ExamTools Overview | ExamTools | Documentation

Here are the primary websites and their uses in the ExamTools Ecosystem

Mon, 28 Oct 2024 13:32:18 -0700

Websites

There are many websites in the ExamTools environment. They are broken into three primary categories

Production Environment - Use these websites for live test sessions that are intended to be submitted to your VEC.
Sandbox / Training Environment - For training new VEs or troubleshooting and experimenting with known and suspected issues. This environment runs on a database that is isolated from production. You will need a separate login to use this site.
Development - Both the Production and Sandbox / Training Environments have development stages. These sites are used for testing new features and bugfixes. In all cases, expect unexpected results.

Environment	URL	Description
Production	https://ham.study OR https://hamstudy.org	Production website for creating accounts
Production	https://exam.tools OR https://examtools.org	Production website for creating and accessing real test sessions
Sandbox	https://hamstudy.dev	Sandbox environment for creating test accounts
Sandbox	https://examtools.dev OR https://sandbox.examtools.org	Sandbox environment for creating and accessing sandbox test sessions for training/practice/learning
Development - Production	https://beta.exam.tools	Generally stable environment with new features. May produce unexpected results
Development - Production	https://alpha.exam.tools	Bleeding edge environment used by a small group of dev ops; do not use unless you have explicit knowledge of what is happening there. Expect the unexpected. If you are interested in troubleshooting, you should join the development and testing Discord server for more information
Requests	https://features.exam.tools	Website for viewing existing feature requests, voting for ones you find most useful, and requesting new features
Documentation	https://docs.exam.tools	Instructional website containing user guide and instructions for the ExamTools system

Exam Flow and Overview in ExamTools

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Below is a table showing the role of each person in a typical ExamTools Exam Session using computer-based testing.

	Candidate	VE Team Lead	VE Team Member
Creating Session		Does this at http://exam.tools - Assign VEs to the manifest (at any time before the exam). These VE Team members need to have accounts. - Invite button can be used for this.	Verify account at http://exam.tools is valid - Work with VE Team Lead to ensure you have the right account permissions in the system to be assigned as a VE for that VEC’s session.
Signing up for session	Go to http://ham.study/sessions - Sign up, get or enter FRN - Gets Candidate PIN
Starting Session		Change session to “In Progress” at http://exam.tools - Verify all VE Team Members are added to the mainfest - Assign VE Admins (if needed) to assist with VE Team Lead responsibilities	Log into http://exam.tools and go to current session dashboard
Before Exam	Go to http://exam.tools - Click “Join Exam Session” button - Enter Session Callsign and Candidate PIN - Candidate will then be left at the “VE Verification Screen” - Once they have been verified, they will review the 605		Any of the 3 VE Team Members that are assigned to the specific candidate can “Authorize” the candidate to join the session. - This authorization can be performed in one of two ways: 1) by typing the VE Callsign and password on the candidate’s computer (for In-Person Sessions) or 2) by clicking the button on the session dashboard
Starting the Exam	Candidate then requests to start the exam.		VE Team Member can authorize an exam to start - This authorization can be performed in one of two ways: 1) by typing the VE Callsign and password on the candidate’s computer (for In-Person Sessions) or 2) by clicking the button on the session dashboard
During Exam	Candidate takes the exam		Three VEs should be monitoring the exam in progress.
Finishing Exam	Candidate clicks “Grade Exam” and waits for authorization		VE Team Member can authorize to grade the exam - This authorization can be performed in one of two ways: 1) by typing the VE Callsign and password on the candidate’s computer (for In-Person Sessions) or 2) by entering your VE password in the dashboard
After Exam	Candidate is given the option to take the next exam level or retake the current exam if failed. - Upon receiving a passing score, the candidate reviews the 605 and CSCE forms, then signs forms digitally. - Confirmation screen is shown		At this point, the 3 VE members assigned to the candidate can sign that candidate’s paperwork digitally from their dashboard. - Once all signatures are collected the candidate will show as a green logo with the #3 next to it, showing completion.
Closing out Session		VE Team Lead goes through each candidate and verifies completeness - Print all session documents - Download EBF file - Submit digital files to VEC

VE Roles and Permissions in an ExamTools session

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ExamTools allows for the owner of a session to assign roles and permissions to each VE attending. These range from the Session Owner to monitoring Volunteer Examiners.

Owner: This is the ExamTools user that creates a session. They are responsible for managing the details of the session itself, including starting, changing, and finalizing the session.
Co-Owner (Team Lead): A VE that has been explicitly authorized by the owner of the session to act with full permissions on their behalf.
VE Administrator: A more experienced VE Team Member that is typically a capable decision maker. They are able to help VE Team Members be assigned correctly, and manage the candidate information.
VE Team Member: VEs that are monitoring exams and signing forms.

Action Item	Owner	Co-Owner (Team Lead)	VE Administrator	VE Team Member
Create Session	Yes
Edit session	Yes	Yes
Start Session	Yes	Yes
Add VEs to session	Yes	Yes
Change VE permissions within session	Yes	Yes
Assign other VEs to candidate	Yes	Yes	Yes
Unassign other VEs from a candidate	Yes	Yes	Yes
Edit candidate information	Yes	Yes	Yes
Void Candidate Exam	Yes	Yes	Yes
Evict Candidate from Session	Yes	Yes	Yes
Self Assign to candidate	Yes	Yes	Yes	Yes
Self unassign from a candidate	Yes	Yes	Yes	Yes
Authorize candidate to join session	Yes	Yes	Yes	Yes
Authorize candidate to begin testing	Yes	Yes	Yes	Yes
Authorize grading of exam	Yes	Yes	Yes	Yes
Sign as responsible VE	Yes	Yes	Yes	Yes
Finalize Candidate	Yes	Yes
Finalize Session	Yes	Yes

Where to Get Help with ExamTools

Sun, 20 Dec 2020 20:27:18 -0500

ExamTools is still a maturing software base. While Volunteer Examiners have been giving exams for over 30 years, ExamTools in it’s current form has only been operational since early in 2020. Understandably, it is still going through active development and upgrades by Richard Bateman, KD7BBC. Should you run into a bug in the software, need some training help, or simply have a question, there are several ways to reach out.

Via Discord

SignalStuff maintains the Amateur Radio Volunteer Examiners of America server on Discord, an internet chat platform. Here you can find conversation and tips about exam sessions, several methods of proctoring Amateur Radio exams including using ExamTools for both fully remote and in-person exams, and of course a bit of ham ragchew. In addition to an experienced user base, there is also Experienced Support who are trained and knowledgeable about the platform and its functions. You can join the server by clicking this invite link. If you need quick support, this is the best avenue.

Via email

You can email your request to support@examtools.org. Should you take this route, please provide a detailed description of the issue, including

A link to the session or module being impacted
What you were doing before the issue came up
What you expected to happen
What actually happened (or did not happen)
Any error messages that may have popped up

Getting Started with ExamTools

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This is a brief overview of the several different styles of exam session that can be managed by ExamTools. In order to know what your first steps in this system should be, verify what type of exam session your team will be running, and follow the steps listed accordingly. Remember that every VE team operates differently, so if you have any questions you should consult your Team Lead for more details.

Who needs an account with ExamTools for each session type

Exam Type	Grading Type	Signatures Applied	Candidates require ExamTools registration	VEs require ExamTools Account	Team Leads require ExamTools account
Paper – Randomly Generated or VEC grading key	Paper using ExamTools grading Key or VEC grading key	Pen and paper or digital signature	Paper Signatures: no – Digital Signatures – yes	Paper Signatures: no – Digital Signatures – yes	Yes
Paper – GradeCam Graded	Bubble-style answer sheet scanned by smartphone or computer camera	Pen and paper or digital signatures	Yes	Paper Signatures: no – Digital Signatures – yes	Yes
Computer-Based In Person	Automatic grading by ExamTools within the software	Pen and paper or digital signatures	Yes	Paper Signatures: no – Digital Signatures – yes	Yes
Computer-Based Fully Remote	Automatic grading by ExamTools within the software	Digital signatures	Yes	Yes	Yes

Getting Started as a VE in a paper-based session using ExamTools exams and paper keys

As a session Volunteer Examiner using paper exams generated by ExamTools that are graded using hard copy test keys, you will not need to do anything with the ExamTools software. Your team lead or designated admin will be logging into the software to print exams and keys either prior to the session or on-demand as candidates register. All paperwork (including Form 605 and CSCEs) is hard copy. You will be filling them out and sign via pen and paper.

Getting Started as a VE in a paper-based session using ExamTools exams and VEC standardized grading keys

As a session Volunteer Examiner using paper exams generated by ExamTools that are graded using a VEC standardized grading key, you will not need to do anything with the EamTools software. Your team lead or designated admin will be logging into the software to print exams and keys either prior to the session or on-demand as candidates register. All paperwork (including Form 605 and CSCEs) is hard copy. You will be filling them out and sign via pen and paper.

Getting Started as a VE using paper-based exams and digital signatures

In order to perform digital signatures on paperwork in ExamTools, you will need to have a verified account on the system and be assigned to the session. This will enable you to

Log into an exam session
Select the applicant who has earned exam credit
Apply your signature digitally to all documentation

The paperwork can then be printed for signing by the applicant, or digitally signed and emailed.

To sign up for an ExamTools account, follow this walkthrough. To apply signatures on a live test, you will need to set up an account in the production system by following the first section of the walkthrough. If your team trains Volunteer Examiners in the Sandbox environment prior to performing live exams, you may also need to follow the steps listed under “Follow these steps to create an account for use with ExamTools Sandbox / Training Environment.” Your team lead will be able to guide you more in that regard.

Getting Started as a Volunteer Examiner using paper-based exams and GradeCam grading

The GradeCam grading software integrated into ExamTools allows for an applicant to be digitally registered onto the session roster and have their tests graded quickly and easily by using a standard smartphone or computer webcam. After grading is complete, the paperwork for successful candidates can be signed digitally or by printing out hard copy of the forms and signing in the traditional manner. VEs who are grading or signing digitally must have accounts with the ExamTools software. Any VEs who will be signing manually do not require an account. Having an account and being assigned to the session will enable you to

Log into an exam session
Select the applicant who has earned exam credit
Apply your signature digitally to all documentation

The paperwork can then be printed for signing by the applicant, or digitally signed and emailed.

Getting Started as a Volunteer Examiner in a computer-based session

Many volunteer examiner teams allow candidates to take their license exam on a computer or tablet. This style of test can be used both in-person or fully remote via video conferencing solutions. If the exam is given in person, any combination of digital and paper signatures may be used. Fully-remote exams necessitate the use of digital signatures to avoid the need to scan or snail mail hard copy forms. Any actions taken by a VE in this style testing are logged and signed by the software, and so require the VEs to have an account in the system. Having an account and being assigned to the session will enable you to

Log into an exam session
Select the applicant who has earned exam credit
Apply your signature digitally to all documentation

The paperwork can then be printed for signing by the applicant, or digitally signed and emailed.

Getting Started as a Team Lead printing paper Exams

In order to print paper exams in ExamTools, at least one member of your team must be confirmed as a Team Lead. If paper grading and signatures are to be used, no other VEs will be required to have an account. You can sign up for an account and be granted Team Lead status by doing the following:

Getting Started as a Team Lead running computer-based sessions

In order to run computer-based testing sessions, you must be confirmed as a Team Lead to create and manage sessions. Each Volunteer Examiner on your team that will be performing grading or signing actions will also need to have an account set up in ExamTools as indicated above. You can sign up for an account and be granted Team Lead status by doing the following:

Getting Started as a Team Lead running fully-remote Sessions

In order to run fully-remote testing sessions, you must be confirmed as a Team Lead to create and manage sessions. Each Volunteer Examiner on your team that will be performing grading or signing actions will also need to have an account set up in ExamTools as indicated above. You can sign up for an account and be granted Team Lead status by doing the following:

ExamTools Supported Browsers & Devices

Tue, 01 Jun 2021 21:16:47 -0400

ExamTools Supported Browsers & Devices

ExamTools is officially supported on the current version of the Chrome web browser. Chrome or common derivitaves will run on most modern desktop operating systems, including Windows 10, MacOS, and most mainstream Linux distributions.

Community Verified Browsers & Devices

The ExamTools community is working to test models and versions of various tablets and other devices to verify functionality. As these devices are tested, they will be added to the list below. It is important to note that these browsers and devices are not officially supported; while efforts to maintain compatibility with browsers written in the past 7 years will be made, some features may not work. Please verify prior to using any devices in a live session.

If you have tested a device and would like to submit it to our list, please submit a pull request to these documents on GitHub, join the Amateur Radio Examiners of America Discord server, or send an email to examtools@n1cck.us with the following information:

Device Name
Device Model
Device OS Version
Browser Name
Browser Version
Support for Fully Kiosk software
Notes about ExamTools functionality
Device notes
ExamTools version tested