Conducting the Session
Applicant Check-In
- Greet each applicant warmly. Many are nervous, so a friendly welcome goes a long way.
- Verify photo identification. Acceptable forms include any government-issued photo ID (driver's license, passport, state ID card, military ID, etc.). For applicants under 18 who do not have a government-issued photo ID, a parent or guardian may present their own ID and confirm the applicant's identity.
- Confirm the applicant's name on Form 605 matches their ID. For upgrades, confirm that the ID, existing license, and Form 605 all refer to the same person.
- Confirm the FRN is present on Form 605 and that the applicant has answered the Basic Qualification Question (BQQ), the felony question. If the applicant answered yes, see Felony Question Information for the steps they must follow.
- Review any element credit documents the applicant has brought. If element credit is required, update ExamTools with the credit.
- Add the applicant to the ExamTools session roster.
Note
Do not write down any numbers from the applicant's ID. Do not photograph or video the ID. Examining both sides of a physical ID card is good practice, since some fraudulent IDs appear valid on the front but are blank on the back. If you do not feel comfortable with the ID presented, please let the team lead make the decision on whether to proceed with the applicant testing.
Element Credit
Applicants may receive credit for exam elements based on their current or former license class, or a valid CSCE from a previous session. The applicant is responsible for providing documentation, not the VE team.
| Applicant's License Status | Credit Given |
|---|---|
| Unexpired Amateur Extra | Already holds that class; no new credit needed. |
| Unexpired General, Advanced, or Technician issued before 3/21/1987 | Elements 2 & 3; must still pass Element 4 for Extra. |
| Expired Amateur Extra (beyond 2-year grace period) | Elements 3 & 4 credit; must still take and pass Element 2. |
| Expired General, Advanced, or pre-3/21/1987 Technician (beyond grace period) | Element 3 credit; must still take and pass Element 2. |
| Expired Technician Plus or Technician issued on/after 3/21/1987 (beyond grace period) | No credit. |
| Valid CSCE from a prior session (within 365 days) | Credit for elements shown on the CSCE. |
Note
A CSCE is valid for element credit for 365 days from the date it was issued, or until the FCC updates the applicant's ULS record, whichever comes first. The applicant must present the original CSCE. Photocopies are generally not acceptable.
Acceptable Documents for Element Credit
- Current unexpired FCC amateur license (or ULS reference copy)
- Expired FCC license copy, or a ULS reference copy or screenshot showing the expired license record
- FCC License Verification Letter (for older records not in the online ULS)
- Radio Amateur Callbook listing (Fall 1967 or later editions show license class)
- CSCE from a prior VE session, issued within the last 365 days
Session Announcements
At the start of each session, inform all applicants of the following:
- Retest policy (VE team's discretion; see Retesting below)
- Rules about leaving the exam room: once the exam has started, the applicant may not leave until all materials are turned in; leaving prematurely voids the exam
- Calculators must have memory cleared. Cell phones and smart devices may not be used as calculators.
- No written notes, books, or study materials in the exam area.
- Cell phones must be silenced or turned off.
During the Exam
- Issue the exam through ExamTools for tablet sessions. For printed exams, verify the applicant receives the correct element and exam version.
- At least three VEs must observe every candidate actively and continuously throughout the exam.
- VEs must NOT engage in unnecessary conversation during examinations. The most common complaint about exam sessions is unnecessary VE chatter, so please do not talk unless necessary and if it is necessary please talk quietly.
- Provide the next element exam only after the previous one has been graded and passed.
- VEs shall NOT authorize exams to applicants unless they have direct contact with that applicant!
- The team lead or a co-lead must be present at the exam session either in-person or remote-hybrid (unless extenuating circumstances)
Important
All recording — including screen capture — is prohibited at SANDARC sessions, whether in-person or online. Do not record applicant IDs, exam screens, or any session activity.
The one exception: still photos for the promotion of SANDARC are welcome, provided they never capture personal information (IDs, Form 605s, exam screens, or answer sheets) and are never used to monitor applicants, document suspected cheating, or for any purpose other than promotion.
Family Members and Observers
FCC rules prohibit a VE from administering an examination to their spouse, children, grandchildren, stepchildren, parents, grandparents, stepparents, brothers, sisters, stepbrothers, stepsisters, aunts, uncles, nieces, nephews, or in-laws. [§97.509]
That restriction applies to the three VEs who administer and certify that specific applicant's exam. It does not remove the related VE from the session.
SANDARC Policy
So long as three VEs who are not barred by the FCC from administering that applicant's exam are present and observing, there are no further restrictions on who else may be in the room.
- A VE who is related to an applicant may remain in the session and watch.
- That VE may continue to serve as an administering VE for other applicants in the same session, provided they are not related to those applicants either.
- Family members and other guests may sit and observe.
The three certifying VEs for each exam must always be unrelated to that applicant. Record the three unrelated VEs as the administering VEs for that applicant in ExamTools.
Observers are still bound by session rules
Anyone present — related or not — must not disrupt the exam, communicate with a testing applicant, or assist them in any way. The testing area must stay quiet, and the recording prohibition above applies to observers exactly as it does to VEs. The Team Lead may ask anyone whose presence is affecting the exam to step out.
Grading
- ExamTools grades computerized exams automatically when the applicant clicks "Grade Exam" and a VE authorizes grading. For printed exams use GradeCam on ExamTools.
- Inform the applicant of their score (number correct out of total) promptly after grading. If the applicant asks which questions they missed, you may share/email the question identifier to them (e.g., T1E01).
Retesting
There is no mandatory waiting period before retaking a failed exam. Whether to allow an immediate retest is entirely at the VE team's discretion: it is the team's decision, not the applicant's right.
- An applicant may not be given the same exam version they previously failed. [§97.509(f)] ExamTools generates a new, unique exam automatically for retakes.
- The VE team should consider the applicant's score on the failed attempt and the team's remaining availability when deciding whether to allow a retest.
- If a retest is granted, the applicant continues under SANDARC's free-exam policy, so no additional fee is charged.
Cheating & Misconduct
- If cheating is suspected or observed, immediately inform the Team Lead.
- The Team Lead should involve all VEs present in assessing the situation. If the team determines cheating has occurred, terminate the exam immediately and record a failing grade regardless of the applicant's score at that point.
- Do not confiscate original documents. Make a copy and include it with the session materials submitted to SANDARC.
- The VE team's role is to document and report, not to penalize. Any final determination of guilt rests with the FCC.
- Report all confirmed cheating incidents to SANDARC immediately at vec@sandarc.org. Any other misconduct by an applicant or VE that cannot be resolved at the team level should also be escalated to vec@sandarc.org or by calling (619) 215-1886.
Accommodating Applicants with Disabilities
VE teams MUST accommodate applicants whose physical disabilities require a special examination procedure. [§97.509(k)] No applicant with a disability may be refused service. If the team is not prepared to provide a specific accommodation on a given date, offer an alternative session.
- For visually impaired applicants, exams may be read aloud. ExamTools can generate exams without figures/schematics for this purpose.
- For applicants with hearing impairment or group sensitivity, consider a separate room.
- If testing in the applicant's home is necessary, this is permitted as long as at least three SANDARC-accredited VEs are present in-person or remote.