From e107028f9a59d1a77145824d015d41c3cbc09929 Mon Sep 17 00:00:00 2001 From: hparkersd <73673289+hparkersd@users.noreply.github.com> Date: Wed, 4 Mar 2026 09:17:15 -0800 Subject: [PATCH 1/6] Update cveCreateSession.md Working on a new draft to include cloning a session and VE list. The rest of the document also needs edits. --- content/docs/cve/cveCreateSession.md | 23 +++++++++++++++-------- 1 file changed, 15 insertions(+), 8 deletions(-) diff --git a/content/docs/cve/cveCreateSession.md b/content/docs/cve/cveCreateSession.md index 73797b1..cc891e9 100644 --- a/content/docs/cve/cveCreateSession.md +++ b/content/docs/cve/cveCreateSession.md @@ -22,15 +22,11 @@ Detailed instructions to schedule an exam session in the ExamTools software are * In the second window **Log in as a Volunteer Examiner**, enter your **Username or email** and **Password**. -* **ExamTools (ET)** should open in the **[Session List](https://exam.tools/ve/sessions)**. +* **ExamTools (ET)** should open in the **[Session List](https://exam.tools/ve/)**. -* On the left navigation, click on **Manage Sessions**. +* In the middle top of the Session List, click on **[+ NEW SESSION]([https://exam.tools/ve/sessions/new))**. If you do not see the **NEW SESSION** button, then contact your VEC to confirm your team lead status. -* **[Upcoming Sessions](https://exam.tools/admin/sessions)** should display at top. - -* On the far right of the title header row, click on **[Add new](https://exam.tools/admin/newSession)**. - -* The **Add Session** window should display. +* The **Schedule new session** window should display. * **Event name (summary)**: Enter your session title to display in HamStudy listing. You may want to include time and time zone, in-person or remote/online information as well. @@ -87,4 +83,15 @@ Detailed instructions to schedule an exam session in the ExamTools software are ## To Edit an Existing Session -* Return to **Manage Sessions** and click on **Edit Schedule** to update or change your listing. Do this within the session from the **Current or Session List**. Open your session. Along the top of the window, look for a button for **EDIT SCHEDULE**. This button will take you to the Edit Session window where you can make changes to your exam. +* Return to **Manage Sessions** and click on **Edit Schedule** to update or change your listing. Do this within the session from the **Current or Session List**. Open your session. Along the top of the window, look for a button for **EDIT SCHEDULE**. This button will take you to the Edit Session window where you can make changes to your exam. + +## To Clone a Past or Future Session + +* Once you have a complete and accurate session listing, clone it for future sessions. From the left navigation, select **Session List**, locate the past or future session which you want to duplicate and click on the three vertical dots to the right of the **Edit Schedule** button. Select **Clone** from the drop-down. + +* Make any edits to the session and add a new **Session Date** under **Schedule**. Adding the date is required before you can save it. + +* Decide if you want to clone the VE list from the source exam session. Locate **Clone VE List** between **Email address for notifications** and **Publicly visible notes** and select **YES** or **NO**. Selecting Yes, will copy the entire Volunteer Examiners List from the source exam session. The VEs will see the session in their session list, have access to and retain the same VE permissions as they did in the original. If you have a small regular group of VEs who never miss a session, then cloning a session with those regular VEs would be beneficial and save you time. However, you may not want to clone a VE list from a random session across an entire year as the VE population changes overtime. + +**IMPORTANT NOTE:** Before you finalize your session, double check your Volunteer Examiners list and remove any cloned or added VEs who did not show or participate in the session. Last chance to add any VEs who may have been missed. The Volunteer Examiner list becomes part of the session manifest in VEC ARCHIVE and should accurately reflect those VEs who were present at the exam session. Do not include all members of your team. Only those who were actually there. + From c0010510fe9ab22ff68a1b4d658ad35ddc0b9d20 Mon Sep 17 00:00:00 2001 From: hparkersd <73673289+hparkersd@users.noreply.github.com> Date: Fri, 6 Mar 2026 09:09:34 -0800 Subject: [PATCH 2/6] Update cveCreateSession.md Still working on this. --- content/docs/cve/cveCreateSession.md | 18 +++++++++++++----- 1 file changed, 13 insertions(+), 5 deletions(-) diff --git a/content/docs/cve/cveCreateSession.md b/content/docs/cve/cveCreateSession.md index cc891e9..207ed02 100644 --- a/content/docs/cve/cveCreateSession.md +++ b/content/docs/cve/cveCreateSession.md @@ -1,6 +1,6 @@ --- # Title, summary, and page position. -linktitle: Create and Edit Sessions in ExamTools +linktitle: Create, Edit and Clone Sessions in ExamTools summary: Step-by-step instructions on how to create sessions, edit them after creation, and make any needed changes. weight: 30 featured: false @@ -26,13 +26,21 @@ Detailed instructions to schedule an exam session in the ExamTools software are * In the middle top of the Session List, click on **[+ NEW SESSION]([https://exam.tools/ve/sessions/new))**. If you do not see the **NEW SESSION** button, then contact your VEC to confirm your team lead status. -* The **Schedule new session** window should display. +* The **Schedule new session** window should display. -* **Event name (summary)**: Enter your session title to display in HamStudy listing. You may want to include time and time zone, in-person or remote/online information as well. +* Start under **General session information:**: -* **VEC**: Select the VEC organization which is associated with this exam. +* **Team:**: Select a team from the drop-down list. If you do not see any teams listed, you will need to either create a **Team Account** or be added to an exisiting team account as a co-owner. [More info about Team Accounts]({{}}) -* **Session Type**: Select Online Session or In-Person Session from the radio buttons. +* **VEC**: Select the VEC organization which is associated with this exam. If you do not see the desired VEC, check your Team Account delgates and also your profile to confirm team lead status. + +* **Team Lead**: Select the person who is responsible for the session. + +* **Event Name**: Enter your session title to display in HamStudy listing. You may want to include unique information which isn't listed in other fields. + +* **Session Identifier**: This fleid is primarily used for the GLAARG ID number, but can be repurposed as a note field by non-GLAARG teams. This field will display in the Session List in paratheses between the Team ID and the Event Name. Use to note something unique about a session which would be helpful to see displayed in the session list. *(i.e hidden or note a particular VEC, a team lead or location)* + +* **Session Type**: Select Online Session or In-Person Session from the radio buttons. This setting controls how your session is listed on HamStudy. Online is used for remote sessions over a video-conference software. In-Person is used for an exam session being held at a specific location even, if you are using tablets or computers for the exam. * If you select In-Person Session, a **Location** field will appear. Enter the street address of the exam session venue. Once entered, a preview of a map will pop up. The map will also be visible on HamStudy. [More info about Session Locations]({{}}) From 70008e061087afe04c87b30959145a2429cc3b66 Mon Sep 17 00:00:00 2001 From: hparkersd <73673289+hparkersd@users.noreply.github.com> Date: Mon, 9 Mar 2026 09:32:36 -0700 Subject: [PATCH 3/6] Update cveCreateSession.md This working on this. Not ready for review. --- content/docs/cve/cveCreateSession.md | 53 +++++++++++++++++++++++----- 1 file changed, 45 insertions(+), 8 deletions(-) diff --git a/content/docs/cve/cveCreateSession.md b/content/docs/cve/cveCreateSession.md index 207ed02..c521e7e 100644 --- a/content/docs/cve/cveCreateSession.md +++ b/content/docs/cve/cveCreateSession.md @@ -26,9 +26,11 @@ Detailed instructions to schedule an exam session in the ExamTools software are * In the middle top of the Session List, click on **[+ NEW SESSION]([https://exam.tools/ve/sessions/new))**. If you do not see the **NEW SESSION** button, then contact your VEC to confirm your team lead status. -* The **Schedule new session** window should display. +The **Schedule new session** window should display. -* Start under **General session information:**: +*** + +Start under **General session information:**: * **Team:**: Select a team from the drop-down list. If you do not see any teams listed, you will need to either create a **Team Account** or be added to an exisiting team account as a co-owner. [More info about Team Accounts]({{}}) @@ -39,21 +41,56 @@ Detailed instructions to schedule an exam session in the ExamTools software are * **Event Name**: Enter your session title to display in HamStudy listing. You may want to include unique information which isn't listed in other fields. * **Session Identifier**: This fleid is primarily used for the GLAARG ID number, but can be repurposed as a note field by non-GLAARG teams. This field will display in the Session List in paratheses between the Team ID and the Event Name. Use to note something unique about a session which would be helpful to see displayed in the session list. *(i.e hidden or note a particular VEC, a team lead or location)* - + * **Session Type**: Select Online Session or In-Person Session from the radio buttons. This setting controls how your session is listed on HamStudy. Online is used for remote sessions over a video-conference software. In-Person is used for an exam session being held at a specific location even, if you are using tablets or computers for the exam. -* If you select In-Person Session, a **Location** field will appear. Enter the street address of the exam session venue. Once entered, a preview of a map will pop up. The map will also be visible on HamStudy. [More info about Session Locations]({{}}) + + +*** + +Next, go to **Registration options:** + Use ExamTools Registration? Yes No + Use ExamTools for grading or paperwork? Yes No + Walk-ins allowed? Yes No Note: This field will only display if the in-person selector is toggled. + +* **Maximum number of Participants** *No Limit / Choose. +* Selecting No Limit allowed an unlimited number of applicants to register. Inmder Choose, enter the number of applicants you would like to limit the session to. If you are just using ET for scheduling, then just leave this blank. + +*** + +**Schedule:** * **Time zone**: Select your time zone from the dropdown list. -* **Date and time**: Enter the date and time which your applicants should expect the exam to begin. +* **Listing Visibility:** Visible / Hidden +** If set to "hidden" then this session will not appear on any public session listings. This can be useful if you want to keep the session "private" so only people coming from your website can access it -- the registration link can be found on the session page. +* **Session Date** Enter the date of you exam. +* **Start Time** Enter time which your applicants should expect the exam to begin. +Use the clock icon for a touch-friendly time picker +* **Duration (minutes):** Enter the number of minutes you expect the session to last (i.e. a two-hour exam would be 120 mins). This is purely informational and displayed on the session listing page. + +*** + +**Locations:** + +* If you selected In-Person Session, a **Location** field will appear. Enter the street address of the exam session venue. Once entered, a preview of a map will pop up. The map will also be visible on HamStudy. [More info about Session Locations]({{}}) + +*** + +* **Examination Fee:**: This field should populate automatically in most cases baised on your VEC policies once you have selected a VEC in the general session information section. If not, enter the amount for your exams as directed by your VEC. You can add payment information, terms and info about waived fees in the session description in Other Notes field farther down in the form. + + +**Receive email notifications on applicant registration?** The session registration emails will follow the settings in the team account if these are not modified. Otherwise, you can add an email here to recieve the notifications from this session. -* **Maximum number of applicants** *(0 for unlimited)*: Enter the number of applicants you would like to limit the session to. If you are just using ET for scheduling, then just leave this blank. +*** -* **Duration in minutes**: Enter the number of minutes you expect the session to last (i.e. a two-hour exam would be 120 mins). +**Publicly visible notes:** These are the notes which will appear with your session listing; they should be complete and useful. +We strongly recommend including any special rules that your session has as well as a way for potential applicants to contact you. -* **Fee amount**: Enter the amount for your exams as directed by your VEC. You can add payment information, terms and info about waived fees in the session description in Other Notes field farther down in the form. +**Notes for applicant (email):** This will be emailed to applicants when they register for your session -- it will not be shown to anyone who has not registered for your session, so it is less public than the regular notes. +If these are not provided then the session notes will be sent instead. +///Nothing below here is in the new form. * **ExamTools Features Desired**: From the dropdown, select one from the following list. By default Schedule only is selected. * [Schedule, Registration, and Exams] - Your exam will appear on the schedule, registration will be enabled, and users will be assigned a PIN which they will receive in their email. Use this option if you plan to do remote or in-person exams in ET. From 2a75fb0c13fce8c59c7882d6aecd1fd9d1984c7b Mon Sep 17 00:00:00 2001 From: hparkersd <73673289+hparkersd@users.noreply.github.com> Date: Mon, 9 Mar 2026 15:05:44 -0700 Subject: [PATCH 4/6] Update cveCreateSession.md Still editing. --- content/docs/cve/cveCreateSession.md | 70 +++++++++++++--------------- 1 file changed, 32 insertions(+), 38 deletions(-) diff --git a/content/docs/cve/cveCreateSession.md b/content/docs/cve/cveCreateSession.md index c521e7e..f8331e3 100644 --- a/content/docs/cve/cveCreateSession.md +++ b/content/docs/cve/cveCreateSession.md @@ -40,7 +40,7 @@ Start under **General session information:**: * **Event Name**: Enter your session title to display in HamStudy listing. You may want to include unique information which isn't listed in other fields. -* **Session Identifier**: This fleid is primarily used for the GLAARG ID number, but can be repurposed as a note field by non-GLAARG teams. This field will display in the Session List in paratheses between the Team ID and the Event Name. Use to note something unique about a session which would be helpful to see displayed in the session list. *(i.e hidden or note a particular VEC, a team lead or location)* +* **Session Identifier**: This fleid is primarily used for the GLAARG ID number, but can be repurposed as a note field by non-GLAARG teams. This field will display in the Session List in paratheses between the Team ID and the Event Name. Use to note something unique about a session which would be helpful to see displayed in the session list, *(i.e hidden or note a particular VEC, a team lead or location)*. It doesn't display in HamStudy. * **Session Type**: Select Online Session or In-Person Session from the radio buttons. This setting controls how your session is listed on HamStudy. Online is used for remote sessions over a video-conference software. In-Person is used for an exam session being held at a specific location even, if you are using tablets or computers for the exam. @@ -49,21 +49,30 @@ Start under **General session information:**: *** Next, go to **Registration options:** - Use ExamTools Registration? Yes No - Use ExamTools for grading or paperwork? Yes No - Walk-ins allowed? Yes No Note: This field will only display if the in-person selector is toggled. + * **Use ExamTools Registration?** If you select **Yes**, you will have the following options below. + * **Use ExamTools for grading or paperwork?** Select **Yes** or **No**. If you select **NO** then applicants will not be issued a PIN. The PIN is required for them to sign into the system, so be sure to indicate **YES** if you plan to use ExamTools to administer exams (whether with GradeCam or computerized exams) or if you plan to use ExamTools to handle paperwork. + * **Walk-ins allowed?** Select **Yes** or **No** Note: This option will only display if the in-person selector is toggled and is purely informational for the applicant to let them know if they can come to your session without registering ahead of time. -* **Maximum number of Participants** *No Limit / Choose. -* Selecting No Limit allowed an unlimited number of applicants to register. Inmder Choose, enter the number of applicants you would like to limit the session to. If you are just using ET for scheduling, then just leave this blank. +* **Maximum number of Participants** No Limit / Choose. +* Selecting **No Limit** allows an unlimited number of applicants to register. Under **Choose**, enter the number of applicants you would like to limit. The system will attempt to enforce this, but it is not foolproof -- for example, if two people try to register at once it's possible they may both get in before the registration is closed. +* **Use ExamTools Registration?** If you select **No**, you will have the following options below. +* **Registration Method:** None / External Link / Email Link + + * [None] - Your exam will appear on the schedule and online registration will be disabled. Use this option for listing your in-person, walk-up exam or if you are going to be registering applicants in another manner. Add registration information to the session description in the Publicly visible notes: box. + + * [External Link] - Your exam will appear on the schedule, but will be directed to another website to register. Enter your url in the **Registration link** field. + + * [Email Link] - Your exam will appear on the schedule, but applicants will be provided with an Contact Name and Email Address to use to contact the team to register for your exam. + *** -**Schedule:** +Then, choose your **Schedule:** options. * **Time zone**: Select your time zone from the dropdown list. * **Listing Visibility:** Visible / Hidden -** If set to "hidden" then this session will not appear on any public session listings. This can be useful if you want to keep the session "private" so only people coming from your website can access it -- the registration link can be found on the session page. +** If set to "hidden" then this session will not appear on any public session listings. This can be useful if you want to keep the session "private" so only people coming from your website can access it -- the registration link can be found on the session page. Especially helpful, if you want to work on your session listing ahead of time and aren’t quite ready for applicants or want to share a private link to a certain population for whom the session has been scheduled. (i.e. Local radio club or college course) The session is still accessible online, but the applicant will need a private link to view. When you are ready to list your session on HamStudy, return to the session in ET and uncheck the box and it will appear in the HamStudy list of [Upcoming test sessions](https://ham.study/sessions). * **Session Date** Enter the date of you exam. * **Start Time** Enter time which your applicants should expect the exam to begin. Use the clock icon for a touch-friendly time picker @@ -71,50 +80,35 @@ Use the clock icon for a touch-friendly time picker *** -**Locations:** +Select, Add or Edit your **Locations:**. -* If you selected In-Person Session, a **Location** field will appear. Enter the street address of the exam session venue. Once entered, a preview of a map will pop up. The map will also be visible on HamStudy. [More info about Session Locations]({{}}) - -*** - -* **Examination Fee:**: This field should populate automatically in most cases baised on your VEC policies once you have selected a VEC in the general session information section. If not, enter the amount for your exams as directed by your VEC. You can add payment information, terms and info about waived fees in the session description in Other Notes field farther down in the form. + * The VEC is required to submit session location to the FCC, so this is required even for remote exams. The most common value for this is the city / state / zip of the team lead. - -**Receive email notifications on applicant registration?** The session registration emails will follow the settings in the team account if these are not modified. Otherwise, you can add an email here to recieve the notifications from this session. +* If you selected In-Person Session, enter the street address of the exam session venue. Once entered, a preview of a map will pop up. The map will also be visible on HamStudy. [More info about Session Locations]({{}}) *** -**Publicly visible notes:** These are the notes which will appear with your session listing; they should be complete and useful. -We strongly recommend including any special rules that your session has as well as a way for potential applicants to contact you. - -**Notes for applicant (email):** This will be emailed to applicants when they register for your session -- it will not be shown to anyone who has not registered for your session, so it is less public than the regular notes. -If these are not provided then the session notes will be sent instead. +Configure Elements Offered, Exam Fee and Registration Notices. -///Nothing below here is in the new form. -* **ExamTools Features Desired**: From the dropdown, select one from the following list. By default Schedule only is selected. +* **All exam elements offered?** If this is selected then all elements will be displayed as an option in the registration process. If you select specific elements, limiting the choices, only those selected options will appear during the registration process and the applicant will only be able to choose from those. It doesn't prevent an applicant from taking another exam on the day of the session, but it prevents them from indicating their intent to take an element. For example, you might hava tech only exam and select Element 2: Technician. The applicant registers and can only choose from Technician. On the day of the exam, you find out that you have enought VEs to admister a General exam and the applicant is allowed to take the exam. ExamTools won't prevent them from taking and exam which wasn't indicated at registration. What was indicated will display as part of the applicant information when expanded in the session on the applicant tab. - * [Schedule, Registration, and Exams] - Your exam will appear on the schedule, registration will be enabled, and users will be assigned a PIN which they will receive in their email. Use this option if you plan to do remote or in-person exams in ET. - - * [Schedule and Registration] - Your exam will appear on the schedule and online registration will be enabled, but users will not receive a PIN. Use this option if you plan to use a method other than ET to test applicants. +* **Examination Fee:**: This field should populate automatically in most cases baised on your VEC policies once you have selected a VEC in the general session information section. If not, enter the amount for your exams as directed by your VEC. You can add payment information, terms and info about waived fees in the session description in Other Notes field farther down in the form. - * [Schedule only] - Your exam will appear on the schedule and online registration will be disabled. Use this option for listing your in-person, walk-up exam or if you are going to be registering applicants in another manner. Add registration information to the session description in the Other Notes field. -* Options: - * Pre-registration required - * Do not list on HamStudy.org – Hide your session and do not display on HamStudy. Especially helpful, if you want to work on your session listing ahead of time and aren’t quite ready for applicants or want to share a private link to a certain population for whom the session has been scheduled. (i.e. Local radio club or college course) The session is still accessible online, but the applicant will need a private link to view. When you are ready to list your session on HamStudy, return to the session in ET and uncheck the box and it will appear in the HamStudy list of [Upcoming test sessions](https://ham.study/sessions). - * Receive notification on applicant signup - If this box is selected, a New Applicant Registration notice will be sent to the email listed in the Contact Name and Email field. This email will include the following applicant information: Name, License Class, FRN, Address, Email, Phone Number and the date/time of the session in which applicant registered. +* **Receive email notifications on applicant registration?** If **Yes**, an email will be sent to the configured address each time someone registers for the session. +Choose "Team Default" to use the default settings for your team. -* Toggle the ExamTools Features Desired dropdown back to Choose… in order to add or remove a check mark for Schedule only and edit the options above. You will see the Schedule only description in the blue box, if your listing is set to not display. In that case, you will need to go back to Choose... to remove the Do not list on HamStudy.org selection. + * The New Applicant Registration notice will include the following applicant information: Name, License Class, FRN, Address, Email, Phone Number and the date/time of the session in which applicant registered. - * **Schedule only** - Your exam will not appear on the schedule and online registration will be disabled. +*** - Select the Schedule only and Do not list on HamStudy.org combo before you are ready for the public to view your session and register. You may do this to proof-read it, experiment with formatting or share it with your VE team using the private link before it goes live. - - * **Contact Name and Email** - This field will include the Session Manager's email address by default, but may be changed to a preferred email address as long as the formatting is maintained. ET uses this email for notification and does not appear in your session listing online. If you want your email to be posted, added it to the Other Notes below. +Add your session discription for HamStudy and customize the email to your applicants. - * **Other Notes** *[(markdown enabled)](https://markdownguide.org)*: Add your session description here. Add any additional information which wasn’t included in the rest of the listing. For remote sessions, you may want to include the time and time zone again, links to instructions, how to pay, and contact information. Using markdown, you can style your listing using headers and bullets, include pictures and logos, links and more. Images must be hosted on another server. +* **Publicly visible notes** *[(markdown enabled)](https://markdownguide.org)*: These are the notes which will appear with your session listing; they should be complete and useful. Add any additional information which wasn’t included in the rest of the listing. For remote sessions, you may want to include the time and time zone again, links to instructions, how to pay, and contact information. We strongly recommend including any special rules that your session has as well as a way for potential applicants to contact you. Using markdown, you can style your listing using headers and bullets, include pictures and logos, links and more. Images must be hosted on another server. -* Review your listing and click [Save] when done. +* **Notes for applicant (email):** Information entered will be emailed to applicants when they register for your session -- it will not be shown to anyone who has not registered for your session, so it is less public than the regular notes. You can use this option to send your applicant the Zoom link for your remote session or specific directions to your phyical location, but keep in mind that you will also need to copy over pertainent information from the public notes that you want emailed to the applicants. If the **notes for applicants** is left empty, then the public notes will be sent instead. + +* Review your listing carefully and click [Save] when done. ## To View Your Session on HamStudy From 6f51193d49c9c125c302973c94f00d7b31f9235a Mon Sep 17 00:00:00 2001 From: hparkersd <73673289+hparkersd@users.noreply.github.com> Date: Fri, 13 Mar 2026 11:02:53 -0700 Subject: [PATCH 5/6] Update cveCreateSession.md still working --- content/docs/cve/cveCreateSession.md | 18 +++++++++--------- 1 file changed, 9 insertions(+), 9 deletions(-) diff --git a/content/docs/cve/cveCreateSession.md b/content/docs/cve/cveCreateSession.md index f8331e3..fc58154 100644 --- a/content/docs/cve/cveCreateSession.md +++ b/content/docs/cve/cveCreateSession.md @@ -40,9 +40,9 @@ Start under **General session information:**: * **Event Name**: Enter your session title to display in HamStudy listing. You may want to include unique information which isn't listed in other fields. -* **Session Identifier**: This fleid is primarily used for the GLAARG ID number, but can be repurposed as a note field by non-GLAARG teams. This field will display in the Session List in paratheses between the Team ID and the Event Name. Use to note something unique about a session which would be helpful to see displayed in the session list, *(i.e hidden or note a particular VEC, a team lead or location)*. It doesn't display in HamStudy. +* **Session Identifier**: This field is primarily used for the GLAARG ID number, but can be repurposed as a note field by non-GLAARG teams. This field will display in the Session List in parentheses between the Team ID and the Event Name. Use to note something unique about a session which would be helpful to see displayed in the session list, *(i.e hidden or note a particular VEC, a team lead or location)*. It doesn't display in HamStudy. -* **Session Type**: Select Online Session or In-Person Session from the radio buttons. This setting controls how your session is listed on HamStudy. Online is used for remote sessions over a video-conference software. In-Person is used for an exam session being held at a specific location even, if you are using tablets or computers for the exam. +* **Session Type**: Select Online Session or In-Person Session from the radio buttons. This setting controls how your session is listed on HamStudy. Online is used for remote sessions over a video-conference software. In-Person is used for an exam session being held at a specific location even if you are using tablets or computers for the exam. @@ -73,7 +73,7 @@ Then, choose your **Schedule:** options. * **Listing Visibility:** Visible / Hidden ** If set to "hidden" then this session will not appear on any public session listings. This can be useful if you want to keep the session "private" so only people coming from your website can access it -- the registration link can be found on the session page. Especially helpful, if you want to work on your session listing ahead of time and aren’t quite ready for applicants or want to share a private link to a certain population for whom the session has been scheduled. (i.e. Local radio club or college course) The session is still accessible online, but the applicant will need a private link to view. When you are ready to list your session on HamStudy, return to the session in ET and uncheck the box and it will appear in the HamStudy list of [Upcoming test sessions](https://ham.study/sessions). -* **Session Date** Enter the date of you exam. +* **Session Date** Enter the date of your exam. * **Start Time** Enter time which your applicants should expect the exam to begin. Use the clock icon for a touch-friendly time picker * **Duration (minutes):** Enter the number of minutes you expect the session to last (i.e. a two-hour exam would be 120 mins). This is purely informational and displayed on the session listing page. @@ -90,23 +90,23 @@ Select, Add or Edit your **Locations:**. Configure Elements Offered, Exam Fee and Registration Notices. -* **All exam elements offered?** If this is selected then all elements will be displayed as an option in the registration process. If you select specific elements, limiting the choices, only those selected options will appear during the registration process and the applicant will only be able to choose from those. It doesn't prevent an applicant from taking another exam on the day of the session, but it prevents them from indicating their intent to take an element. For example, you might hava tech only exam and select Element 2: Technician. The applicant registers and can only choose from Technician. On the day of the exam, you find out that you have enought VEs to admister a General exam and the applicant is allowed to take the exam. ExamTools won't prevent them from taking and exam which wasn't indicated at registration. What was indicated will display as part of the applicant information when expanded in the session on the applicant tab. +* **All exam elements offered?** If this is selected then all elements will be displayed as an option in the registration process. If you select specific elements, limiting the choices, only those selected options will appear during the registration process and the applicant will only be able to choose from those. It doesn't prevent an applicant from taking another exam on the day of the session, but it prevents them from indicating their intent to take an element. For example, you might hava tech only exam and select Element 2: Technician. The applicant registers and can only choose from Technician. On the day of the exam, you find out that you have enough VEs to administer a General exam and the applicant is allowed to take the exam. ExamTools won't prevent them from taking and exam which wasn't indicated at registration. What was indicated will display as part of the applicant information when expanded in the session on the applicant tab. -* **Examination Fee:**: This field should populate automatically in most cases baised on your VEC policies once you have selected a VEC in the general session information section. If not, enter the amount for your exams as directed by your VEC. You can add payment information, terms and info about waived fees in the session description in Other Notes field farther down in the form. +* **Examination Fee:**: This field should populate automatically in most cases baised on your VEC policies once you have selected a VEC in the general session information section. If not, enter the amount for your exams as directed by your VEC. You can add payment information, terms and info about waived fees in the session description in **Other Notes** field farther down in the form. * **Receive email notifications on applicant registration?** If **Yes**, an email will be sent to the configured address each time someone registers for the session. Choose "Team Default" to use the default settings for your team. - * The New Applicant Registration notice will include the following applicant information: Name, License Class, FRN, Address, Email, Phone Number and the date/time of the session in which applicant registered. + * The New Applicant Registration notice will include the following applicant information: Name, License Class, FRN, Address, Email, Phone Number and the date/time of the session in which the applicant registered. *** -Add your session discription for HamStudy and customize the email to your applicants. +Add your session description for HamStudy and customize the email to your applicants. -* **Publicly visible notes** *[(markdown enabled)](https://markdownguide.org)*: These are the notes which will appear with your session listing; they should be complete and useful. Add any additional information which wasn’t included in the rest of the listing. For remote sessions, you may want to include the time and time zone again, links to instructions, how to pay, and contact information. We strongly recommend including any special rules that your session has as well as a way for potential applicants to contact you. Using markdown, you can style your listing using headers and bullets, include pictures and logos, links and more. Images must be hosted on another server. +* **Publicly visible notes** *[(markdown enabled)](https://markdownguide.org)*: These are the notes which will appear with your session listing; they should be complete and useful. Add any additional information which wasn’t included in the rest of the listing. For remote sessions, you may want to include the time and time zone again, links to instructions, how to pay, and contact information. We strongly recommend including any special rules that your session has as well as a way for potential applicants to contact you. Using markdown, you can style your listing using headers and bullets, to include pictures and logos, links and more. Images must be hosted on another server. -* **Notes for applicant (email):** Information entered will be emailed to applicants when they register for your session -- it will not be shown to anyone who has not registered for your session, so it is less public than the regular notes. You can use this option to send your applicant the Zoom link for your remote session or specific directions to your phyical location, but keep in mind that you will also need to copy over pertainent information from the public notes that you want emailed to the applicants. If the **notes for applicants** is left empty, then the public notes will be sent instead. +* **Notes for applicant (email):** Information entered will be emailed to applicants when they register for your session -- it will not be shown to anyone who has not registered for your session, so it is less public than the regular notes. You can use this option to send your applicant the Zoom link for your remote session or specific directions to your physical location, but keep in mind that you will also need to copy over pertinent information from the public notes that you want emailed to the applicants. If the **notes for applicants** box is left empty, then the **public notes** will be sent instead. * Review your listing carefully and click [Save] when done. From ad29d8fe52efac8b6ebe91e188516d73dd8b7044 Mon Sep 17 00:00:00 2001 From: hparkersd <73673289+hparkersd@users.noreply.github.com> Date: Fri, 13 Mar 2026 12:24:57 -0700 Subject: [PATCH 6/6] Update cveIn-PersonExamProcess.md still working --- content/docs/cve/cveIn-PersonExamProcess.md | 41 +++++++++++---------- 1 file changed, 22 insertions(+), 19 deletions(-) diff --git a/content/docs/cve/cveIn-PersonExamProcess.md b/content/docs/cve/cveIn-PersonExamProcess.md index 7415345..0adea79 100644 --- a/content/docs/cve/cveIn-PersonExamProcess.md +++ b/content/docs/cve/cveIn-PersonExamProcess.md @@ -15,22 +15,22 @@ type: book # Do not modify. --- ## In-Person Exams with ExamTools -For more complete instructions, please contact your VEC for documentation and guidance. We strongly recommend that you shadow other team leads and participate in several sessions before starting to run your own. You are encouraged to have an experienced team lead and experienced VEs join your first few sessions to help out. Initial sessions are recommended to be only one or two applicants until you're comfortable with the whole process. Participation in remote online exams is the perfect place to learn how ExamTools works. +For more complete instructions, please contact your VEC for documentation and guidance. We strongly recommend that you shadow other team leads and participate in many sessions before starting to run your own. You are encouraged to have an experienced team lead and experienced VEs join your first few sessions to help out. Initial sessions are recommended to be only one or two applicants until you're comfortable with the whole process. Both leads and VEs should participate in remote online exams to learn how ExamTools works. ExamTools functions the same for both in-person and remote exams. Contact your VEC for help locating a team to train with. ## Prepare for In-Person Exam: * Session Manager (SM) [creates a session]({{}}) on ExamTools (ET). * Session Manager [prints paper exams]({{}}) for use with GradeCam. Exams printed for use with templates will not work with GradeCam. However, you may use the Record External Exam feature under Manage to add exams which were graded without the use of ET. * Session Manager or team members prepare computers or tablets for applicant use or applicants will be notified what kind of devices are allowed. - * SM (owner) or co-owner [adds participating Volunteer Examiners (VEs)]({{}}) to the exam session. + * SM (owner) or co-owner [adds participating Volunteer Examiners (VEs)]({{}}) to the exam session. Only add VEs who are actively participating in the exam and not all the members of your team. ## Applicant Registration: -1. PRE-REGISTER: Direct applicants to pre-register (and pay online) before the exam by using the link on [HamStudy](https://ham.study). The session listing may be public or private. A public session will be listed on HamStudy and anyone may register for the exam. A private session will not be listed on HamStudy and applicants will need to be sent the link to the session listing in order to view and register. The SM marks the *Do not post on HamStudy.org* checkbox option. Once a session has been listed publicly, applicants may able to navigate back to it even after the session listing is edited to hide it on HamStudy. -2. WALK-INS or SAME DAY REGISTRATION: If you allow walk-ins on the day of the exam, assign a VE to help applicants register in two ways. +1. PRE-REGISTER: Direct applicants to pre-register (and pay online, if required) before the exam by using the link on [HamStudy](https://ham.study). The session listing may be public or private. A public session will be listed on HamStudy and anyone may register for the exam. A private session will not be listed on HamStudy and applicants will need to be sent the link to the session listing in order to view and register. The SM selects the *hidden* option. Once a session has been listed publicly, applicants may able to navigate back to it even after the session listing has been edited hide on HamStudy. +2. WALK-INS or SAME DAY REGISTRATION: If you allow walk-ins on the day of the exam, assign a VE to help applicants register. -- On [https://ham.study](https://ham.study/), direct applicants to use their own device (a smartphone or tablet) or one provided by a VE to register. Applicants will receive a registration email which includes their pin and allows them to confirm their information. -- In ExamTools, a VE can register applicants using the **Add Applicant** feature located in the upper right corner of the applicants list. Applicants added in this manner will not receive a registration email. +- *Highly recommended and easiest method:* On [https://ham.study](https://ham.study/), direct applicants to use their own device (a smartphone or tablet) or one provided by a VE to register. Applicants will receive a registration email which includes their pin and allows them to confirm their information. Tip: Use a QR Code linked directly to your session listing on HamStudy to allow people to register while waiting in line to check-in. For larger exam sessions, create a walk-in/registeration area staffed with a VE to assist. Provide a table, seating and tablets or laptops to be used for registration. Onced registered, canidates can join the check-in line. +- *If needed to resolve registration problems:* In ExamTools, a VE with co-owner permissions can register applicants using the **Add Applicant** feature located in the upper right corner of the applicants list. Applicants added in this manner will not receive a registration email. ![Add Applicant Icon](../images/addApplicant.png) A VE should confirm FRNs and call signs on the ULS. Although ExamTools does have some automatic lookup features, all information should be confirmed by a real person. All applicants need a FRN to register on ExamTools. The FCC requires an email address which will used to contact the applicants about their license application. The applicant may need to log in to CORES to pay (within ten calendar days) or License Manager obtain a copy of their license, if they do not receive emails from the FCC. @@ -39,9 +39,9 @@ Since ExamTools registers the applicant electronically, the 605 may not be requi ## Paper or Device? -- Paper exam booklets and answer sheets must be printed from ET by a SM. The paper exams are reusable, printed with or without figures, randomly generated and have unique test ID numbers. Font size is adjustable. Should be printed on white paper as some people have problems with reading on colored paper. Select exams to be graded by GradeCam. [Instructions on Printing Exams for GradeCam]({{}}) Check with your VEC to find out if they may print or reimburse you for the exams. Suggestion: Use brightly colored folders or cover sheets to keep track of exams and elements. +- Paper exam booklets and answer sheets must be printed from ET by a SM or someone delegated to do so from within the ET team admin account. The paper exams are reusable, printed with or without figures, randomly generated and have unique test ID numbers. Font size is adjustable. Should be printed on white paper as some people have problems with reading on colored paper. Select exams to be graded by GradeCam. [Instructions on Printing Exams for GradeCam]({{}}) Check with your VEC to find out if they may print or reimburse you for the exams. Suggestion: Use brightly colored folders or cover sheets to keep track of exams and elements. - Paper and grading templates provided to stocked teams may be used with ExamTools. Check with your VEC to see to what the procedure is for accepting ExamTools exports for these types of sessions. Supplemental files (i.e answer sheets) may be required. -- Devices (computers, tablets, smartphones) may be owned by the applicants, VEs, team or VEC. The ET process is nearly identical to a remote session. Devices may or may not be reimbursable by your VEC. +- Devices (computers, tablets, smartphones) may be owned by the applicants, VEs, team or VEC. The ET process is nearly identical to a remote session. Devices may or may not be reimbursable by your VEC. Tip: Ask your community for donations of unused devices. Many teams use 8inch Amazon Tablets. - Exam results may be shared depending on your VEC's policy. Exam results are found on the Applicant Tab under PRINT FORMS in the expanded view of the applicant. On devices, exam results may be shared as each exam is randomly generated. When exams are graded by GradeCam, ET results may or may not be shared depending on the number of versions of the paper exam you have and if the exam is to be reused. It would always be safe to provide the question pool number (i.e. T6A07) to the applicant. ## Check in Applicants: @@ -51,7 +51,8 @@ Change the applicant status from Registered to Seen in ExamTools to indicate tha - Check ID and collect any fee from applicants. - Use a paper roster provided to you by your VEC to track payment and ID check or download an applicant list from ExamTools and add columns for both. Defer to your VEC for direction. - Confirm any CSCE and add credit. -- Confirm any existing license (current or expired). +- Confirm any existing license (current or expired). ExamTools will attempt to link to current licenses. +- Resolve any alerts on the Applicant record. Some are just advisory and not resolveable. ## Start Exam: @@ -69,22 +70,24 @@ Suggestion: Provide each applicant with an instruction or exam cover sheet to pr ## To Test with a Device: -Provide each applicant with a sheet of blank paper, a pencil/pen and calculator, if needed. Inspect the device as you would for remote testing. The applicant needs only a web browser open and should be instructed to remain on that page only. Settings, profiles, and/or apps (i.e. Fully Kiosk) maybe used to secure VE team owned devices. +Provide each applicant with a sheet of blank paper, a pencil/pen and calculator, if needed. Inspect the device as you would for remote testing. The applicant needs only a web browser open and should be instructed to remain on that page only. Settings, profiles, and/or apps (i.e. Fully Kiosk) maybe used to secure VE team owned devices. The applicant should go to [https://exam.tools](https://exam.tools/) and join the session with the team identifier and the applicant pin. A VE will need to authorize at points during the exam as they would during a remote exam. +ExamTools in-app calculator: For applicants, it is located in the upper left corner of the ExamTools exam screen. VEs also have access to a caculator in the upper right corner of the screen while logged into ExamTools. The ExamTools calculator doesn't replace an applicant's need for their calculator or one provided by a team, it is only offered as an option. Teams and applicants should use what they are confortable with and in some cases, allowing an applicant to use the calculator which they have practiced with and are familiar with is the best option for them. + ## During Exam: For both paper and device testing, VEs should be assigned to monitor the applicants. Walk around behind the applicants with devices, make sure that they stay on the exam page and provide assistance when needed. VEs will need to assign themselves or a VE Admin or higher can assign Certifying VEs to each applicant. This can be done during or after the exam is graded as ExamTools is flexible on when the VEs are assigned. Defer to the team lead's instructions. -The team should determine how they want the applicants to signal when they are done with the exam. For an exam taken on a device, the applicant can hit the grade exam button. For those who are using paper, they may need to raise their hand or bring their exam and materials to a specific table to be graded. All materials, pencil and calculators should be collected from the applicants. +The team should determine how they want the applicants to signal when they are done with the exam. For an exam taken on a device, the applicant can hit the grade exam button and optionally, raise their hand so you can easily locate them. For those who are using paper, they may need to raise their hand or bring their exam and materials to a specific table to be graded. All materials including exam, scratch paper, pencil and calculator should be collected from the applicants. ## Grading Exams: For applicants using a device, they can proceed through the exam process as if they are being tested online. For paper exams, use GradeCam to grade the exam. Navigate to the -Session Detail page, and click the GradeCam button. VE will be +Manage Session page, and click the GradeCam button. VE will be prompted to choose the camera to use to scan. Center the filled out answer sheet within the camera window, and the software will grade the exam automatically. If ET cannot clearly determined which answer @@ -92,28 +95,28 @@ was selected, the VE will be prompted to visually confirm the answer. This can occur when an applicant does not cleanly erase a previous answer when changing it. Any device with a camera (tablet, cell phone, or computer) may be used for scoring. The SM and the rest of the VE team may want to practice this and test out different devices in the -[SandBox]({{}}) before your session. +[SandBox]({{}}) before your session. Lighting and shiney pencil lead can cause problems for ExamTools. ## To Add a Score from a Non-ExamTools Exam: A VE team may use existing exam booklets and scoring templates which were provided to them as a stocked team, if desired. Go to the applicant record and use the Record External Exam feature under Manage to add the element, score and any notes for the exam. Teams choosing this method should check with their VEC and confirm what additional documentation (i.e. original answer sheets) should be provided beyond the documents which ET exports. -## Viewing 605 and Draft CSCE: +## Viewing 605 and Draft CSCE in ExamTools: -All applicants should be able to sign in or remain signed in using their own device (a smart phone) or one (a tablet, iPad, computer) provided to them to view their score, finish and sign forms (view 605/CSCE and create an electronic signature). For paper exam applicants, you can skip right to the 605/CSCE and signature by changing the applicant status to Ready to Sign in ET. +All successful applicants should be able to sign into ExamTools or remain signed in using their own device (a smart phone) or one (a tablet, iPad, computer) provided to them to view their score, finish and sign forms (view 605/CSCE and create an electronic signature). For paper exam applicants, you can skip right to the 605/CSCE and signature by changing the applicant status to Ready to Sign in ET. ## Official Certificate of Successful Completion: -Once the applicant and three Certifying VEs have all signed, a co-owner should **Mark Complete** the applicant and **send the CSCE**. The applicant should check their email which they used to register and confirm that they received the CSCE. Only the co-owners have the ability to mark applicants complete, but any VE may send the CSCE. The Mark Complete button displays to co-owners in the expanded view of the applicant. All three VEs must sign before the Mark Complete button becomes active. Once the applicant has been marked complete, they will drop to the bottom of the applicant list. A VE can then click on the up arrow displaying just to the right of the applicant's pin to send the CSCE. +Once the applicant and three Certifying VEs have all signed, a co-owner should **Mark Complete** the applicant and **send the CSCE**. The applicant should check their email which they used to register and confirm that they received the CSCE. Only the co-owners have the ability to mark applicants complete, but any VE may send the CSCE. The Mark Complete button displays to co-owners in the expanded view of the applicant. All three VEs must sign before the Mark Complete button becomes active. Once the applicant has been marked complete, they will drop to the bottom of the applicant list. A VE can then click on the up arrow displaying just to the right of the applicant's pin to send the CSCE. The session is not complete until every successful applicant has been sent their CSCE. ## Applicants Who Did Not Pass: -Will not receive anything unless the team would like to either print or email the applicants the 605 from ET. Depending on the team's point of view, returning the 605 is completely unnecessary as the applicant did not provide a 605 when registering. One common practice for the three certifying VEs is to remain assigned to the non-passing applicant. Although ExamTools will allow VEs to sign a 605 on which NO NEW LICENSE OR UPGRADE WAS EARNED most all teams do not sign and some do not even keep VEs assigned for failed applicants. Check with your VEC for direction. +Will not receive anything unless the team would like to either print or email the applicants the 605 from ET. Depending on the team's point of view, returning the 605 is completely unnecessary as the applicant did not provide a 605 when registering. One common practice for the three certifying VEs is to remain assigned to the non-passing applicant. Although ExamTools will allow VEs to sign a 605 on which NO NEW LICENSE OR UPGRADE WAS EARNED, most all teams do not sign and some do not even keep VEs assigned for failed applicants. Check with your VEC for direction. ## Closing the Session: -* The SM cleans up the manifest, will remove any non-participating VEs and add any that did participate. Optionally, remove applicants who did not show. Then, clicks **Finalize Session**. -* Session Manager submits session docs (EXPORT>VEC Archive) to the Volunteer Examiner Coordinator (VEC) along with any other requested documentation (i.e. expense report, CSCEs, etc). A few VECs have an upload portal to submit the session documents and do not require the materials to be mailed back. +* The SM cleans up the manifest by removing any non-participating VEs and add any that did participate. The VEs listed on the session are included in the offical documentation for the session and when they finalize the session they are confirming that everything about the session is correct including which VEs were in attendance and witnessed the exam session. Optionally, remove applicants who did not show. If they are submitting instead of refunding exam fees for no show applicants, best practice is to leave them listed on the session. Then, clicks **Finalize Session**. +* Session Manager submits session docs (EXPORT>VEC Archive) to the Volunteer Examiner Coordinator (VEC) along with any other requested documentation (i.e. expense report, CSCEs, etc). Most VECs have an upload portal to submit the session documents and do not require the materials to be mailed back. Everything that a VEC needs is included in the VEC ARCHIVE. ## VEC Upload, Licenses and Upgrades: