VEC-03 — Lesson 5 of 6

Running the Session

Applicant setup at the table, starting ExamTools, reading required instructions, monitoring, and grading — for both computer and paper exams.

Lesson Objectives

Set up applicants correctly for computer and paper exams
Recognize and respond to the six ExamTools visual cues
Monitor effectively without violating Laurel VEC monitoring rules
Grade computer exams in ExamTools and paper exams using GradeCam

Part A — Applicant Setup at the Table

Computer exam setup

Before the session is officially started, each computer exam applicant needs to be set up at their table. The assigned VE assists with the following:

Assign yourself to the applicant in ExamTools — only if you hold the license class required for the element being taken. If not qualified, notify a qualified VE immediately.
Assist with internet connection. Navigate applicant to the exam session webpage at exam.tools
Provide the session call sign (the call sign the session is listed under). The applicant should already have their PIN from registration — the VE can look it up and provide it if they forgot to bring it.
Instruct the applicant to wait on the join screen — they must not proceed until the session is officially opened by the Session Leader

Assigned the wrong VE by mistake? If a VE is assigned to the wrong applicant — not a qualification issue, just an error — it’s easy to correct. The VE can remove themselves from the applicant in ExamTools, or a VE Admin, Owner, or Co-Owner can remove them and assign the correct VE instead.

Knowledge Check

A VE realizes they accidentally assigned themselves to the wrong applicant in ExamTools — not a license qualification problem, just a mix-up. What can be done to correct it?

A. Nothing — once a VE is assigned to an applicant, only the RC can change it B. The VE can remove themselves from the applicant in ExamTools, or a VE Admin, Owner, or Co-Owner can remove them and assign the correct VE C. The applicant must be marked as a no-show and re-added to the session to reset the assignment D. The session must be restarted from the beginning to clear the incorrect assignment

ExamTools applicant tiles showing hourglass icon indicating a pending request to start exam or approve grading — Fig. 8 — Hourglass icon (⌛) = pending request requiring VE action. Applicant 1216 has a pending request (orange badge). Applicant 3387 is marked with a red cross — disconnected or not yet in session.

Refer to the swim lane diagram (also on the VEC-03 overview page, and downloadable below) for the full context of where monitoring fits in the session flow.

Patriot VE Team Swim Lane Workflow for Hybrid Exams Using ExamTools — PVET Swim Lane Workflow. Note: diagram uses “session manager” = Session Leader per P&P Sec. 12.6.1. Source: Hybrid Exam Workflow v1.11.

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

ExamTools applicant tiles showing running man icon indicating applicant is requesting to join the session — Fig. 7 — Running man icon (🏃) = applicant requesting to join the session. Applicants 3501 and 1216 are requesting access. Authorize each applicant in before the session starts.

Do not stare at the progress bar. Per P&P App. 4 Sec. 2.19 and FCC Sec. 97.509, VEs must observe applicant behavior — not fixate on the progress bar. You may check progress occasionally via the ET menu, but your primary attention must be on the applicant.

Monitoring behaviors to watch for

Constantly looking around the room to locate VEs
Attempting to block the VE’s view of the screen
Using two hands or typing on the device — ExamTools requires only scrolling and a single click

Scenario — Apply what you know

Applicant PIN 1216 has been in the session for 45 minutes. You notice they have been glancing toward the door frequently and appear to be using both hands on the keyboard. What should you do?

Knowledge Check

Applicant PIN 1216 has been in the session for 45 minutes. You notice they have been glancing toward the door frequently and appear to be using both hands on the keyboard. What should you do?

A. Immediately announce suspected cheating and halt the exam B. Reposition to get a better angle on their screen and have a second VE also monitor this applicant — do not confront until cheating is confirmed C. Tell the applicant that ExamTools only requires one hand and that they must stop using both hands D. Note it in the session log and discuss with the Session Leader after the session ends, without changing how you monitor them now

Applicant’s computer freezes or disconnects mid-exam

If an applicant tells you their computer has frozen or kicked them out of the session, have them log back into the exam session. ExamTools retains their answers up to the point of disconnection, and they can continue from where they left off. VEs will see the applicant’s status icon change to show they are no longer logged in, and then change again to show them requesting to rejoin.

Knowledge Check

While taking a computer exam, an applicant tells you their computer has frozen and kicked them out of the session. What is the correct action?

A. Void the exam and have the applicant restart from question 1 B. Have the applicant log back into the exam session — ExamTools retains their answers up to the point of disconnection, and they can continue from there C. Mark the applicant as a no-show, since a disconnected exam cannot be recovered D. Have the applicant switch to a paper exam to avoid losing further progress

Part D — Grading

Grading computer exams in ExamTools

When the applicant requests grading (hourglass icon appears), the assigned VE approves the grading request in ExamTools.

Passed: applicant may take the next element — or proceed to signing
Failed — eligible to retest according to your team’s policy: a different exam version must be used if using paper
Failed — not eligible to retest: instruct them to log off. They may leave
Copy of answers requested: notify the Session Leader

Grading paper exams with GradeCam

Before scanning, confirm all three required fields are on the answer sheet:

PIN is recorded
Exam booklet number is recorded
“T” or “G” element letter is marked

Paper answer sheet header showing Applicant PIN, Test ID, and exam version bubble fields that must be completed before GradeCam scanning — Fig. 9 — Completing the answer sheet header. The Applicant PIN and Test ID fields (boxed in red) must be bubbled in along with the exam version before scanning. The exam booklet number goes on the reverse side.

Troubleshooting: GradeCam won’t read the sheet

If GradeCam can’t read an answer sheet, check these two things, in order:

Bubbles, not just numbers written on the page: Confirm the PIN, exam booklet number, and T/G element letter are all filled in as properly bubbled dots corresponding to the correct digits and letter — not just handwritten in the margin.
Pencil type: If all three fields are correctly bubbled and GradeCam still won’t read the sheet, the issue may be the pencil. On rare occasions, certain pencils use a graphite that GradeCam’s camera can’t pick up. If this happens, have the applicant go over their answers with a Sharpie, or complete a new answer sheet using a Sharpie.

Knowledge Check

You’re trying to grade a paper exam with GradeCam, but the system can’t read the sheet. The PIN and applicant/booklet numbers appear to be filled in. What should you check first?

A. Confirm the PIN, exam booklet number, and T/G element letter are properly bubbled in as dots — not just handwritten in the margin B. Assume GradeCam is malfunctioning and grade the exam manually without further checks C. Have the applicant retake the exam on a different answer sheet immediately D. Check that the applicant used a pen instead of a pencil

Knowledge Check

You’ve confirmed the PIN, booklet number, and T/G element letter are all correctly bubbled in, but GradeCam still won’t read the sheet. What else might be the issue, and what’s the fix?

A. The applicant answered too quickly and the sheet needs to sit for a few minutes before scanning B. Some pencils use a type of graphite that GradeCam’s camera can’t read even when properly bubbled — have the applicant go over their answers with a Sharpie, or complete a new sheet using one C. GradeCam only works with answer sheets printed after a certain date — request a newer sheet D. The camera needs to be recalibrated by the Session Leader before continuing

Hold the answer sheet in front of a laptop camera (use a folder or rigid backing) or lay it on the table and use a tablet. Record the result, circle pass or fail, and initial. Tell the applicant their result. Return the question booklet to the correct location. Pass the graded answer sheet promptly to the Session Leader.

Knowledge Check

You are monitoring the session and notice the hourglass icon on an applicant’s tile. What does this mean and what do you do?

A. The applicant has been in the session for over an hour — check in with them verbally B. The applicant has a pending request (to start an exam or have one graded) — review and take the required action C. The applicant’s internet connection has dropped — assist them in reconnecting D. The applicant has completed all elements — direct them to the signing station

Knowledge Check

The VE assigned to monitor an Amateur Extra (Element 4) applicant holds only a General class license. A qualified Extra class VE is available at another table. What must happen?

A. The session can continue — monitoring only requires an accredited VE regardless of license class B. The applicant must switch to Element 3 until a qualified VE is available C. The Session Leader grants a temporary waiver to allow the General VE to monitor Element 4 D. The assigned VE notifies the Session Leader and a qualified Amateur Extra VE takes over monitoring of that applicant

Knowledge Check

Before scanning a paper exam answer sheet with GradeCam, a VE checks the sheet. The PIN and element letter (T) are present but the exam booklet number is missing. What is the correct action?

A. Proceed with scanning — the PIN and element letter are sufficient for GradeCam to identify the exam B. Have the applicant add the booklet number before scanning — all three fields (PIN, booklet number, element letter) are required C. Add the booklet number yourself from the question booklet cover without telling the applicant D. Set the answer sheet aside and ask the Session Leader to grade it manually

References: ExamTools Documentation • Laurel VEC P&P

← Lesson 4

Answer all questions to continue