VEC-02 — Lesson 5 of 5

Post-Session Reporting & Compliance

Scanning, uploading, retention, no-show sessions, and RC review.

Lesson Objectives

Execute the complete Phase 3 post-session sub-tasks in order
Identify what must be scanned and what the legibility standard requires
Upload correctly: scanned documents and SessionManager EBF file to the correct session in the portal
Apply the 30-day retention and mandatory destruction rule
Handle a no-show session correctly

Phase 3 — Post-Session Sub-Tasks

After every session: the Phase 3 workflow

13-1	Gather and secure all documents Exam booklets, answer keys, blank forms, and all applicant paperwork must be gathered and secured before leaving the facility. Nothing may be left behind. App. 8 §13.1.

13-2	Restore the facility Return the facility to a state of cleanliness and return furniture to its original arrangement. Lock and secure the facility. App. 8 §13.2–13.3.

13-4	Enter session data in SessionManager Enter all session and applicant information including exam results. Review everything to ensure it is 100% accurate and complete before uploading. App. 8 §13.4.

13-5	Scan all required paperwork Scan: Session Summary Report, VE Sign-in Sheet, Registration Log, LARC-VEC Form 605 for each applicant, all answer sheets (passed and failed), copies of any element credit. Scanned documents must be complete and legible. App. 8 §13.5.

13-6	Upload to the VE Portal Attach scanned documents and the SessionManager EBF file to the correct exam session in the VE Portal. App. 8 §13.6.

13-7	Retain for 30 days, then destroy Retain original paper documents for exactly 30 days from the session date, then destroy them. Teams may not retain original session documents beyond 30 days. SessionManager data may be retained indefinitely. App. 8 §13.7.

ℹ	No-show sessions: documents still required If VEs arrive but no applicants appear, you must still upload to the portal: a Session Summary Report indicating no applicants, a VE attendance list, and a SessionManager EBF file indicating no applicants. App. 8 §13.8.

RC review before FCC submission

After upload, the RC inspects all scanned paperwork for validity, completeness, legibility, and accuracy. If anything is missing, inaccurate, invalid, or illegible, or the EBF file is inaccurate, the RC will not submit to the FCC until corrections are made. App. 3 §7.1–7.2.

Knowledge Check

An applicant failed their exam. Must their answer sheet be scanned and uploaded?

A. No — failed answer sheets are discarded B. Yes — all answer sheets whether the applicant passed or failed must be scanned and uploaded C. Only if the applicant contests the result D. Only if the team uses paper exams

Knowledge Check

How long must original paper session documents be retained before they are destroyed?

A. 7 days from the upload date B. 14 days from the session date C. 30 days from the session date, after which they must be destroyed D. 90 days to allow for FCC audit requests

Knowledge Check

After a no-show session the TL realizes the team left without creating a SessionManager entry. What must be done?

A. Contact the RC to explain — no SessionManager file is needed when no applicants were processed B. Submit only the Session Summary Report; SessionManager is optional for no-show sessions C. Leave the portal entry blank — the RC will mark the session as a no-show D. Create a SessionManager entry showing no applicants and upload the EBF file along with the Session Summary Report and VE attendance list

Knowledge Check

After uploading, the RC finds one of the scanned Form 605s is illegible. What happens next?

A. The RC may not submit the session file to the FCC until the team rescans and resubmits a legible copy B. The RC submits the file and flags the illegible form for follow-up C. The RC estimates the information from other session documents and proceeds D. The FCC receives the file and handles the illegible form through its own review

Knowledge Check

An applicant contacts you a month after their exam session. They forgot to pay the FCC application fee and their application has been dismissed. What must you do?

A. Tell the applicant to contact the FCC directly to appeal the dismissal and pay retroactively B. Contact your RC — resubmission for a dismissed application can be handled directly in the portal and the RC will advise on the exact steps C. Find the original session in SessionManager, open a new session dated today, and upload a new ENC file for that applicant D. Advise the applicant that they must retake the exam since the original application has been dismissed and cannot be reinstated

Knowledge Check

An applicant answered “Yes” to the felony question and passed their Element 2 exam. Their paperwork is complete. What time-sensitive obligation must you communicate before they leave?

A. They must re-answer the felony question in writing before the application can be submitted B. They must contact the FCC immediately by phone before leaving the exam facility C. Once their application is assigned an FCC file number, they have 14 days to submit an explanation of the circumstances of their felony conviction to the FCC — failure to do so results in dismissal, even if they paid the fee, and the fee will not be refunded D. No additional action is needed beyond completing the application — the Laurel VEC handles the felony disclosure process after upload

Knowledge Check

An applicant who earned a new Technician license asks if they can log into their FCC ULS account and update their mailing address before the application is processed. What must you tell them, and what else should they expect after leaving today?

A. They may update their address online immediately — amendments before processing are encouraged to avoid errors B. They may update online but should wait at least 48 hours after the session before doing so C. They should not amend online at all — if they need changes they must contact the FCC directly by phone D. They must not attempt to amend their application online — doing so may cause a 2 to 3 week processing delay. They will receive an email from the FCC with a fee payment link and an email from the Laurel VEC with attachments explaining next steps

Reference: Full P&P Document →

← Lesson 4

Answer all questions to continue

Post-Session Reporting & Compliance

Lesson Objectives

After every session: the Phase 3 workflow

Gather and secure all documents

Restore the facility

Enter session data in SessionManager

Scan all required paperwork

Upload to the VE Portal

Retain for 30 days, then destroy

RC review before FCC submission