Session Day Quick Reference Checklist
San Diego County Amateur Radio Council | The Coolest VEC | vec@sandarc.org
Before Candidates Arrive
- Confirm all VEs present are SANDARC-accredited (check with Team Lead if unsure)
- Identify any VE related to an applicant; ensure three unrelated VEs will certify that exam (policy)
- ExamTools session created and accessible
- Scratch paper, pencils, calculators - if available (memories cleared)
- Testing area quiet and free from distractions (observers are permitted)
- NO recording equipment active: all recording is prohibited at SANDARC sessions (promotional photos are the one exception; never of IDs, forms, or exam screens)
- No other VEC branding visible at the session location
Candidate Check-In
- Greet each applicant warmly
- Verify photo ID: do not write down any numbers from the ID; do not photograph or video the ID (details)
- For minors without photo ID: parent or guardian may verify identity
- For applicants under 13: confirm a parent or guardian registered them and COPPA consent is on file (COPPA process)
- Review any element credit documents: make a copy, return originals (credit table)
- Add applicant to ExamTools roster
- Remind applicant: SANDARC charges no exam fee, but the FCC charges a separate $35 fee after submission of any new license!
During the Exam
- Announce session policies to all applicants before exams begin (what to announce)
- Issue exam via ExamTools (tablet, computer, or printed)
- At least 3 VEs observing all candidates at all times; stop all testing if team drops below 3
- VEs not reading, or having unnecessary conversations
- No recording of any kind, including screen capture; promotional photos only, never showing IDs, forms, or exam screens
- Grade each element immediately after completion; inform applicant of score
- If passed: allow applicant to attempt next element if desired or whatever the team policy is (retesting)
- Take the applicant through signing their CSCE and confirming all information is accurate (CSCE overview)
- Advise upgrading applicants about temporary identifier (/AG, /AE)
- Advise new licensees they cannot transmit until a license appears in FCC ULS
After the Last Candidate Leaves
- Finalize session in ExamTools; download VEC Archive file (DO NOT OPEN THE ARCHIVE ONCE DOWNLOADED)
- Email VEC Archive file and supporting documents to vec@sandarc.org within 24 hours (submission steps)
- Retain your copy of all session records until SANDARC confirms processing
- Brief the team on what went well and what to improve for next time