VEC-03 ExamTools Lesson 1

VEC-03 — Lesson 1 of 6

Introduction to ExamTools

Modes of use, RC approval, equipment options, and visual impairment accommodations.

Primary reference: Because ExamTools is actively developed and updated, the authoritative documentation for its use is at docs.exam.tools/docs. This course covers Laurel VEC-specific application. When ExamTools updates its interface or procedures, refer to that site for current guidance. The Hybrid Exam Workflow document is the companion reference for exporting results from ExamTools and processing them in Laurel session manager.

Downloadable reference: Hybrid Swim Lane Workflow (PDF) ↓ — a printable version of the swim-lane diagram used throughout this course, showing the full session flow across the Session Leader, Assigned VE, Check-in VE (VE Administrator), and Applicant roles.

Lesson Objectives

  • Describe the RC approval requirement for teams using ExamTools
  • Identify the three modes of ExamTools use available to Laurel teams
  • Explain equipment and connectivity options including bring-your-own-device
  • Apply the visual impairment accommodation policy for ExamTools sessions
Part A — RC Approval

Using ExamTools as a Laurel VEC team

All Laurel teams require Regional Coordinator approval before adopting ExamTools. Note: the current Laurel VEC P&P does not contain an explicit RC-approval requirement for ExamTools specifically — the P&P’s RC-authorization clause (App. 3 item 6) covers the separate SessionManager software (see VEC-04). Confirm your region’s practice and your team’s requirement with your RC before adopting ExamTools.

Terminology note: The Laurel VEC P&P uses “Session Leader” for the VE in charge of the session. The FCC’s own rules (§97.513) use the term “session manager” for the same role. ExamTools documentation and the Hybrid Exam Workflow document use “session manager” as well. They all refer to the same person. Laurel P&P uses “Session Leader” to prevent confusion with the separate Laurel session manager software (see VEC-04), per P&P Sec. 12.6.1.

Part B — Modes of Use

How teams can use ExamTools

ExamTools supports several levels of use. Teams adopt the level that fits their workflow:

Mode What it does
Listing only Use ExamTools to list and advertise exam sessions. Applicants find sessions through ET. No online testing.
Listing and registration Applicants register through ExamTools. The applicant list can be exported into Laurel session manager for paper-based sessions. These could be with exams from Exam Generator or ExamMaker, with manual grading, or graded by GradeCam.
Full computer exams Applicants take exams on devices through the ExamTools platform. Results are exported into the Laurel session manager software for upload.
Hybrid sessions Paper and computer exams offered at the same session. Each applicant chooses their method. Both workflows run simultaneously.

Portal listing still required. Listing your session in ExamTools does not replace the requirement to list it in the Laurel VEC portal. Both are always required. Uploading to the portal without a prior portal listing creates a significant error (the upload creates a new session with a midnight timestamp).

Part C — Equipment & Connectivity

Devices and internet access

Teams are not required to supply devices. Applicants may bring their own tablets or laptops. Any device with a supported browser can be used. See docs.exam.tools/docs/general/supportedbrowsers for the current browser compatibility list.

The testing site will need a wifi connection or a mobile hotspot. Options include:

  • Venue wifi
  • A hotspot brought by the team
  • VEs or applicants using their phones as hotspots

Visual impairment accommodations

ExamTools is compatible with all screen-reader and text-to-speech software commonly used by visually impaired users, including JAWS, NVDA, and VoiceOver. Accommodations available at TL discretion:

  • If a separate quiet room is available — assuming there are sufficient VEs to monitor in another room — the applicant using assistive audio software may use that space
  • If a separate room is not available, the applicant may use headphones so the audio output does not disturb other applicants
  • At TL discretion, an applicant using visually impaired software may be permitted to use their cell phone
  • If the need is known in advance, coordinate the use of earbuds or headphones ahead of time, or arrange for the applicant to come in before or after other applicants
Knowledge Check

A Team Leader wants to start using ExamTools for their exam sessions. What must they do first?

Knowledge Check

Your team lists an exam session in ExamTools. What additional step is still required?

Knowledge Check

A visually impaired applicant contacts the team a week before the session to let them know they’ll be using screen-reader software. No separate room is available. What can the team do, since they know in advance?

Knowledge Check

An applicant with a visual impairment uses text-to-speech software on their laptop. A separate quiet room is not available. What accommodation is permitted at TL discretion?

References: ExamTools Documentation  •  Laurel VEC P&P

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