Running Exams Using ExamTools
The step-by-step operational guide for Session Leaders and VEs running hybrid (paper + computer) exam sessions using the ExamTools web-based testing platform.
About this track
- Covers ExamTools from session setup through portal file upload
- Addresses both computer exam and paper exam workflows side by side
- Cross-referenced with LARC VEC P&P where applicable — complete that track first
- Images are labeled for upload to replace placeholder boxes in your team’s copy
The hybrid session workflow at a glance
This workflow is updated whenever ExamTools is updated. Version number and date appear at the top. Confirm you have the current version before each session. The session call sign for ExamTools login is the call sign the test is listed under — for your team this will be configured during session setup.
ExamTools Roles & Session Setup
The four ExamTools access levels and what to prepare before applicants arrive.
Learning objectives
- Identify the four ExamTools permission levels and what each can do
- Know which ET role corresponds to which Laurel VEC role
- Complete all pre-session setup tasks
Four permission levels inside ExamTools
ExamTools uses four roles within a session. These are distinct from Laurel VEC roles — assign them before the session opens. Full definitions at docs.exam.tools/docs/general/sessionrolespermissions/
Owner
Creates the session. Manages all details — starting, changing, and finalizing. Typically the Session Leader.
Co-Owner
Full permissions except session creation. Explicitly authorized by the Owner. Can act completely on the Owner’s behalf.
VE Admin
Can edit applicant information (add phone numbers, change status), assign VEs, manage candidate data. Requires additional training. Typically VE Admins handle check-in.
VE
Monitors exams and signs forms. Standard access — cannot edit applicant data.
VE Admin level gives access to edit applicant records. Only assign this level to team members who have completed the specific ET VE Admin training. Assign VE Admin to those handling check-in.
Before applicants arrive
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1
Confirm the session is listed in the Laurel portal
The session must be scheduled in the Laurel VEC portal before the session date — and before you attempt any file upload afterward. If it isn’t listed, add it now.
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2
Confirm adequate qualified VEs
Minimum three qualified VEs. Verify each VE’s license class against the elements being offered (see Track 1, Lesson 2 qualification table).
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3
Set up ExamTools session
Owner creates the session in ET. Assign Co-Owner(s), VE Admins, and VEs to their correct access levels before check-in begins.
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4
Prepare paper exam packets
For applicants who choose paper: prepare question booklet + answer sheet packets. Set up during the pre-session period. Use of folders is at the Session Leader’s discretion.
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5
Verify equipment
Test internet connectivity, computer/tablet access for applicants, printer (if printing CSCEs), and camera/tablet for GradeCam grading.
During check-in, the VE Admin notices an applicant’s phone number is missing from their ExamTools record. Which ET role is required to add it?
- VE (standard)
- VE Admin or higher
- Owner only
- Co-Owner only
The Session Leader needs someone to act with full session permissions while they step away. Which ET role should that person have?
- VE Admin
- Co-Owner
- VE
- Owner — there can only be one
VE Briefing & Applicant Check-in
Everything that happens before the first exam starts — from the VE team meeting to seating applicants at their tables.
Learning objectives
- Conduct a complete pre-session VE briefing
- Walk every applicant through all six check-in steps correctly
- Handle element credit, pending FCC applications, and felony disclosures
- Set the applicant’s status to SEEN in ExamTools
The pre-session VE briefing
All VEs sign the VE sign-in sheet upon arrival. The Session Leader then holds a briefing before the session opens — this is mandatory and sets the team up for a consistent, compliant session.
- ✓VE assignments and roles — who handles check-in (assign VE Admins here), who monitors which tables
- ✓Review of applicable procedures, including the retest policy
- ✓Recent procedure or policy changes since the last session
- ✓Recent ExamTools workflow or software changes
- ✓Applicant flow through the facility and any facility-specific rules
- ✓How CSCEs will be delivered (printed, emailed, or both) — VEs and applicants need to know this
Check-in workflow
Check-in is typically handled by VEs assigned this role (VE Admins). Complete each step for every applicant before directing them to a table.
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1
Verify registration information
Confirm name/ID matches the ExamTools registration. Verify: address, email, phone number, FRN. Correct anything that doesn’t match before proceeding.
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2
Ask about pending FCC applications
If the applicant has a pending application (e.g., a vanity call sign), get the specifics and pass them immediately to the Session Leader. This affects the file upload — see Lesson 5.
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3
Confirm the felony question response
If the applicant answered “YES,” confirm it was intentional. Do not ask what the felony was. Advise them they’ll receive additional instructions if they pass. No VE should offer any opinion on what the FCC may do.
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4
Check for element credit
If the applicant claims element credit (CSCE, expired license, etc.), verify proof per Track 1 Lesson 3. Confirm with the Session Leader who will apply it in ET — it must be applied before the applicant starts testing.
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5
Paper or computer?
Ask the applicant’s preference. If team tablets are available, offer one. Provide paper materials immediately if they choose paper.
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6
Set status to SEEN
Once check-in is complete, use the applicant menu → drop-down status to change to SEEN in ExamTools. Direct the applicant to a table.
Confirm with the Session Leader who is applying element credit in ET — and verify it is done before the applicant starts their first exam element. Applying it after the fact is not acceptable.
An applicant at check-in says they submitted a vanity call sign application two weeks ago. What do you do?
Get the specifics (application file number if they have it) and immediately pass them to the Session Leader. Depending on timing, their session file may need to be held back from the initial upload — the Session Leader will coordinate with the Team Leader per the pending application procedure.
During check-in you notice the applicant has a CSCE for Element 3 credit from a W5YI exam session. Is it acceptable?
Yes — VEs must accept unexpired, unaltered CSCEs from any VEC. Verify it is within 365 days of the issue date, signed by three VEs, and specifies the element passed. Retain the copy and return the original.
What ExamTools status is set when applicant check-in is complete?
- READY
- CHECKED IN
- SEEN
- ACTIVE
An applicant states they answered “YES” to the felony question. You want to understand what happened. What is the correct response?
- Ask them to briefly describe the conviction so you can assess whether testing should proceed
- Tell them they cannot test and should contact the FCC first
- Confirm the “YES” was intentional, advise they’ll receive instructions if they pass, and proceed — do not ask for details
- Refer them to the Session Leader before allowing them to check in
Starting & Running the Exam
Applicant setup at the table, starting the ExamTools session, reading the required instructions, monitoring effectively, and grading — for both computer and paper exams.
Learning objectives
- Set up applicants correctly for computer and paper exams
- Read all required instructions before opening the session
- Recognize and respond to ExamTools visual cues
- Monitor effectively without violating Laurel VEC monitoring rules
- Grade computer exams in ET and paper exams with GradeCam
Computer exam setup
- ✓Assigned VE assigns themselves to the applicant in ET — only if qualified to administer the element being taken. If not qualified, notify a qualified VE to take over monitoring.
- ✓Assist with internet connection; navigate applicant to the exam session webpage
- ✓Provide: session login (the session call sign) and the applicant’s PIN
- ✓Instruct the applicant to wait — do not proceed until the session is officially started
- ✓Give directions on: calculator policy, scratch paper, clearing the test area, restroom use
Paper exam setup
Verify the applicant’s folder has the correct materials. Direct the applicant to complete the answer sheet header — the VE must confirm each field is correct:
- ✓Applicant’s PIN
- ✓Exam booklet number
- ✓Element letter: write “T” for Element 2 (Technician) or “G” for Element 3 (General)
- ✓Applicant’s name and date
Also advise: correct writing instrument, no marking the question booklet, electronic device rules (see Track 1 Lesson 4 required instructions).
Reading the required instructions
Before opening the session in ET, the Session Leader reads the required exam instructions to all applicants (see separate exam instructions document and Track 1 Lesson 4 for the full required content). This step is mandatory and must precede starting the session.
Starting in ExamTools
The Session Leader starts the exam session in ExamTools. Applicants may then log in. The assigned VE authorizes each applicant into the session. The applicant verifies their information on screen — any corrections must be made before they continue.
ExamTools visual cues — know these
Running man
Applicant is requesting to join the session. Authorize them in.
Hourglass
Pending request from applicant — to start an exam or to have an exam graded. Action required from the assigned VE.
Red wifi (crossed)
Dark gray PIN area + red wifi = logged onto the site but not yet into the session.
Green wifi background
Applicant is in the session and active.
Red VE count
Fewer than 3 VEs are assigned to this applicant. Resolve immediately.
Green paper/exam icon
Applicant has signed their paperwork.
Monitoring during the exam
Position yourself to observe the applicant and their screen. Look for behaviors that may indicate cheating:
- Constantly looking around the room to locate VEs
- Attempting to block the VE’s view of the screen
- Using two hands or typing on the device — ExamTools only requires scroll and single-click
Per Laurel VEC P&P (and §97.509), VEs must observe applicant behavior — not stare at the progress bar. You may check progress occasionally using the ET menu (the thin line and element block), but primary attention must be on the applicant, not the screen.
Grading computer exams in ET
When the applicant requests grading (hourglass icon), the assigned VE approves the grading request in ExamTools. Three qualified VEs must confirm the result.
- ✓Passed: applicant may take the next element (if eligible, willing, and has studied) or proceed to signing
- ✓Failed — eligible to retest: a different version of the exam must be used
- ✓Failed — not eligible to retest: instruct them to log off; they may leave
- ✓Copy of answers requested: notify the Session Leader
Grading paper exams with GradeCam
Before scanning, confirm these three items on the answer sheet:
- ✓PIN is recorded
- ✓Booklet number is recorded
- ✓“T” or “G” is marked for Element 2 and 3 exams
Hold the answer sheet in front of a laptop camera (use a folder or rigid backing behind the paper) or lay it on the table and use a tablet. Record the result, circle pass or fail, and initial. Tell the applicant their result. Return the question booklet to the appropriate location. Pass the graded answer sheet promptly to the Session Leader.
If an applicant wants to take the next element, they may do so if time permits and they have studied for it. VEs must not encourage applicants to “try anyway” if they haven’t studied — this wastes session time and creates paperwork.
An applicant is taking Element 4 (Amateur Extra) but the VE assigned to their table holds only a General class license. What should the VE do?
- Assign themselves and monitor — the license class requirement only applies to signing
- Notify a qualified Amateur Extra class VE to monitor this applicant
- Ask the Session Leader to waive the requirement given the available staffing
- Have the applicant attempt Element 3 first, then switch VEs for Element 4
In ExamTools, what does the hourglass icon next to an applicant indicate?
- The applicant’s allotted exam time is nearly expired
- There is a pending request from the applicant requiring VE action (start or grade)
- The applicant has been in the session for over an hour
- The applicant’s identity has not been verified
A paper exam applicant passed Element 2. Before grading with GradeCam, you check the answer sheet. The PIN and booklet number are there, but the “T” or “G” element letter is missing. What do you do?
- Proceed — the PIN and booklet number are sufficient for GradeCam
- Have the applicant add the element letter before scanning — all three fields are required
- Add the letter yourself without telling the applicant
- Skip GradeCam and grade manually instead
Signing, CSCE & Session Close-out
The applicant signature, VE signing order, issuing the CSCE, felony instructions, scanning, and the post-session debrief.
Learning objectives
- Walk both computer and paper exam applicants through electronic signing
- Sign in the correct VE order
- Complete and email the CSCE — even when printing
- Provide felony instructions without offering FCC opinions
- Scan, retain, and debrief correctly
Computer exam applicants
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1
Instruct: “Finish and Sign”
Tell the applicant to select “Finish and Sign” in ExamTools once they have completed all exams they wish to take.
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2
Verify information
Help the applicant verify that all their information is correct. Viewing the 605 form is recommended — it shows all fields at once and is easier to review.
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3
Sign
Applicant types their name where indicated, then signs in the box. The “Finish and Complete” button does not turn green until the signature box has a sufficient signature.
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4
Log off
Once signed, the applicant logs off and shuts down their device. Give them CSCE delivery instructions at this point.
Paper exam applicants
After passing at least one element on paper and completing all testing:
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1
Change status to READY TO SIGN
Use the applicant status drop-down in ET to set the applicant to READY TO SIGN.
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2
Provide a device
Give the applicant a team device or allow them to use their smartphone to log into the ExamTools session — same process as a computer exam applicant.
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3
Authorize into session
The VE authorizes them into the session just as for a computer exam. Their screen will go directly to the signing page. Follow the same computer exam signing steps.
VE signatures
Once the applicant has signed:
- The assigned VE signs first
- Other VEs sign next
- The Session Leader signs last — this helps with CSCE printing and completing the applicant record
Issuing the CSCE
The email action is recorded in ExamTools, creating an auditable proof that the applicant received their CSCE. This prevents any future dispute. If you only print and don’t email, there is no record.
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1
Print the CSCE (if applicable)
Print the CSCE for the applicant.
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2
Set status to COMPLETED
Change the applicant’s status to COMPLETED in ExamTools. The applicant bar turns green.
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3
Email the CSCE
Email the CSCE from ExamTools. The printer icon in the applicant record shows “0” until emailed, then shows a count of how many times it was sent.
Felony instructions
If the applicant answered “YES” to the felony question and has passed, provide the Laurel VEC “Instructions for Filing a Felony Conviction Explanation” sheet. Neither the Session Leader nor any VE may offer any opinion on what the FCC may or may not do.
Session paperwork to scan
- ✓All paper answer sheets — including the back if used for notes or scratch calculations
- ✓Any other note paper used by applicants
- ✓Documents used for element credit (copies retained per Track 1 Lesson 3)
- ✓Any other pertinent documents
If any applicant has a pending FCC application, the Team Leader must be notified no later than when session documents are uploaded to the portal.
Post-session debrief
The Session Leader conducts a short debrief with the VE team covering: what worked well, what could be improved, and any issues to report. The Session Leader reports recommendations and issues to the Team Leader within 24 hours. Ensure the facility is clean and restored to the condition it was found.
A paper exam applicant passed and is ready to sign. What is the correct first step in ET?
- Print the CSCE first, then set the status
- Change the applicant’s status to READY TO SIGN, then provide them a device to log into ET
- Have the applicant physically sign the paper answer sheet
- Set status to COMPLETED and email the CSCE
Why must the CSCE always be emailed from ExamTools, even when a printed copy is handed to the applicant in person?
- Email delivery is faster than printing
- The email action is recorded in ET, providing auditable proof the applicant received their CSCE
- The Laurel VEC requires email as the only valid delivery method for FCC compliance
- Printing alone triggers an error in ExamTools that prevents session finalization
In what order should VEs sign after an applicant completes signing?
- Session Leader first, then other VEs, assigned VE last
- Any order — ET doesn’t enforce signing sequence
- Assigned VE first, other VEs next, Session Leader last
- All three VEs sign simultaneously
Session File Upload to the Laurel Portal
Downloading from ExamTools, importing into Laurel Session Manager, handling pending applications, and uploading to the Laurel VEC portal.
Learning objectives
- Download the correct files from ExamTools after the session
- Import data into the Laurel Session Manager and clean up the record
- Handle pending FCC applications before uploading
- Upload the ENC file and session paperwork to the Laurel portal correctly
- Finalize the session in ExamTools after FCC response
Uploading without a listed session creates a new session entry with a midnight timestamp — a significant error. If your session is not listed, add it to the team schedule first, then return to upload.
What to download and prepare
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1
Download Laurel Session Manager file from ET
In ExamTools under DOWNLOAD, select “Laurel Session Manager.” Save in a dedicated session folder.
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2
Download Final Forms
Under PRINT, select “Final Forms.” This opens as a PDF or downloads. Save to the session folder.
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3
VE sign-in sheet
Download, scan, or photograph. Save to the session folder.
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4
Verification documents
Scan evidence of element credit or prior license. These attach after the ET files for that applicant. If from a publication like QST, highlight the applicant’s entry. Crop all scans to the document — no desk surfaces.
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5
Note paper
Scan any applicant scratch paper. Save to the folder — you do not need to attach it to the session file, but retain it in case of queries.
Session Manager import steps
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1
Create the session
Create the session in the Laurel Session Manager software.
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2
Update session fields
Update “Session Manager Call Sign” and “Session Manager Phone Number” on the main page as needed.
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3
Import application data
Under TOOLS → Import Application Data, select the file downloaded from ET. VEs who signed CSCEs will be updated automatically from this import.
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4
Add missing VEs manually
VEs who did not sign any CSCEs will not appear. Add them manually to ensure complete VE sign-in records.
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5
Review each applicant
Check for errors. Delete any no-shows — they appear as a black box with white letters in the applicant list on the left of the screen.
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6
Print session report
Print the session report to PDF. Save in the session folder. Note: if using ExamTools, you no longer need to provide a separate session report sheet.
Handling applicants with pending applications
If an applicant has a pending FCC application (e.g., a vanity call sign request), uploading their session file while that application is unresolved may nullify the pending application or cause the new submission to be rejected — because the call signs won’t match.
Whether to upload depends on timing: if the pending application is close to the 20-day processing window, it will likely be updated before you submit. If submitted within the past week or two, it is likely safe to hold.
To exclude a specific applicant from the upload
Use Ctrl+Click to select only the applicants you want to include, then click Create ENC File. This creates an ENC file in C:\SessionManager\UploadFiles. If you make an error (e.g., include someone who should be held), go to that folder, delete the file (check the filename/date), and redo the selection.
When the held applicant’s pending application is resolved: notify the applicant that they must contact you once the FCC has processed their application — do not submit until they do. Repeat the ENC creation for only that one applicant and upload separately.
Uploading to the Laurel portal
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1
FCC Upload → Create ENC File → OK
Creates the ENC file. If additional files are created due to re-runs, the last digit of the filename increments (0 → 1 → 2).
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2
Upload ENC File → Upload → OK
Clicking OK opens the Laurel portal.
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3
Select your session from the dropdown
You will only see your own sessions (RC view). If your session is not listed: do not upload. Add it to the team schedule, then return.
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4
Attach paperwork file
Click “Choose File” and select your combined paperwork file. Click Save. Verify both the ENC file and paperwork file are visible.
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5
Note any held applicants
If holding an applicant due to a pending FCC application, add a note in the session message field explaining the situation.
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6
Finalize in ExamTools
Once the FCC response file returns, log back into ExamTools and Finalize the session.
Session folder and file naming
For Patriot VE Team sessions, name files using this format:
Example: 2023 06 10 BDPVET00230610A Salida
- ✓Denver sessions: use “Denver Masonic Lodge” or “Denver DenHac” as the location
- ✓Always copy and paste the session number from Session Manager — never type it by hand
After importing the ET file, you notice one VE who attended the session does not appear in the Session Manager record. Why, and what do you do?
- The import failed — re-import the file to pick them up
- They must not have logged into ET during the session — no action needed
- VEs who did not sign any CSCEs are not imported automatically — add them manually
- Their VE status has lapsed — contact the RC before adding them
You are about to upload and discover your session is not listed in the Laurel portal. What should you do?
- Upload anyway — the portal will create the session entry from the ENC file
- Email the ENC file directly to your Regional Coordinator
- Stop. Add the session to the team schedule in the portal, then return to upload
- Wait until the next business day when the session auto-populates
An applicant had a vanity call sign application pending for 18 days when they tested. What should the Session Leader do regarding the file upload?
- Upload normally — 18 days is long enough that the vanity application is probably done
- Contact the Team Leader first — at 18 days the vanity may be close to processing, and uploading could cause a rejection. Hold if directed.
- Delete the applicant from Session Manager and resubmit after their vanity processes
- Submit immediately — the FCC will automatically reconcile the pending application
Track 2 complete!
You’ve completed the full ExamTools operational workflow — from session setup and applicant check-in through file upload and session finalization.
Together with Track 1 (Laurel VEC P&P), you now have a complete foundation for running compliant, well-organized hybrid exam sessions.
Certificate will include your call sign, name, and completion date.