VEC-02 — Lesson 5 of 6

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.

Pending FCC applications: hold or upload?

Do not upload a file with a pending FCC application without evaluating timing first. Uploading while a vanity call sign application or other FCC application is pending may nullify that application or cause the new submission to be rejected because the call signs do not match.

The decision depends on timing:

Pending application submitted 1–2 weeks ago: safe to send — still early relative to typical processing time.
Pending application close to 20–21 days (typical processing time): hold. Tell the applicant to contact you once their pending application has been processed.

When holding a file: notify the applicant that they must contact you once the FCC has processed their application. Do not submit until they confirm. Then create a separate SessionManager upload file for only that applicant and upload it individually. Add a note in the session message field of the portal explaining any held applicants.

Uploading to the VE Portal: step by step

1

Create the SessionManager upload file

Create the session upload (EBF/ENC) file in SessionManager. If additional files are created due to re-runs, the last digit of the filename increments (0 → 1 → 2).
2

Select your session from the dropdown

You will only see your own sessions. If your session is not listed: stop. Add it to the team schedule, then return. Do not upload to the wrong session.
3

Attach both files

Attach the SessionManager upload file and your combined scanned paperwork file to the selected session. Click Save.
4

Verify both files are visible

Confirm both the SessionManager upload file and the paperwork file appear in the portal for your session. If either is missing, the submission is incomplete.

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 — only the passing answer sheets need to be scanned; failed sheets are simply discarded B. Yes — all answer sheets whether the applicant passed or failed must be scanned and uploaded C. Only if the applicant specifically contests their result after being notified D. Only if the team used paper exams rather than computer-based testing for that session

Knowledge Check

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

A. 7 days from the date the documents were uploaded to the portal B. 14 days from the date the exam session itself was held C. 30 days from the session date, after which they must be destroyed D. 90 days, kept on hand specifically 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 FCC application can even be submitted B. They must contact the FCC immediately by phone before they’re even allowed to leave 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 automatically handles the felony disclosure process after upload with no further involvement from the applicant

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 right away — amendments made before FCC processing are actually encouraged to avoid errors B. They may update their address online, but should wait at least 48 hours after the session before making the change C. They should not amend their address online at all — any change must go through a direct phone call to the FCC 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

Knowledge Check

An applicant’s vanity call sign application was submitted only 4 days before their test date. You are deciding whether to include their file in tonight’s upload. What should you do?

A. Hold the file for the full 20–21 day window regardless of how recently it was submitted, just to be safe B. Go ahead and upload — at only 4 days, the vanity application is still early and unlikely to complete before your submission reaches the FCC C. Delete the applicant and have them reapply once the vanity call sign is active D. Upload only if the applicant provides written consent to proceed despite the pending application

Knowledge Check

A new TL asks you to review their work: for a held applicant whose vanity call sign has now processed, they re-imported the full ExamTools file for that session and uploaded everyone again to make sure the held applicant would be included. What is wrong with this approach?

A. Nothing — re-uploading the whole session is the correct way to pick up a held applicant B. It duplicates every other applicant’s record; only the held applicant should be selected and uploaded separately to the original session listing C. Nothing is wrong, but they should have also created a brand-new session listing in the portal for this upload D. Nothing is wrong as long as the RC is notified afterward

Knowledge Check

A DTL uploads a session’s files without first checking whether the session appears in the portal’s session dropdown. It didn’t. What is the likely consequence?

A. None — the portal always automatically creates a properly dated session entry regardless of upload order B. The upload fails outright and must be retried later once the session has been listed C. A new session entry is created, but with a midnight timestamp rather than the actual session date/time — a significant error that should have been avoided by listing the session first D. The RC automatically receives a notification and corrects the timestamp before submitting for review

Knowledge Check

A TL tells you the session upload is finished because SessionManager shows the file was created successfully. Is the upload actually complete?

A. Yes — once SessionManager successfully generates the export file, the portal work is entirely done B. Not necessarily — you still need to confirm both the SessionManager upload file and the session paperwork file actually appear attached to the correct session in the portal C. Yes, as long as all the applicants have already been notified of their individual results D. No — the upload isn’t complete until the FCC has finished processing every application in the session

Reference: Full P&P Document →

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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

Pending FCC applications: hold or upload?

Uploading to the VE Portal: step by step

Create the SessionManager upload file

Select your session from the dropdown

Attach both files

Verify both files are visible

RC review before FCC submission