VEC-03 — Lesson 6 of 6

Signing, CSCE & Session Close-out

Applicant and VE signing, issuing the CSCE, post-session debrief, and what the Team Leader needs to complete the upload.

Workflow document note: The Hybrid Exam Workflow document is the primary reference for the export-from-ExamTools and session manager import process. This lesson covers the close-out steps completed during the session. Post-session file handling by the TL/DTL is covered in VEC-04.

Lesson Objectives

Walk 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 correctly without offering FCC opinions
Conduct the post-session debrief and flag pending application issues

Part A — Applicant Signing

Computer exam applicants

Once an applicant has completed all exams they wish to take:

Instruct: “Finish and Sign” — tell the applicant to select that option in ExamTools
Help the applicant verify all their information is correct. Viewing the 605 form is recommended as it shows all fields at once
Applicant types their name and signs in the signature box. The “Finish and Complete” button does not turn green until the signature box has a sufficient signature
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:

Use the applicant status drop-down in ExamTools to set status to READY TO SIGN
Provide the applicant a team device or allow them to use their smartphone to log into the ExamTools session
Authorize them into the session — their screen will go directly to the signing page. Follow the same computer exam signing steps

ExamTools applicant menu bar with MANAGE dropdown open showing Seen and Ready to sign status options — Fig. 6 — Setting a paper exam applicant to Ready to sign from the MANAGE dropdown in the applicant menu bar.

Part B — VE Signing Order

VE signatures

Once the applicant has signed, VEs sign in whatever order the team prefers — ExamTools does not require or enforce any particular signing order.

Recommended: the Session Leader signs last. This is a team preference, not an ExamTools requirement. Signing last keeps the Session Leader aware of who has completed their exams, and reminds them of their own responsibility to email the CSCE.

ExamTools applicant list showing applicants with green element badges and a smiley icon, indicating they have passed and signed and are ready for VE signatures — Fig. 7 — A green element badge with a smiley icon (e.g., E4, E2) means that applicant has signed and is waiting on VE signatures.

Part C — CSCE & Felony Instructions

Issuing the CSCE

Always email the CSCE from ET — even when printing. The email action is recorded in ExamTools, creating auditable proof that the applicant received their CSCE. Printing only, without emailing, leaves no record. Hybrid Exam Workflow Sec. L.3 and P&P App. 8 Sub-task 12-1.

Print the CSCE for the applicant (if applicable)
Change the applicant’s status to COMPLETED — the applicant bar turns green
Email the CSCE from ExamTools. The printer icon shows 0 until emailed, then shows the send count

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. No VE may offer any opinion on what the FCC may or may not do.

Part D — Session Paperwork & Debrief

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 VEC-01 Lesson 3)
Any other pertinent documents

Pending applications: 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. The TL will determine whether to hold that applicant’s file.

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. session reports recommendations to the Team Leader within 24 hours. Ensure the facility is clean and restored to its original condition.

What happens next: TL/DTL post-session duties

The Team Leader or designated DTL takes the scanned session paperwork and handles the export from ExamTools, import into Laurel session manager, and upload to the Laurel VEC portal. This workflow is covered in VEC-04: Post-Session Upload for Team Leaders.

Knowledge Check

After an applicant has completed signing in ExamTools, in what order do VEs sign?

A. ExamTools requires the Session Leader to sign first, before any other VE B. It does not matter at all — there is no recommended practice, since ExamTools does not enforce a signing sequence C. ExamTools requires the assigned VE to sign first, then other VEs, then the Session Leader last D. ExamTools does not require any particular order — it’s team preference, though it is recommended the Session Leader sign last so they know who has completed exams and remember to email the CSCE

Knowledge Check

You have printed the CSCE and handed it to the applicant. A colleague says you are done. What critical step is still missing?

A. Setting the applicant status to COMPLETED in ExamTools B. Emailing the CSCE from ExamTools — the email action creates an auditable record that the applicant received their CSCE C. Scanning the signed CSCE for the session paperwork file D. Notifying the Team Leader that this applicant’s file is ready for upload

Knowledge Check

During post-session debrief, a VE mentions that an applicant had a pending vanity call sign application when they tested. As the Session Leader, what is your responsibility?

A. Decide yourself whether to hold or upload that applicant’s file, since you administered the session B. Notify the Team Leader no later than when session documents are uploaded to the portal — the TL determines whether to hold that applicant’s file C. Tell the applicant their upgrade may be delayed and take no further action D. Exclude that applicant’s paperwork from the scanned documents since their status is uncertain

References: ExamTools Documentation • Laurel VEC P&P

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