VEC-02 — Lesson 3 of 5

Session Planning & Pre-Session Checklist

Executing the complete Phase 1 pre-session checklist before every exam session.

Lesson Objectives

Execute the complete Phase 1 pre-session checklist
Apply the disability accessibility requirement to facility selection
Identify when exam booklets must be replaced
Confirm adequate VE coverage before each session

Phase 1 — Pre-Session Sub-Tasks

What must be confirmed before every session

Pre-session activities are typically performed by the TL, although a DTL may be tasked with them. All six sub-tasks below apply to every session. App. 8 §2.

2-1	Confirm the exam facility Verify the facility is still available for the scheduled date and time. The facility must be accessible to applicants with disabilities. App. 8 §2.2 Sub-task 2-1.

2-2	Confirm VE availability Confirm that an adequate number of LARC VEC-accredited VEs will be present. Three qualified VEs are required to administer, grade, and certify results. Four or more is recommended.

2-3	Coordinate with pre-registered applicants Answer questions, confirm directions, and communicate any changes. App. 8 Sub-task 2-3.

2-4	Check exam booklets Replace any booklets that are out of date, incomplete, damaged, or have been written on. No exceptions. App. 8 Sub-task 2-4.

2-5	Ensure sufficient forms Confirm adequate blank Form 605s, CSCEs, answer sheets, registration logs, and session summary reports. App. 8 Sub-task 2-5.

2-6	Check equipment Verify that computers, printers, and other equipment are working. Ensure spare ink or toner is available. App. 8 Sub-task 2-6.

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Entrance fee rule

Teams may not conduct sessions at events where applicants must pay an entrance fee to reach the exam area. If the venue charges admission, arrangements must be made with organizers so applicants and VEs attending solely for the exam can enter without charge. Note: parking fees are not exempt. P&P §8.1.2–8.1.3.2.

Knowledge Check

During Sub-task 2-1 you discover the exam room has a step at the entrance with no ramp. What must you do?

A. Resolve the accessibility issue before the session — the facility must be accessible to applicants with disabilities B. Proceed and assist applicants with mobility issues on arrival C. Document the issue and plan to address it before the next session D. Contact the RC for a waiver of the accessibility requirement

Knowledge Check

While prepping booklets you find one with light pencil marks from a prior session. What must you do?

A. Use it — light pencil marks are acceptable if they do not obscure questions B. Erase the marks carefully before use C. Ask the RC whether the booklet can still be used D. Replace it — booklets that have been written on must be replaced regardless of how minor the marks are

Knowledge Check

A hamfest charges a $20 admission fee but offers your team a free exam room inside. Can your team use this venue?

A. No — teams may never conduct sessions at any event that charges an entrance fee B. Only if the organizer agrees to waive the admission fee for applicants and VEs attending solely for the exam C. Yes — the team is not charging the fee so the rule does not apply D. Yes if applicants are given a significant discount on admission

Knowledge Check

Your team has exactly three accredited VEs confirmed for a session. Is this sufficient?

A. No — five VEs are required per FCC rules B. No — a minimum of four VEs is always required C. Yes — three qualified VEs is the minimum required to administer, grade, and certify results, though four or more is recommended D. Yes — two VEs are sufficient for small sessions

Knowledge Check

You are asked to conduct an exam session for a Scout group. You want to restrict the session and not open it to the public. Must it still be listed in the Laurel VEC portal?

A. No — restricted sessions for specific groups do not need to be listed in the portal B. Yes, and you must check the public-facing option so applicants outside the group can still attend if space allows C. Yes, but you must check a box labeled private to lock the session from any external view D. Yes — all sessions must be listed in the Laurel VEC portal, but do not check the option that makes it publicly visible to general applicants

Knowledge Check

You are asked to conduct an exam session for a National Guard unit at their restricted-access facility. Must you list the session in the Laurel VEC portal?

A. No — sessions at restricted-access government facilities are exempt from portal listing requirements B. No — if the public cannot access the venue there is no point in listing it and it may cause confusion C. Yes — all sessions must be listed in the portal; for a restricted-access facility do not enable public visibility so the listing does not mislead applicants who cannot gain access D. Yes, but only after the session is complete; retroactive entry is permitted for restricted government venues

Knowledge Check

Before conducting an exam at a third-party event your team has used for three years, what must you verify with the organizer beyond confirming that exam applicants will not be charged an entrance fee?

A. Nothing beyond the entrance fee — P&P Sec. 8.1.3 covers all requirements for third-party events B. Whether the organizer’s liability insurance terms would prevent applicants from accessing the exam area — insurance requirements can block access even when no admission fee is charged C. Whether the event has a minimum attendance threshold, as smaller events do not qualify for exam sessions under Laurel VEC policy D. Whether the event organizer holds an FCC license, which affects the team’s coverage under the VEC umbrella during the session

Reference: Full P&P Document →

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Session Planning & Pre-Session Checklist

Lesson Objectives

What must be confirmed before every session

Confirm the exam facility

Confirm VE availability

Coordinate with pre-registered applicants

Check exam booklets

Ensure sufficient forms

Check equipment