W5YI VEC Session Checklist

The following was the W5YI VE Team Checklist as of June 1, 2020.

Overview of tools we use

We use the following tools:

• ExamTools of course.
• Zoom Pro to run the session.
  • We “record to cloud or computer” and then save the mp4 file.
• Venmo, Cash App, Zelle and PayPal to collect exam fees.
• My bank account to send exam payment to the W5YI/VEC. ( most VE’s get a Debit card and send the info to W5YI to charge Exam fees to)

Creating a New Session

• Clone an existing exam session in examtools and update date, confirm max number of candidates.

Check for candidate registrations on exam day

• Look at https://exam.tools/ve/sessions and check sessions counts.
• Examtools: Export Applicant List CSV .

Wait for candidate payment

• Get payment confirmation .
• If a candidate responds with a CSCE.
  • Check ULS to see if no longer needed. If still needed, you’ll want to merge it into the session report, below.
• If candidates don’t respond with payment before the session, cancel them:
  • delete from examtools.
• Email Zoom Invite

During session

• Start Zoom meeting.
• Examtools: Start session.
• For each candidate
  • CVE co-owner/VE admin assigns 4 VEs to each candidate
  • Follow greeter script.
    • Admit candidate, run exam(s), get examinee signature, etc.
  • VE’s sign all 605’s pass or fail.
  • CVE Finalizes candidate.
• CVE Finalize session.

After session

Email CSCEs to each successful candidate

• Examtools: Open each candidate.
• Email CSCE to candidates using CSCE.

Create VEC upload PDF package:

• New! Examtools: Export dat and save with default name: ExamSession_(Callsign)_YYYYMMDD_HHMM.dat.
• Examtools: Print Session Forms/Final Forms and download using the default name: ExamSession_(Callsign)_YYYYMMDD_HHMM.pdf
• If you have a Exam Debit card on file W5YI will charge exam fess when the exam is processed. Otherwise make payment to W5YI.
• Upload .dat and .pdf and any support documents to W5YI DropBox ( contact W5YI for details)
• Wait for Zoom to render recording and save zoom-0.mp4.

Post session – callsign lookups

• Examtools will Email call signs or upgrade completion notifications.