Registering Applicants
Creating Session on ExamTools
Once you have a set date and time for your session(s), you must create these sessions on ExamTools. ExamTools will automatically list your sessions on HamStudy which is where applicants will find and register for your session.
ExamTools will give a handful of options to customize how your sessions are displayed on HamStudy. Please make use of these options to create a smooth user experience for your applicants.
Applicants under 13
An applicant under 13 cannot register on HamStudy until their parent or guardian has submitted the ExamTools COPPA Parental Consent Form. See Minors and the COPPA Process before scheduling a young applicant.
Known Bug
ExamTools sets the SANDARC session fee to NaN by default. This is a known bug. Please manually reset this field to 0.
Session Notes
When creating your session, ExamTools provides two note fields. These are the primary way applicants learn the details of your session, so take the time to fill both out well.
Publicly visible notes appear with your session listing on HamStudy and are visible to everyone, including people who have not registered. This field supports Markdown, so you can use headers, bullets, links, and images (images must be hosted elsewhere). Include anything not already covered by the rest of the listing:
- Any special rules your session has (walk-in policy, arrival time, what to bring, calculator policy, etc.)
- A way for prospective applicants to contact your team, such as your team email address
- For remote sessions: the time and time zone again, links to instructions
Notes for applicant (email) are emailed to applicants when they register for your session. They are never shown to anyone who has not registered, making this the right place for less-public information such as the video conference link for a remote session or specific directions to your physical location.
Email notes replace the public notes — they do not add to them
If the email notes field is filled in, it is emailed instead of the public notes. Copy over anything from the public notes that applicants need in their registration email. If the email notes field is left empty, the public notes are emailed instead.
The templates below are a starting point for each field. Copy one, paste it into the matching field in ExamTools, and replace the bracketed placeholders with your team's information.
Template: Publicly visible notes
Join [Your Club Name] for a ham license exam! There are no fees to test
or upgrade your license.
Walk-ins are [welcome / not accepted] - please register for an FRN in
advance (or stop by and we can help!)
Questions? [team-email@example.org]
Template: Notes for applicant (email)
This exam session is held at [location, with any specific directions:
building, room number, parking].
Questions? [team-email@example.org]
Please review these reminders:
1. Bring a pencil / pen / marking implement of your choice.
2. Bring one legal photo ID from this list: State Driver's License,
Government-issued Passport, Military or Law Enforcement Officer
Photo ID card, Student School Photo ID card, State Photo ID card.
3. If you are upgrading, bring a copy of your current license or
reference copy from the FCC CORES system.
4. [Your Club Name] does not provide calculators. Bring one if you
would prefer a physical calculator - an examiner must be able to
clear its memory. The online test software has a built-in digital
calculator.
Review your listing carefully before saving.
Please refer to ExamTools Documentation to learn more about scheduling your sessions on ExamTools.
ExamTools in conjunction with HamStudy is the only authorized platform to register applicants. Teams are encouraged to use other appropriate means to advertise their sessions such as your club's website and local nets, in which case you should direct applicants to HamStudy to register for your session.
ARRL VEC Session Listing
A substantial number of applicants use the ARRL VEC Session listing to find local exam sessions. The ARRL VEC will list non-ARRL sessions on their website as a courtesy, and we encourage all teams to take advantage of this opportunity. All you need to do is submit a session registration form to the ARRL VEC. It is best to submit your team email along with this form and when applicants get in touch with you, please direct them to your session on HamStudy to complete their registration.
Registering Walk-in Applicants
If your team allows applicants to walk in, they should register similar to other applicants via HamStudy.
It is worth noting that there is a feature on ExamTools that allows you to bypass HamStudy and directly add applicants to your session. Please refrain from using this feature unless under extenuating circumstances. Applicants must complete the entirety of the registration process on HamStudy which entails agreeing to ExamTools ToS, providing personal info, which later will be used on their form NCVEC 605 and answering the felony question. Applicants also need an FRN before their application can be processed — see Getting an FRN.