VEC-04 — Lesson 2 of 3

Pending Applications & Portal Upload

Handling pending FCC applications, creating the ENC file, and uploading to the Laurel VEC portal correctly.

Lesson Objectives

Assess when to hold vs. upload a file with a pending FCC application
Create the ENC file using correct applicant selection
Upload the ENC file and paperwork to the Laurel portal
Verify the upload is complete before considering the session done

Same process for paper and ExamTools sessions. Pending-application handling and the Laurel portal upload work identically whether the session used paper exams or ExamTools — SessionManager and the VE Portal are the same regardless of exam method. This process is also covered in VEC-02 Lesson 5: Post-Session Reporting & Compliance.

Part A — Pending FCC Applications

When to hold an applicant’s file

Contact the Team Leader before uploading any file with a pending application. 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 ENC file for only that applicant and upload it individually.

Add a note in the session message field of the portal explaining any held applicants.

Part B — Portal Upload Steps

Uploading to the Laurel VEC portal

1

FCC Upload → Create ENC File → OK

Creates the ENC file in C:\SessionManager\UploadFiles. If additional ENC files are created due to re-runs, the last digit of the filename increments (0 → 1 → 2).
2

Upload ENC File → Upload → OK

Clicking OK opens the Laurel portal.
3

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.
4

Attach paperwork file

Click “Choose File” and select your combined paperwork file. Click Save.
5

Verify both files are visible

Confirm both the ENC file and the paperwork file appear in the portal for your session. If either is missing, the submission is incomplete.
6

Finalize in ExamTools

Once the FCC response file returns, log back into ExamTools and Finalize the session. This is the last step in the ExamTools workflow.

Knowledge Check

An applicant had a vanity call sign application pending for 19 days when they tested — close to the typical 20-21 day processing time. The TL is reviewing whether to upload. What is the correct approach?

A. Upload immediately — the FCC will reconcile pending applications automatically B. Delete the applicant from session manager and have them retest after the vanity processes C. Hold the file. At 19 days, the vanity is likely to process any day now — tell the applicant to contact the TL once it has been processed, then upload separately D. Upload only if the applicant signs a waiver acknowledging the pending application

Knowledge Check

A held applicant’s pending vanity application has now been processed and their new call sign is active. What must the TL do to upload their file?

A. Re-import the original ET file and upload all applicants again B. The applicant must retest — files for held applicants cannot be uploaded separately C. Contact the RC to manually enter the applicant into the portal D. In session manager, use Ctrl+Click to select only that applicant, create a new ENC file, and upload it separately to the portal, making sure to add the file to the session for the date of the test E. Create a new entry in the portal

Knowledge Check

The TL is ready to upload. They open the portal and their session is not in the dropdown. What must they do?

A. Upload the ENC file anyway — the portal generates the session entry from the file data B. Email the ENC file to the RC and request manual upload C. Wait until the next business day for the session to auto-populate D. Stop. Add the session to the team schedule in the Laurel portal, then return to complete the upload

Knowledge Check

After uploading the ENC file to the portal, what must the TL verify before considering the upload complete?

A. That the ENC file status shows PROCESSED in the FCC system B. That both the ENC file and the session paperwork file are visible in the portal for that session C. That the applicants have received their FCC grant emails D. That the session manager software shows a UPLOADED confirmation status

References: ExamTools Documentation • Laurel VEC P&P

← Lesson 1

Answer all questions to continue

Pending Applications & Portal Upload

Lesson Objectives

When to hold an applicant’s file

Uploading to the Laurel VEC portal

FCC Upload → Create ENC File → OK

Upload ENC File → Upload → OK

Select your session from the dropdown

Attach paperwork file

Verify both files are visible

Finalize in ExamTools