room during the exam.
Once you start the exam, the Volunteer Examiners will all turn off their video and audio so as to not distract you – but we’ll be listening and watching. Please leave your audio and video on. Give us a shout if you need anything and when you are ready for grading click the “grade exam” button and let us know you are ready.
Make sure to answer all the questions: Only correct answers add points; incorrect answers don’t subtract, so it’s best to guess rather than leave an answer blank. Good luck with the exam

Please respond to the next questions, and, if you don’t agree or can’t comply, we’ll end this now and refund your fee.

END Recorded Video Script

Are you 18 years of age or over?
- No, Under 13: Did parent send in COPPA form?
- No: Under 18: must have parent/guardian give permission and they must remain in the room to chaperone.
Please confirm your name and hold up your photo ID to the camera
Please connect to the Zoom session with your second device now.
Please show us around the room:
- do a 360 of the room
- show us the ceiling, floor, wall behind the computer
- desk with laptop/desktop
- anything up your sleeves?
- under the laptop, mouse, mousepad, keyboard
- no papers or anything on the desk
  - Optional: One blank piece of paper and pen or pencil for doing calculations.
  - Optional: Calculator (if not using built-in OS calculator)
    - show that it is cleared of any functions
Please position your second device to the side so we can see your hands on the keyboard, computer display, etc. It needs to be stable enough to remain there for the entire session. It should also be fully charged or plugged in so it doesn’t run out of battery.
Now share your complete desktop in Zoom.
- iOS (iPad) alternative: Click Share and select Website URL rather than Screen and enter exam.tools URL. Example screen shots:
  1. click Share Screen
  2. select Website URL
Go to the desktop settings and show us there are no other displays attached.
- Mac OS: System Preferences/Displays
- Windows: Right click on the desktop…
Show us that you have no apps open other than the browser with a single tab and the calculator app open next to it.
Make sure to close any applications like email and messaging apps that might cause a pop-up during the exam.
Now please click on https://exam.tools/portal/applicant/N2YGK/#### replacing XXXX with your PIN.
- CVE makes sure VEs are assigned to the candidate
- CVE approves starting candidate.
Have you used hamstudy.org to practice?
- No - give quick tutorial
If you need to look away, move around, etc. please inform us first. Just shout out and we’ll unmute and respond shortly. We’ll all be turning off our video and audio but will be watching and listening.
CVE approves starting test.
… exam …
Now please click on grade your exam
- VEs turn on video.
- CVE approves grading.
If the candidate passes: Congratulations, are you ready to try the next element?
- If so, rinse and repeat.
- If not, click Sign Out.
If the candidate fails: Sorry, looks like you need to study a bit more. Seeya.
If the candidate passes and is DONE: OK, we’ll be submitting your results to the ARRL/VEC and you should expect to receive a CSCE from me via email soon. Your results should show up on the FCC website within a day or two and you should expect an email notification.
Do you have any questions or feedback about the exam session?
Thanks and congratulations. Please consider joining the ARRL if you’re not already a member.
CVE disconnects the candidate.