Volunteer Examiner Manual by Bart J. Jahnke, KB9NM ARRL/VEC Manager and by Robert J. Inderbitzen, NQ1R Assistant to the ARRL/VEC Manager Contributors Maria A. Somma - VE Services Supervisor Suzanne T. Corliss - VEC Assistant Evelyn M. Anderson - VEC Assistant Laura F. Higgins - VEC Assistant The American Radio Relay League, Inc. Newington, Connecticut Sixth Edition TABLE OF CONTENTS Statement of Purpose 3 Letter of Transmittal 4 Accreditation Application Form 5 Open Book Review 6 CHAPTER TITLE 1 The Volunteer Examiner Program 9 2 Accreditation 14 3 Setting Up a Test Session 19 4 Keeping Track of It All! 30 5 The Power of the Form 610 36 6 Test Day: Conducting the Test Session 45 7 Special Situations 64 Appendix A Samples of FCC and ARRL/VEC Forms 70 Appendix B FCC Rules and Regulations for the VE Program 90 Index 96 November 15, 1991 AMERICAN RADIO RELAY LEAGUE - VOLUNTEER EXAMINER COORDINATOR Statement of Purpose PURPOSE: The Purpose of the ARRL/VEC is to provide initial licensing examination for prospective new hams and upgrade examination opportunities for those already licensed. OBJECTIVES: * The ARRL/VEC will provide a sufficient number of examination opportunities to meet the above purpose, on a schedule that is convenient to the applicants. * The ARRL/VEC will provide the examination candidate with tests that meet all applicable requirements of current FEDERAL COMMUNICATIONS COMMISSION Rules and Regulations and are administered in accordance with those requirements and generally accepted educational testing principles and practices. * The ARRL/VEC will provide a service level of the highest order to our CUSTOMERS, THE VOLUNTEER EXAMINERS. Resolution of the ARRL Board of Directors at the 1989 Annual Board Meeting Letter of Transmittal TO: All Prospective and Currently Accredited ARRL Volunteer Examiners RE: The New ARRL 6th Edition VE Manual This new ARRL VE Manual is for your use during 1992 and into the future. An expiration date has not been specified since most of the information contained within this manual will be valid for the next few years. Periodic updates to this manual will be distributed as needed either in direct mailings or through the VE Express newsletter. Prospective VEs Following this page is our Volunteer Examiner Application Form and Open-Book Review. Please follow the instructions specified on the review and complete and return both the Open Book Review and the VE Application Form to the VEC when finished. If you are currently accredited with--and have participated in- -another VEC program, you are not required to take the Open Book Review (you may simply attach a copy of your other VEC credentials and a copy of your current amateur license to the application form). In most cases, your accreditation will be processed and back to you in two to three weeks, or sooner! Before you complete the necessary form(s), either photocopy them or carefully cut them out of the manual. When completed, forward them to us for processing. Binding these forms into the manual has saved the program several hundred dollars. For those applying for accreditation, the VE Manual is yours to keep for future reference; no charge! If you choose not to apply for accreditation with the ARRL/VEC, please return this manual to us so that we may pass it along to another interested amateur (or you may retain it for a $10 fee). If you know of another amateur in your area who is interested in the ARRL Volunteer Examining Program, please feel free to pass it along to him or her. Follows are a summary of highlights in this new edition: * This manual specifies the 1992 ARRL test fee at $5.40 per candidate per sitting (the only exception is for Novice license applicants who take Elements 1A and 2)--Chapter 3. * Our testing the physically disabled section has been revised to include FCC requirements for accommodating handicapped applicants; and includes the necessary instructions and form for those applicants who seek the 13 or 20 WPM Morse code exemption (after they've met the FCC's initial 5 WPM requirement)--Chapter 7. * New Services: Throughout this manual many of our new services are explained in detail; including: A toll free VE Hotline 1-800-9-ARRL-VEC (800-927-7583)-- which can be found atop each page; VE Team reimbursements of up to $4 for out- of-pocket expenses; Instant Accreditation for VEs who are accredited by another VEC--and have participated in their program; Computer Software for creating written or Morse code exams; multiple-choice Morse code format; and, Express Mailing Services for expedient and tracked delivery of test session packages. * Sample forms that are currently being used by the ARRL/VEC--Chapter 4 (see also Appendix A). * Note that all footnotes are found at the end of each chapter. If you have any further questions, please give us a call at the ARRL/VEC at 1- 800-927-7583! 73, Bart J. Jahnke, KB9NM Manager, ARRL/VEC You, as a prospective ARRL/VEC Volunteer Examiner, are expected to read and thoroughly understand the ARRL/VEC's VE Manual, on which this review is based. Complete this Open Book Review as soon as possible and return it to the ARRL/VEC (see address above) for grading. Before completing the review either tear out these pages from the manual or photocopy them. We strongly recommend that you keep a photocopy of your completed review for your records. This review is not a test. It is simply a review that covers the material in the VE Manual, 6th edition. Nevertheless, it is a very important part of the accreditation process, the concept of which is not shared by other VECs. Having successfully completed this Open Book Review certifies to both us and the FCC that your training into the ARRL/VEC program is concluded and that you are prepared to serve as a Volunteer Examiner along with the thousands of others who share your enthusiasm. Remember, though, that you may not serve as an ARRL/VEC-accredited Volunteer Examiner until we have reviewed your application and attachments and formally approve your accreditation. Our approval is reported to you when you receive your ARRL/VEC-accreditation the appropriate credentials in the mail. Please allow three weeks for the ARRL/VEC staff to grade your Open Book Review and process your VE credentials. When completing this Open Book Review, you may work alone or with others in researching the answers to the questions. However, please remember that all ARRL/VEC-accredited Volunteer Examiners will be individually responsible for understanding and abiding by the regulations and procedures as presented in this edition. To ensure this, each of you must turn an original (not photocopied) individually completed review. Good luck, and thanks for working with the ARRL/VEC! Please provide your full name and call sign:______________________________________(call)________________ 1. On what does the FCC base the maximum permissible amount that can be charged applicants who take Elements 1B, 1C, 3A, 3B, 4A and/or 4B? ____________________________________________________________ 2. By how much can a VEC vary the test fee that it charges each candidate during the calendar year to offset expenses incurred in coordinating sessions that are smaller than usual? ________________________________ 3. Which FCC bureau administers the VE Program? ____________________________________________________ 4. Who is responsible for maintaining question pools from which all written- element exams must be designed and assembled? _________________________________________________________________________________ 5. How old must an amateur be to be eligible for VE accreditation? ______________________________________ 6. May an amateur be accredited by a VEC if his/her license was ever suspended or revoked? YES NO 7. May a VE be accredited concurrently by more than one VEC? YES NO 8. When does the ARRL/VEC accredit a VE based solely on that person's existing accreditation from another VEC? ___________________________________________________________________________________________ 9. How long is the term of accreditation for ARRL/VEC Volunteer examiners? ______________________________ 10. What is the minimum number of VEs needed to conduct a VEC-coordinated test session? ______________ 11. Who must grade the examination(s) of each examinee? _____________________________________________ 12. May VEs who are related, eg husband/wife, administer elements at the same session? YES NO 13. What form is used by a license candidate to apply for an examination? ________________________________ 14. Which element(s) can be administered by an Advanced class VE? ____________________________________ 15. In the ARRL/VEC program, when may a VE Team Liaison who holds an Advanced class license receive test papers for Elements 1B, 1C, 3B, 4A and/or 4B? _________________________________________________ 16. Which license class, if any, must the VE Team Contact Person hold? __________________________________ 17. Who decides when and where a test session will be held? ___________________________________________ 18. What is the test fee to be charged each candidate who takes examination elements for Technician or higher class licenses, or upgrades, at an ARRL/VEC- coordinated session during 1992? _________________ 19. When may a VE Team conduct a test session without having announced it publicly in advance? ________________________________________________________________________________________________ 20. If tests are given at a convention or hamfest, how much can a license applicant be required to pay to gain access to the test site? ___________________________________________________________________________ 21. How long does an average ARRL/VEC test session last? _____________________________________________ 22. What form is used for recording results for an entire session? ________________________________________ 23. Which version(s) of the Form 610 are accepted by the FCC? _________________________________________ 24. May Form 610 applications be privately reproduced using white paper? YES NO 25. When may an expired Radiotelegraph license be used for code-element credit? ________________________________________________________________________________________________ 26. If an unlicensed applicant passes either Element 1A or 2 at an ARRL/VEC- coordinated session, should the administering VE Team issue that applicant a CSCE for such credit? YES NO 27. Where must Form 610 applications for successful Novice candidates who pass Elements 1A and 2 (only) be sent? ________________________________________________________________________________________ 28. Where must Form 610 applications for successful Novice candidates who pass Elements 1B (or 1C) and 2 be sent? ________________________________________________________________________________________ 29. Can a valid CSCE be used in lieu of a license copy when an applicant's Form 610 is submitted to the FCC? YES NO 30. When should applicants who are already licensed check Box 2C on the Form 610? _____________________ 31. When must an amateur who upgrades apply for a call sign change? __________________________________ 32. On older, valid Form 610 applications, how is written-element credit to be indicated? ________________________________________________________________________________________________ 33. Under current FCC rules, for how long are Amateur Radio licenses normally valid? _____________________ 34. In the ARRL/VEC program, what credit can be issued an applicant who successfully completes one or more elements but who cannot document successful completion of lower elements? ____________________________________________________________________________________________________________________ 35. For how long is a CSCE valid? ____________________________________________________________________ 36. What must a Technician class amateur, who passed the now-obsolete Element 3 exam, do in order to be credited for Element 3B toward an upgrade? _______________________________________________________ 37. Can an applicant take more than one written element without taking a code element? YES NO 38. May the VE Team deny an applicant the use of a calculator? If so, when? _____________________________________________________________________________________________________________________________ 39. Must unlicensed candidates who are applying for a Morse code exemption pass an initial Morse code test? YES NO 40. In order to pass the one-minute solid-copy review, how many consecutive characters must an applicant copy to successfully complete each code element? 1A______ 1B______ 1C______ 41. Should elements that an applicant successfully completed at an earlier session also be indicated on a CSCE issued at the next session where the applicant successfully completes an additional element? YES NO 42. To whom are the three copies of the CSCE to be distributed? ________________________________________________________________________________________________________________________________________ 43. According to FCC Rules, how soon must a VE Team mail applications for successful (upgrading) candidates to the coordinating VEC after the test session has been conducted? ________________________ 44. Is an applicant who has successfully completed either Element 1B or 1C required to pass lower code elements? YES NO 45. May a code test be successfully completed based on one-minute solid copy? YES NO 46. Numbers, punctuation and procedural signals count as how many letters in Morse code tests? __________ Chapter 1 The Volunteer Examiner Program How the VE Program Began ince the early days of Amateur Radio, there have been several classes of license available to anyone who qualified. To qualify, applicants were required to pass examinations which were based on both Morse code proficiency and knowledge of electronic theory as it pertained to Amateur Radio. The FCC Did the Testing. Except for Novice class license exams, all testing was directly supervised by Federal Communications Commission (FCC) personnel at FCC offices located around the U.S. Remember when even Novice license tests were administered by FCC staff? Amateur testing was available on at least a weekly schedule, mostly at FCC Field Offices located in many different U.S. cities. The FCC also sent examiners to various cities ("suitcase sites") where field-office testing was not conveniently available. Depending on the FCC's schedule, such testing occurred every three, six or twelve months. Budget Cuts. A few years ago, however, the U.S. government was forced to cut back on the budgets of many of its agencies, and the FCC was not overlooked. With less money to operate, the FCC had to "tighten it's belt," a familiar phrase in the '80s. The "suitcase sites" were cut early from the FCC's amateur testing program. Testing schedules at field offices were also cut way back--to quarterly or less often in many cases. Then it wasn't long before the FCC announced that they would get out of the amateur exam business altogether. If amateurs wanted to continue upgrading their licenses, amateurs would have to do the testing themselves. The VEC Program is Born. In late 1982, the Goldwater-Wirth Bill was passed by Congress and signed into law by President Ronald Reagan. This bill, known as Public Law 97-259, amended the Com- munications Act of 1934, permitting the FCC to accept the voluntary and uncompensated services of licensed radio amateurs to serve in preparing and administering examinations. It also gave birth to the Volunteer Examiner Coordinator (VEC) program. At the 1983 Dayton HamVention, FCC examiners supervised many volunteer examiners who administered tests to more than 600 applicants! The VEs at that enormous test session demonstrated to the FCC from the start that volunteer efforts could be effectively used for such high-profile and potentially delicate situations. This successful demonstration of volunteer testing efforts opened the door for the formation of Volunteer Examiner Coordinators in early 1984. Cost Recoupment. During 1983, the final year that the FCC conducted all amateur upgrade testing, some 50,000 license candidates appeared before the Commis- sion's examiners. The American Radio Relay League realized that the elimination of frequent amateur testing would be disastrous for Amateur Radio. The League immediately set to work laying the tracks for hams to begin making examinations available to their peers. Thousands of hours were spent by members of the League's Headquarters staff working with the FCC to develop the basic rules that would be needed before testing could begin. Obviously, the heavy demand for amateur testing continued. The ARRL wanted very much to perform the task of coordinating examinations on a national scale. The League was not willing, however, to spend the thousands of membership dollars that would be necessary to support such a project. And at that time, there was no provision for recouping any of these expenses. In late 1983, Congress passed a bill, introduced by (now-retired) Senator Barry Goldwater, K7UGA, that provided specifically for recouping necessary expenses in the VE Program. This bill was signed into law by the President within ten days after being introduced into Congress. In 1984, the FCC began certifying organizations to coordinate the efforts of the volunteer examiners; the first VEC to be certified was the Anchorage (Alaska) Amateur Radio Club. By July 1984, the FCC had authorized cost recoupment; the ARRL immediately applied for and was granted certification as a Volunteer Examiner Coordinator for all 13 FCC-defined regions. The ARRL had already trained and accredited 4000 Volunteer Examiners in anticipation of that day. We began coordinating exams in September of 1984. With our first exam session held on September 2 at the ARRL Pacific Division Convention in California, the ARRL/VEC was on its way. Since then, we have grown to more than 2,000 teams that have administered more than 315,000 elements at more than 16,000 sessions! What is a Volunteer Examiner Coordinator? A Volunteer Examiner Coordinator (VEC) is an organization which has entered into an agreement with the Federal Communications Commission to coordinate the efforts of volunteer examiners in preparing and administering examinations for Amateur Radio licenses. Many people confuse being a Volunteer Examiner (VE) with being a Volunteer Examiner Coordinator (VEC). VEs are individuals who are accredited by a VEC, and are the people who actually administer the exams. Examination sessions must be coordinated by a VEC, but are conducted by VEs. An organization must be found to comply with several requirements before it can be granted its VEC certification, and will be bound not only to the conditions of the written agreements they sign with the FCC, but also to the Commission's rules in Part 97. Those requirements (see Section 97.521 of FCC Rules) are: * be organized at least partially for the purpose of furthering Amateur Radio; * be capable of serving as a VEC in at least the VEC region proposed (VECs are no longer limited only to the region{s} in which they were organized); * agree to coordinate examinations for Technician, General, Advanced and Amateur Extra Class operator licenses; * not discriminate against anyone, based on race, sex, religion, national origin or membership (or lack thereof) in any Amateur Radio organization; and * not be engaged in the manufacture or distribution of equipment used in connection with amateur station transmissions, or in the preparation or distribution of any publication used in preparation for obtaining Amateur Radio licenses, unless a persuasive showing is made to the FCC that preventative measures have been taken to preclude any possible conflict of interest. At one point, there were more than two dozen other organizations signed up to be VECs. Nowadays there are currently 18 VECs, all 18 being certified for all thirteen FCC-defined regions. At this time, the FCC believes that existing VECs provide sufficient testing opportunities. Therefore, no new applications to certify organizations will be ap- proved. A VEC is required to make known throughout the region or regions which it serves that it is recruiting volunteers to administer examinations. The ARRL/VEC has more than 16,000 accredited VEs in all 50 states and in several countries around the world. We are always looking for qualified amateurs to volunteer their services as examiners. Both Advanced and Extra class licensees who are eligible are welcome to serve with the ARRL/VEC. (Please refer to Chapter 2, "Accreditation.") VECs utilize the FCC Rules as guidance for their operating procedures. However, whenever VECs discover a situation that is not specifically outlined in Part 97, the FCC usually leaves the resolution of the situation to the VECs. Test Fees. The FCC authorizes VECs to collect a fee from each candidate who takes one or more exam elements (excluding Novice elements) through the VEC program. The maximum permissible amount is set each year by the FCC, based on the Consumer Price Index (CPI) at the beginning of the federal government's fiscal year, October 1. The FCC has established the 1992 test fee ceiling at $5.44. During 1992, the ARRL/VEC charges $5.40 (non-refundable) per candidate, per session. Although VECs are not required to collect this or any lesser amount, many VECs do charge a test fee to offset some of the expenses they incur while running their programs. If a VEC decides to collect a test fee for any of its exams during a calendar year, however, it must collect the same amount from each candidate that it tests during that year. A VEC may determine each year whether it will collect a test fee, and, if so, what amount that test fee will be (up to the maximum allow- able). Test Fee Reimbursement. In early 1991, the ARRL/VEC began permitting it's VEs to retain a portion of the test fees they collected in order to directly reimburse themselves for out-of-pocket expenses incurred in setting up and conducting their examination sessions. At present, the ARRL/VEC permits its VEs to retain up to $4 from each test fee collected. This level of reimbursement was determined to be an amount that the VE Team might expend per candidate in conducting an average session. Test Fee Certification. Every VEC that charges for its exams is required to certify in writing to the FCC that, during the year being reported, all expenses for which reimbursement was obtained were necessarily and prudently incurred. This statement must be submitted no later than January 31 of the year following that which the VEC is reporting (Section 97.527{d}). Similarly, if volunteer examiners retain any portion of the fees collected, they too are required to certify to their VEC no later than January 15 of the following year that the portion of the test fees they retained was used only to cover expenses necessarily and prudently incurred during the preparation or administration of examinations. Examiners are also required to retain their own cost recoupment records for three years (Section 97.527{f}). A VEC must disaccredit any VE who does not comply with this requirement, and to report such action to the FCC (Section 97.527{g}). (See Chapter 3--ARRL/VEC Test Fee.) The FCC The Commission Itself. The Federal Communications Commission was created by the Communications Act of 1934. Today, the FCC is governed by five commissioners, each of whom must be appointed to the post by the President and confirmed by Congress. The term of each commissioner is five years; commissioners may be reappointed for subsequent terms. The VEC System. The Volunteer Examiner Program is administered under the Private Radio Bureau (PRB). Components of PRB that are of particular interest to amateurs are the Special Services Division in Washing- ton, DC, and the Licensing Division at Gettysburg, Pennsylvania. Every amateur license is processed by the Licensing Division's Special Services Branch at the FCC's facility in Gettysburg (not to be confused with PRB's Special Services Division in Washington). The Special Services Branch (headed by Marcus Stevens) is also responsible for the thousands of licenses in general mobile radio, remote control (which used to include citizen's band radio) and cellular radio licensing. The FCC's VEC-contact person within the Licensing Division at Gettysburg is Larry Weikert. In Washington, DC, the Personal Radio Branch, headed by John B. Johnston, W3BE, is the source of rules and policies concerning Amateur Radio. It is part of the Special Services Division. On an organizational level equivalent to that of the Private Radio Bureau is the Field Operations Bureau (FOB), which oversees the day-to-day operation of the FCC's Field Offices. Unfortunately, Field Offices are often contacted for information concerning the VEC program. As these offices are separate from those parts of the FCC which deal administratively with Amateur Radio, FOB personnel do not always have the most current information about our service. Field Office personnel should not be contacted for routine ham radio questions or comments. FCC Requirements. The most visible form of FCC regulations is Part 97, which is devoted entirely to Amateur Radio. Every amateur should at least be familiar with the rules and regulations contained within this part, and have an up-to-date copy close at hand. The ARRL/VEC The ARRL/VEC is based at the Headquarters of the American Radio Relay League, 225 Main Street, Newington, CT 06111, the national society of, by and for radio amateurs. The ARRL/VEC officially came into being on July 21, 1984 when ARRL President Larry Price, W4RA, signed the VEC agreement with the FCC at the ARRL's National Convention in New York City. The ARRL/VEC operation may reside at ARRL headquarters so long as it remains completely separate from the League's publication's operations; and maintains absolute security of test designs and other confidential material. The staff of the ARRL/VEC consists of six people. Each person is a professional, knowledgeable in all facets of the volunteer examiner program. The ARRL/VEC works hard to make running test sessions as easy as possible for its VE Teams. One of our more valued services is supplying quality examina- tion booklets for our VE Teams to use. Because we design, print and distribute the exam booklets for our VEs, they are not held responsible for any errors or ambiguities that may creep into a particular test design. Moreover, we store all of the used exam materials in our locked "cage" to further ensure the integrity of the program. When a VE Team notifies us that they have scheduled an exam session, we send them all supplies necessary for them to successfully hold the session. And they are sent early, so the VE team will receive all its materials long before the day of the session. These materials include an ample supply of Form 610s and Certificates of Successful Completion of Examination (CSCEs), sufficient quantities of each written-element exam, high-quality code-test tapes, answer sheets, answer keys, candidate rosters, test session reports and other supplies intended to make the job easy. Experienced teams who test frequently are given the option of receiving stocks of materials that will last for several months. (See Chapter 3 for more information on setting up the test session.) Local VE Coordinators. In some areas, unofficial local coordinators collect and disseminate information on testing from all VECs in the area to prevent con- flicts between session dates and/or locations. These coordinators are usually selected by VE Teams or clubs in that area; they are not selected by the ARRL/VEC. Though our VE Teams are not required to work with local coordinators, they may do so if they choose. Contact them to see if they have any information that might affect your session. Don't forget, though, that ARRL/VEC teams must coordinate their sessions through the ARRL/VEC, and are encouraged to register their sessions with us. No VEC, VE Team, sponsoring club or local coordinator of any kind "owns" an area or region, nor do they have any kind of geographic "span of control." The FCC has signed agreements with all VECs, and the agreement states, in part, that no VEC has absolute jurisdiction over any region. With the implementation of the rewritten amateur rules on September 1, 1989, all VECs may now coordinate sessions in all regions. Exam Reporting to the FCC. The FCC's Form 610 is the application form that must be used for each amateur license, whether the license is an applicant's initial ticket, one that is being modified (e.g. for new address or location), or one that's being upgraded. VECs' responsibilities go beyond just coordinating exams for Technician and higher classes. VECs must also screen all Form 610s for both completeness and authenticity before forwarding the applications to the FCC's Licensing Division. The FCC will return a 610 to the coordinating VEC without taking any action if there is any discrepancy. In much the same way, VEs' responsibilities go beyond just administering exams. Though each candidate is responsible for completing his or her Form 610 properly and accurately, the VE team is responsible for ensuring that mistakes do not slip through. Instructions on how to fill out the Form 610 are described in Chapter 5; and are also attached to the application that the FCC sends to a candidate who writes them requesting an application. For your convenience, we have included the FCC instructions for Form 610 in the Appendix. Test Designs Question Pools. Until 1987, the FCC maintained the four (at that time) written-element question pools from which all Amateur Radio examinations were designed. (As part of Novice Enhancement that took effect on March 21, 1987, Element 3 was divided into Element 3A {for Technician} and Element 3B {for General}.) When the FCC released a question pool, all VECs had up to six calendar months to revise distractors and answers (when appropriate) and design and implement new examinations. Most VECs, however, used the multiple-choice-format distractors and answers that the ARRL/VEC provided them. In 1986, the FCC announced that they were turning the responsibility for maintaining the pools over to the VECs. At the 1987 VEC Conference, the VECs that attended elected and charged a sub-committee with developing, maintaining and distributing the five written elements on behalf of all VECs, examiners, candidates and publishers of Amateur Radio training materials. The committee consists of three active VECs, with a fourth VEC acting as alternate. Committee members serve renewable one-year terms. The current committee serves until June 1992. Inquiries for additional information or input to the question pools must be directed to the attention of all three Question Pool Committee members at the follow- ing addresses: Western Carolina ARS/VEC (Chair) ATTN: Ray Adams, N4BAQ 5833 Clinton Hwy, Suite 203 Knoxville, TN 37912 W5YI Report VEC (Vice-Chair) ATTN: Fred Maia, W5YI PO Box 565101 Dallas, TX 75356-5101 ARRL/VEC (Member) ATTN: Bart J. Jahnke, KB9NM 225 Main Street Newington, CT 06111 ___________________ Greater Los Angeles ARG/VEC (Alternate) ATTN: R.C. Smith, W6RZA 9737 Noble Ave. Sepulveda, CA 91343 Each eligible radio amateur is welcome to submit comments on any question pool that is currently under revision. The revision process for each element starts off with updating and revising the appropriate syllabus (a study guide listing topics to be covered by element), releasing the rough draft of the syllabus and soliciting comments. This is followed by evaluating comments on the actual pool of questions and eventually revising and releasing the pool to all VECs. Anyone who holds the appropriate operator class license is eligible to submit questions to the Question Pool Committee (QPC) using the form specified in the Appendix for Question Pool Submissions. The require- ments (defined in Section 97.507{a}) are simply: Table 1 To Submit For: Must Hold: Element 2 Technician or higher Element 3A General or higher Element 3B Advanced or higher Elements 4A and 4B Extra Question pools are revised based upon a timetable decided by the QPC at its' annual meetings. Presently, the following table indicates when a question pool was last updated, and when revision of that pool may be scheduled. Table 2 Pool WasNew RevisionNew Revision Last To Be To Be Element Update Released Implemented 2/3A 7/1/9012/1/92 7/1/93 3B/4A/4B 11/1/90 not scheduled1 not scheduled1 Comments "from the field" that are received after the published deadline for the pool being revised will be held for the next revision cycle. Since the revision cycle is a multi-year task, comments that are submitted late may very well be outdated or otherwise inappropriate when the next cycle arrives. Again, if you wish to contribute questions, with distractors and answers, to the QPC, you must utilize the form shown in the Appendix and provide copies of your form to the three active members of the committee. On to Business This chapter has given you an idea of how volunteers came to give exams, what a VEC is, and what makes a VEC "tick." In sum, the ARRL/VEC is the leading VEC only because of the excellent work of thousands of volunteer examiners who have given so generously of their time, energy and skill so that many thousand more amateurs could advance through the amateur ranks. In the pages that follow, we'll cover the entire VE program in more detail. Information that is based on an FCC Part 97 regulation will be followed by the specific rule number in parentheses, eg (Section 97.527{a}). (All current FCC regulations that pertain or are related to the VEC Program can be found in the Appendix and are reproduced from the ARRL's FCC Rule Book, eighth edition.) If you find an area that's not covered well enough or maybe not at all, let us know. You are the reason this manual was written, and it's only doing its job if it answers your questions simply and completely. We welcome your participation with the ARRL/VEC, and thank you for your contribution to the program. ___________________________________________________________ 1No revision schedule has been established for the General, Advanced and Extra class pools. The next pool revision decision will be made at the June 1992 Annual Conference of VECs meeting in Gettysburg, PA. Chapter 2 Accreditation he FCC has confidence in amateurs as evidenced by their permitting hams to perform all amateur testing over the past 7 plus years. Their only requirement is that any qualified hams who wish to administer examinations for Technician and higher class licenses must be accredited by a Volunteer Examiner Coordinator. VE Qualifications The FCC established a set of four easy-to-meet requirements, defined in Sections 97.511{b}{c} and 97.515, that each prospective Volunteer Examiner must satisfy before qualifying for accreditation. Hams seeking accreditation as VEs must: * be 18 years of age or older; * not own a significant interest in, or be an employee of, any company or other entity which manufactures or distributes equipment used in connection with Amateur Radio transmissions; and, not own a significant interest in, or be an employee of, any company or other entity which prepares or distributes any publication used in preparing for Amateur Radio license exams; * never have had their amateur station or operator licenses suspended or revoked; and * hold either a valid Advanced or Amateur Extra class license. If you meet these criteria, the ARRL/VEC would like to hear from you! Accreditation Required The FCC states, "You are a major safeguard to the integrity of the Volunteer Examiner Program." That statement applies equally to VEs and to VECs. The FCC does not prescribe an official procedure by which Volunteer Examiners must be accredited. Each VEC is left to decide how it will determine the qualifications of its examiners. Worth noting, though, is that several VECs have treated ARRL/VEC accreditation as the standard, automatically accepting ARRL/VEC-accredited examiners into their programs. These organizations realize that the ARRL/VEC requires its examiners to complete a simple yet thorough training program. Examiners may be accredited by more than one VEC. VEs are not required to work with only one VE Team or VEC and are not restricted to any particular area. Accreditation in the ARRL/VEC Program1 Applications. The ARRL/VEC office needs a certain amount of basic information from each of its examiners to meet FCC requirements and to ensure the smooth operation of the VE Program. For a VE to become accredited and to maintain his or her accreditation with the ARRL/VEC, we must have on file from that VE: * a properly completed and signed VE Application (a blank application that may be used can be found in the beginning of this manual); * please submit a photocopy of your current Advanced or Amateur Extra class license; * a "passing" grade on the open-book review, completed by the VE; or * if applying for "instant accreditation", attach a copy of your other VEC accreditation credentials. Open-Book Reviews. We take our responsibility for training our VEs seriously. We know that nothing can undermine a volunteer program more quickly than failing to provide volunteers with the information they need to know to do their job effectively. Thus, each of our 16,000 accredited VEs has successfully completed an open-book review based on the VE Manual provided them by the ARRL/VEC, or has on-the-job training through participation with another VEC. Why an open-book review? It's our way of ensuring that all our VEs have at least familiarized themselves with the regulatory and procedural aspects of the program, and know where to look for answers. As the name implies, the open-book review is to be completed using the VE Manual as both a study manual and reference book; the review is not a test of how well you can memorize details. Incidentally, you'll want to keep the manual handy long after you're accredited--especially during your first few experiences serving as a VE. Instant Accreditation. Since training is the key to successfully preparing our volunteer examiners for the challenges they will encounter, it's clear that on-the-job training can be a substitute for the open-book review process which we've required over the years. Many down-in-the-trenches trained VEs, who have been actively participating with the programs of other VECs, are well prepared to be VEs in our program since most procedures are similar--or are the same--from VEC to VEC. Our "instant accreditation" feature speaks for itself. VEs from other VECs who have participated in the program of another VEC may become accredited with the ARRL/VEC instantly by completing our VE Application form and attaching a copy of their current FCC license, and accreditation credentials from another VEC. Once these requirements have been met, that VE is instantly accredited as an ARRL VE and he/she may immediately begin participating as an administering VE at our sessions. So that we can record this new accreditation, and have the individuals application on file when processing the test session, be sure to submit the accreditation application (and required attachments) with any session where you've used the services of an instantly accredited VE; or if not in conjunction with a test session, be sure that this paperwork is mailed to the VEC so that no delays are experienced by the applicant or VE Team for future sessions. If the required attachments are not submitted with the "instant accreditation" application, and if this person was an administering VE at a test session, we will not be able to certify and submit the Form-610 applications from that test session to the FCC until that VE has provided us with the necessary information to formalize the accreditation. Once the accreditation is recorded in our data base, ARRL/VEC-accreditation credentials will be forthcoming. No ARRL VE accreditation badge will be initially required of these VEs. License in hand required. A prospective VE who has upgraded to Advanced or Amateur Extra class will not be accredited until they receive, and sign, their actual FCC-issued license (FCC Form 660) and submit it to us. An Advanced class VE who upgrades to Extra class can participate as an Extra class VE once the new Form-660 Extra class license has been received by bringing the Advanced class VE credentials and original Extra class license to the test session. A Novice, Technician or General class license holder cannot become accredited as a VE until the actual Advanced or Extra class license has been received from the FCC, and it is signed. The accreditation process is completed once our VE Badge and Accreditation Certificate have been received by the applicant. Credentials. Once accredited as an examiner in the ARRL/VEC's program, your accreditation credentials will be good for three years or until your FCC license expires, whichever comes first. Your accreditation is valid at any ARRL/VEC-coordinated session. Accreditation does not, however, convey any rights to participate as an examiner, i.e., the VE team conducting the session has the authority to specify the number of available VEs that are needed and who will serve. Contact the VE Team that you'd like to work with and find out if they can use your services. (We urge you to test the VE waters carefully at first--take the time to observe all aspects of several sessions before jumping in yourself. Conscientious "on the job training" has prevented many honest mistakes and embarrassing situations!) A handsome certificate of accreditation, suitable for framing, is issued to newly accredited VEs. With the certificate comes an official ARRL/VEC-accreditation badge, which must be worn (a handy pocket/lapel clip is provided) or at least clearly displayed, when you serve at a test session. VEs who do not have a badge; who have lost their badge, or have not yet received one from the VEC; may still participate in the examination session if the VE Team Liaison is satisfied that the VE is currently accredited in our program. [Often times we at the VEC will inform VEs over the telephone that their accreditation is okay, or up-to-date, and we will encourage that VE to advise the VE Team Liaison of our telephone discussion so that the Team Liaison can verify this information if necessary.] A VE's accreditation status must be ensured by the VEC before any Form-610 applications are forwarded to the FCC. ARRL/VEC badges are laminated so that they cannot be altered. The badges are also color-coded: green and black on a white background for Advanced class VEs; red and black on a white background for Extras. When you wear your badge, anyone at the session will be able to tell at a glance which exam elements you are authorized to administer. Don't forget, however, that the ARRL/VEC accreditation will not necessarily authorize you to administer exams in any other VEC's program. Be sure to verify all requirements with any other VEC. Maintaining Your Accreditation Accreditation renewal is automatic for VEs who have participated in at least one examination during the 12- month period prior to their accreditation's expiration. For those who have not been active during this period an accreditation renewal-reminder postcard is sent out at about 8 weeks before expiration. That postcard invites the VE to respond by mail or by telephone with a response indicating whether the VE wishes to continue to be accredited in our program. By specifying that participation must have occurred in the previous 12-month period for automatic accreditation renewal, we can ensure that the needs of our active VEs are met; while through the postcard we can make sure that our lesser active VEs are served as well. Since many factors can contribute to a VEs activity level, these processes will ensure that no accreditation will expire without a VE's knowledge or input. VEs from whom we do not receive a response will be changed from "accredited" status to an "inactive" status, and renewal stickers will not be issued. No one's accreditation will be permanently revoked solely because of their inactivity. VEs who may not actually have administered Amateur Radio exams but who are reported as having helped with a session are also credited with serving and will qualify for automatic renewal. Your ARRL/VEC accreditation normally remains in effect for three years or until your Amateur Radio license expires, whichever comes first. Consequently, your credentials can expire for one of two reasons: (1) your most recent accreditation has been in effect for three years; you have not participated in an ARRL/VEC examination during the previous 12 months; and you have not responded to our accreditation renewal reminder postcard; or (2) your Amateur Radio license expires. In either case, you'll need to renew your accreditation. The badge you wear at a test session must reflect your current VE status. VEs are responsible for ensuring that each participating-VE's accreditation is valid before he or she administers exams at one of our sessions. Failure to do so can have serious consequences. If VEs are later found to have been ineligible to serve, any elements administered by ineligible VEs may be declared invalid! The ARRL/VEC will also be obligated to review the VEs' performance to determine whether any further action-- such as permanent removal from our program--is necessary. In the VE Program, an ounce of prevention is well worth a ton of cure. Of paramount importance to the success of the VE program is the need to ensure that examiners who administer tests are actually authorized to do so. At least one ARRL/VEC session was invalidated because one of the three VEs who signed the applications had not applied for accreditation in the ARRL/VEC's program! Reaccreditation--License Expiration. A Volunteer Examiner whose license expires is not eligible to administer any exam element. While an accreditation within the ARRL/VEC program is normally valid for three years, the accreditation is valid only if the VE's amateur license is valid. In order to ensure the eligibility of each VE whose license--and, therefore, his or her accreditation--is about to expire, we will issue renewed credentials after FCC-licensing data reflects a current license status, and once we are made aware of the status change. Let us know when you receive your renewed license. Reaccreditation--ARRL/VEC Credentials Expire. If you advise us that your accreditation is about to expire, we will renew your accreditation, and credentials, upon your request. As mentioned above, we will also either automatically renew them; or we will mail you a reminder postcard. If you have been active with us during the past 12 months, and if you have not yet received renewal stickers for your accreditation within 30 days of your expiration, please contact the ARRL/VEC office. This is an excellent time to update your records, if you have not done so earlier. Waiting a year or two to notify us that you've upgraded, moved, changed your call sign, changed your address or telephone number(s), doesn't help us keep in touch. The FCC regularly updates our licensing data, but you're the final authority. VEs Who Upgrade If you were an Advanced class VE who has just upgraded to Amateur Extra, you may only begin serving as an Amateur Extra VE after receipt of your Extra class license from the FCC (Form 660), provided that you bring (1) your original--signed--Amateur Extra class license and (2) your current Advanced class VE badge to the test session. Also, send a copy of your Extra class license to the ARRL/VEC Office so that we can issue you a new badge. (We also ask your cooperation in helping us eliminate unnecessary work. Here's an opportunity. If you've requested a call sign change, we would prefer that you wait until you receive your new license before you request a new badge. When you receive your new license, tell us what the new call sign is by sending us your a copy of your new license; or by calling us. Your cooperation will save us from issuing a badge unnecessarily. Thank you!) Drop-In VEs Not all "situations" are easily anticipated. What do you do when you're all set to kick-start your exam session and an unknown VE materializes saying, "Hi! Where do you want me?" Well, depending on your needs for the session, your team's style and the visiting VE's personality, this could be a blessing or a curse. The call is yours. So long as the visitor has the proper, current, ARRL/VEC credentials, you may use his or her services--or not, at your discretion. If you neither need nor want the services of another accredited VE at this late stage of the game yet the VE is adamant about serving (this stems from an actual problem encountered by one of our VE Teams), please show him or her this section of the manual: Visiting VEs with the proper credentials may or may not be used by a VE team at a particular exam session AT THE VE TEAM's DISCRETION. Anyone--VE, observer or candidate--who is disruptive or otherwise interferes with an exam session will be asked to leave the test site. Though sessions must be "open" to the public, no VE Team need tolerate any interference. ARRL/VEC accreditation does not mean that a VE's services must be used by a particular VE Team or at a particular session. Having said this, however, we should note that anyone showing up to observe should be permitted to do so unless their presence is disruptive. Any interference at any session by an ARRL/VEC-acc- redited VE should be reported to the ARRL/VEC office immediately. Handicapped VEs. In February 1991, the FCC adopted rulemaking which makes the amateur service more accessible to individuals with handicaps. Within that rulemaking, the FCC stated their opinion regarding how handicapped VEs may, or may not, participate in administration of examinations. The FCC allows VECs to accredit handicapped licensees to become VEs. The FCC stated, while VEs might be competent to administer a 20 WPM receiving test where the message is sent by a tape player and the content of the message is known by the VE, a VE who does not have the skill to receive Morse code sent at 20 WPM, for instance, is not competent to administer a 20 WPM sending test because the VE cannot receive the message sent by the examinee. The FCC stipulated that, "any VE who is not competent to perform the VE functions required for any particular examination should not administer that examination." The ARRL/VEC's policy is to accredit all qualified individuals--regardless of handicap. By signing the certification on our VE Application form, however, individuals (both handicapped and non-handicapped alike) certify that they understand that even though they may be accredited as a VE, if they are not able or competent to perform certain VE functions required for any particular examination, that they should not administer that examination. If a VE Team plans to utilize the services of an individual who is handicapped, the VE Team may determine in which ways that individual's assistance is accepted. For example, if a VE Team is not comfortable accepting the participation of a VE who is not competent to receive Morse code messages sent by the examinee, the team does not have to accept the services of that VE in administering Morse code examinations in that manner. Lastly, a VE Team does not have to accept the services of ANY VE if they do not wish to. Covering the Bases Some VECs do not accept the services of Advanced class amateurs who otherwise qualify for VE accredita- tion. We in the ARRL/VEC, however, recognize the potential contributions Advanced class VEs can make. Under the FCC's rules, Advanced class VEs are permitted to administer only Elements 1A, 2 and 3A, which will qualify a candidate for the Technician class license. But that still provides them with many opportunities. During our seven plus years of coordinating exams, the ARRL/VEC has forwarded more than 104,000 upgrade applications to the FCC; 56,000 (54%) alone were for Technician class tickets! With the Technician class license the most sought after ticket in these past seven-plus years, Advanced class VEs are definitely needed! And now, with the high popularity of applications for the new codeless Technician license, Advanced class VEs can be carrying a large portion of the workload. We as a VEC are charged with ensuring that all of our VEs are qualified to administer tests, not just eligible to do so. That's why we provide this VE Manual, and why we require that all prospects complete the associated open-book review, or have on- the-job training. The ARRL/VEC not only fields the most active VE program in the country; we have the finest one, too. This is true, thanks to our VEs' commitment to excellence. With your help, we'll keep it that way! It's a Two-Way Street Once you have been accredited with the ARRL/VEC silence is not golden. Before, after, and with each session, we are available to answer any questions that you may have. When we have new information to share with you, we will tell you about it. This information will be disseminated to you either by special mailing or through the VE Express. Toll-Free Telephone Access. Another new service made available to ARRL VEs in 1991 was our toll-free VE hotline. By simply dialing 1-800-9-ARRL-VEC (1- 800-927-7583), ARRL VEs from across the country can now--conveniently--contact us from home or work to discuss any questions or needs that they may have. This WATS toll-free service is being provided by US Sprint and serves all of the United States, Alaska, Hawaii, Puerto Rico, Virgin Islands, and 21 Foreign areas--all toll free. Although we are normally only in the office from 8 a.m. until 5 p.m. (EST), we do have an answering machine on the WATS line during non-business hours. Therefore, if you are not able to reach us during the day, please feel free to leave us a message--which we will respond to once we've returned to the office. Electronic Services. Continuing improvements in communications technology have necessitated that we be able to communicate with our VEs, and others, through electronics means. Those modes involve both facsimile and computer-data mediums. For VEs who wish to contact us in this manner, we may be reached using the following services: fax: (203) 665-7531 - 24 hour line MCI Mail.................. MCI ID: 215-5052 CompuServe............. CompuServe ID: To Be Announced Internet....................: bjahnke%arrlhq.UUCP@uhasun.hartford.edu Prodigy.....................: Luck Hurder - MGTS39A ARRL BBS (2400/1200/300 N-8-1)..: 203-665-0090 open to the public VE Express. In early 1989 we released the first VE Express newsletter. The VE Express, which is only distributed to accredited ARRL VEs, provides information on recent happenings and/or procedural changes to keep you up-to-date. While we would like to have the newsletter in your hands on a quarterly basis (every three months), workload here at the VEC may not permit it. So we will, at a minimum, provide you with periodic newsletters and other special mailings which will keep you advised of any changes. Remember, if you ever have a question, please call us at 1-800-927-7583! ___________________________________________________________ 1The ARRL/VEC requests that all accreditation applicants submit a copy of their current Advanced or Extra class FCC license with the application for accreditation. This is not a mandatory requirement, however. Chapter 3 Setting Up a Test Session hat are the two prime ingredients for a licensing exam session? Examiners and examinees. One without the other leads to lots of unproductive, frustrated thumb twiddling. With over 16,000 VEs accredited in the ARRL/VEC program, however, the chances are very good that you'll find more than enough VEs nearby to hold a test session. So, here's what you need. The VE Team Three VEs Needed. Every VE Team must have at least three accredited examiners present at a session before any exams for Technician or higher class licenses can be administered. VEs must be accredited by the ARRL/VEC to serve in ARRL/VEC sessions; VEs who are accredited by the ARRL/VEC may work with any ARRL/VEC VE Teams where needed. We strongly urge all of our VE Teams to have more than three examiners signed up for each session. If only three VEs are slated to work the session and one doesn't show up, the session cannot be conducted. VEs cannot administer exams to candidates to whom they're related (Section 97.515{d}). Members of a VE's family may test at a session where that examiner is scheduled to serve, however, so long as that VE does not administer exams, sign 610s or sign CSCEs for them. Under the ARRL/VEC's program, a VE Team member's family may not test at sessions for which the VE serves as Team Liaison. In fact, it's better all around for VEs not to "work" sessions at which relatives1 may be testing. Don't get us wrong--we trust you implicitly or we wouldn't even consider accrediting you. But for the program to succeed in the long run, we must not only conduct it in a way that is beyond reproach, we must also avoid even the perception of impropriety. This policy is in our mutual best interests. Although administering VEs cannot be related to their candidates, they may serve on the same team with family members who are accredited examiners. Hus- bands and wives, for example, may serve together as VEs; though they may not administer exams to any of their relatives. If a VE Team Liaison who is field stocked will have a relative that plans to be examined at an upcoming ARRL test session, please tell us so that we may provide that VE Team Liaison with special examination materials which are different from those that are in normal field-stock liaison's supplies. In this way, not only the fact but also the perception of absolute examination integrity is maintained and unsubstantiated rumors can be avoided. VE Team Liaison. Once the VE Team has lined up examiners for its next session, the team designates one of it's VEs to serve as VE Team Liaison. This position is very important. The Liaison is the one VE to whom the ARRL/VEC will send all of the confidential test materials for a particular exam session, and the VE who is held directly responsible for the security of the test materials during the time that they are in his or her possession. In most cases, the Team Liaison is the only VE the VEC communicates with before, and after, the session. Whomever your team appoints as Liaison must be currently accredited as a VE by the ARRL/VEC. If your team will be administering only Elements 1A, 2 and 3A, the Team Liaison may be either an Advanced or Extra class VE. But if your team will be administering Elements 1B, 1C, 3B, 4A and/or 4B, the VE Team Liaison must hold an Amateur Extra class license. The appointment as Liaison does not have to be a permanent one if the team decides to switch assign- ments. If your team has several VEs who are qualified (and willing!) to serve as the Liaison, you may rotate the assignment between them. Rotation of the duties not only frees up someone who might be willing to act as the Liaison but does not want to do so session after session, but also would give more VEs the opportunity to find out first hand what's involved in running the session wearing the Liaison's hat. The position of VE Team Liaison is one of a team representative to the VEC; not specifically a team leader or captain. Since each of the three, or more, VEs on a VE Team is equally responsible for the certifications they make to the FCC, the team's authority can not be delegated to one individual for matters that involve FCC Rules or procedural requirements, or VEC-procedural requirements. Any substantive decisions made by the VE Team must be the result of a group consensus. Indecision amongst a team should be resolved through a team vote. Since a team is a minimum of three equally qualified individuals, and if team members offer their opinion on a matter, obviously a majority decision will be reached if two of the three VEs are of the same opinion. If a team has more than three VEs, other VEs could participate in the decision process as well. Obviously, however, all VEs should be willing to accept the final decision. VE Team Contact Person. The person who fills this high-profile position is the VE program's local contact with the general public, ham and non-ham alike. He or she is responsible for handling the myriad of questions that candidates will raise before the test session. Most questions tend to be fairly routine, such as "What time is the session scheduled to begin?" or "How do I get to the test site?" or "When is your next session?" The Contact Person also would typically accept Form 610 applications and test fees from those candidates who preregister. Anyone, accredited or not, is eligible to serve as the Contact Person for your team. Though not legally required to do so, many teams prefer to assign the task to a licensed radio amateur who is familiar with licensing requirements, testing procedures and the Amateur Radio Service in general. Your Team's choice is important--the Contact Person is your Team's and Amateur Radio's "face" to the general public. Choose your Contact Person with care. When you register your session with the ARRL/VEC, we immediately enter the information into our computer data base so that candidates who call our office will get the most current test session information available. Your Contact Person's name, call sign (if any), address and phone number will be given in response to inquiries from candidates in your area. An attractive feature of the job is that it allows the Contact Person to be very knowledgeable about examining without having to be a VE! Soon after a VE Team registers a session, (about 30 days before the day of the examination, the VEC office will send out the package of materials that the Team will need to get its session going. The materials include 610 forms, candidate rosters, "confirmation-of-appoint- ment" letters (if necessary), registration forms for future sessions, the test booklets, answer sheets, answer keys, Morse code tapes (if needed), Morse code copy sheets, computer software, express mailers and other items. Although the quantities of the materials included in the package are limited, they are usually sufficient to get the team and its session started. When you receive the package from the VEC, please inspect the contents to confirm that you have everything you require for the session. Administering VEs. As we already said, each team of VEs must have at least three accredited examiners present to administer exams. When setting up your team, don't forget that all three must hold the Amateur Extra class ticket if Elements 1B, 1C, 3B, 4A and/or 4B will be administered at the session. Scheduling the Test Session When should you hold a session? Who determines when and where? How often are sessions needed in your area? These decisions are entirely up to you. We'll refer inquiries from candidates in your area to your team, but that's about as far as we at the ARRL/VEC Office can go. You and the other hams in your community--instructors, clubs and other VEs--have a much better handle on what your community needs. The decision to hold a session; and when, where and how often; is solely yours. It's not up to the ARRL/VEC or anyone else. No one knows the proper balance between your local testing needs and your team's availability better than your team. Assuming for the moment that a need exists, the key becomes conve- nience to the candidate. Consider all time and site options available. Don't forget the advantages of our volunteer program over the old FCC Field Office program. Now sessions can and should be held on weeknights and weekends when candidates won't have to take time off from work. And they should be held at a variety of easily accessed sites where candidates won't have to travel long distances. To give you a few ideas, here are some suggestions based on our VEs' experiences over the years. (See also Accommodating the Handicapped in Chapter 7). Regular Schedules--Monthly, bi-Monthly or Quarterly Setting up a routine schedule can make your job easier. Many clubs will publish your schedule in their club newsletters, providing you with regular, widespread dissemination. With a regular schedule, though, comes added responsibility. Developing a routine does imply a commitment on your part to be there and to administer exams on the dates indicated. You may, of course, have to alter your schedule from time to time for valid, unavoidable reasons. But if you do choose this route, be faithful to your commitment. Schedule more VEs for each session than you think you'll need--at some session in the future, you will need them. Regularity means consistency and reliability. A word of caution: Making testing opportunities available to area hams on a set schedule is great, but please don't establish an overly ambitious schedule if you expect only a couple of candidates (or no candidates at all!) to show up. After all, you and your fellow VEs are volunteers--you don't want to commit a half-day for no reason. Moreover, frustrated VEs may not be quite as willing to serve the next time when they may really be needed. Upgrade Classes. Most upgrade classes run for eight to twelve weeks and are conducted during the winter months. Novice and Technician classes are the largest source of test candidates. Since many of these classes end in late winter, the period between January and April is a good time to schedule exams. Hamfests and Conventions. What better place to offer exams! Hamfests and Amateur Radio conventions are popular places to hold exam sessions for just this reason. They're usually very well publicized far in advance and specify "talk-in" frequencies for directing candidates who are unfamiliar with the area. Most clubs or groups that sponsor hamfests will wel- come the chance to feature VE exams at their sites. This is especially true if the club knows that you and your VE Team will take care of all details concerning the test session, and that they won't have to worry about the tests at all. Exam sessions typically attract more people to hamfests. Candidates may bring their families, who may spend the time inside the hamfest while the candidates take the test. Also, a candidate who has just upgraded is more likely to want to celebrate his new privileges-- and spend quite a bit of money on a new rig. The candidate is happy, the hamfest committee is happy, and the dealers are happy (which means they will probably be back!). Remember, though, the FCC requires that exam candi- dates cannot be charged a registration or any other kind of entrance fee to the hamfest, if they come only for the exams. Candidates will be liable for their own parking fees, tolls and any other charges involved with getting to and from the test site. If a candidate decides to visit the event after the exam, however, they can be charged the same as any other attendee, of course. Registering the Test Session If your team plans to conduct more than one session and has a good idea when the sessions will be held, let us know in advance what schedule you anticipate even if the first session won't be held for several weeks or months. With this information in hand, we can distribute the schedule to a very wide audience. Prospective applicants can also arrange their study plans better. After all, applicants are the reason you do what you do! One Session at a Time Most of our VE Teams register each session with us well in advance, and we provide all test materials to them session by session. Such teams can either: 1) register several sessions at the same time, and submit individual requests for test materials for each session as the respective test dates approach; or 2) when register- ing the session, also tell us what materials they will need at that session. In either case, we need to know what test materials are needed at least 20 days before the test date, so that we can use the least expensive reliable courier service available to deliver the materials to the Liaison. If you give us less lead time, we're forced to use more expen- sive courier services. This not only increases an already large postage bill, but it also decreases the chances of correcting any problems that may sneak in during the packaging of the shipment. It is also simply not fair to the hundreds of VE Teams that work hard to provide adequate notice of their testing needs. We will always supply our VE Teams with whatever materials they need--even if overnight service (the most expensive) is required to get the package there--but we will not do it routinely. Field-Stocking Many of our teams have worked with us for more than a year, having conducted at least four sessions during each calendar year period. Several of these teams have opted to receive and retain quantities of test materials so that they can continue their regularly scheduled sessions without the usual back-and-forth correspondence with the VEC office. They also have the flexibility to conduct any "on-the-spot" testing that may be called for with short notice.2 When teams enroll in our field-stocking program, we supply them with a standard test-material package that consists of: 4 versions of each code and typically four versions of each written test element, including 5 copies of all Element 1A, 1B, 1C, 3B, 4A and 4B versions, and 10 copies of Elements 2 and 3A; 3 Answer keys for all elements and versions; 100 written test answer sheets; 100 code test copy sheets; 50 CSCEs; 100 Form 610 applications; 10 Candidate Rosters; 10 Session Reports; 10 registration/request for test materials forms; 5 USPS Express-Mail envelopes and address labels (airbills) for returning the completed test session package using our overnight-guaranteed service; 3 "Tyvek" shipping envelopes for returning unused test materials--with Postpaid Business Reply Labels. Of course, the VE Team Liaison must acknowledge that he/she is responsible for the security of the test materials while they're in the team's possession. Stocked teams should provide the ARRL/VEC office with lists of scheduled--firm or tentative--test dates so that the information can be distributed as widely as possibly. A simple list of dates will suffice. If your team has worked with the ARRL/VEC through several sessions, conducts (or has registered) at least four (4) sessions a year, and is interested in signing up for the field-stocking program, call or drop us a line. We'd like to hear from you! Computer Software. If you've got a IBM compatible personal computer, you might like to try using our free computer software to generate your own exams. Our software, which is free--but only to ARRL VEs, is available in versions for both Advanced and Extra class VEs to assist you in conducting your examination sessions. The software package includes separate programs for the random creation of written exams for all five license classes and a program to generate and administer Morse code texts that meet FCC standards for examinations. Also included in the package are nearly all of the forms you will use in conducting your session (e.g., Candidate Roster, Test Session Report, Registration Form, Morse Code Exemption Form {and instructions}). The written exam software program Gentest--which was written here at ARRL HQ by ARRL Laboratory Supervisor Jon Bloom, KE3Z--will generate as many of the same, or randomly different, written exams as you desire running under MS-DOS 2.0 or greater [note that, however, some users with DOS ver. 2.11 have had problems running the SETUP.EXE program, therefore, a DOS version higher than ver. 2.11 is highly recom- mended]. For graphics purposes, note that each test booklet will require you to attach a graphics addendum sheet--supplied as part of our package--except for General class examinations which have no graphics. Should you require additional graphics supplements, please contact us. Some special features which Gentest offers includes: * a pool check mode for testing a question pool after it has been updated; * provides support for many common printers; * ability to format exam designs based upon pre- existing grading templates/overlays; * ability to customize your examinations using ASCII editable files; * a lockout file is referenced for removing damaged (or no longer valid) questions from the exams you create--including the ability to lock out questions with graphics for sight-impaired examinees; * an option to repeat a particular exam design is available in case you, or we, need to recreate a particular exam for review, or other, purposes. By the way, we have had some requests for software which will run with computer operating system formats other than MS-DOS. We are evaluating those needs at this time. Therefore, if you have special needs which are not met within our current package, please let us know so that we may consider those as well. For those of you wondering about the programming language used to create the Gentest package, be aware that the language is Turbo C. Those fluent with this language may request a copy of the program "code"- -should you wish to further streamline the reports, etc., by modifying the program directly. The Morse code software, Morse Academy, also included within our package, has been provided to us by Joe Speroni, AHA--who is an ARRL VE from the Philadelphia area. Morse Academy is designed to only administer exam designs which are already made--it will not create exam texts. To create valid Morse code exam texts that meet the FCC's requirements, Joe has provided a separate QSO Generator program which can be used in conjunction with Morse Academy or other programs. To simplify your work, we distribute four test designs with the package for each of the 5, 13 and 20 WPM Morse code speeds--along with answer keys, fill-in-the-blank answer sheets and multiple-choice answer sheets (with filename extensions .KEY, .ANS and .MLT). If you plan to conduct your sessions using the computer software (exclusively), be sure that you request an ample supply of FCC Form 610s and CSCEs. While the software package does include nearly all of the necessary forms you'll use, the 610s and CSCEs are special. Public Notice Required Public notice must be given before each session where Elements 1B, 1C, 3A, 3B, 4A and/or 4B will be administered (Section 97.511{d}). The announcement must also include the amount of the test fee--$5.40 per candidate at ARRL/VEC sessions during 1992--and where and how it is to be paid. The announcement may be made at any time prior to any VEC-coordinated session--the sooner the better! Any session, whether it was scheduled months in ad- vance or at the last minute, needs to be publicly an- nounced at least once. (This, of course, makes on-the-spot testing more convenient to do.) The ARRL/VEC policy is that we expect every test session to receive the proper exposure through the various forms of Amateur Radio media within the intended coverage area of the test session in addition to your registration of the session with us. Some examples of such media are: 1) verbal announcements at club meetings and training classes; 2) radio club newsletter announcements (every club newsletter editor can use and will welcome this kind of information); 3) on-the-air announcements, especially during nets and informal roundtables that are held on repeaters; 4) hand-posted announcements (fliers) that, with permission, may be placed on bulletin boards in local schools, supermarkets, electronics stores, churches, Boys' and Girls' Clubs, shopping malls, fraternal organizations, and YMCA/YWCAs; 5) news releases sent to local radio or TV stations (especially cable companies that have "`local' town access" channels) and to newspapers; 6) don't forget, local computer bulletin board systems give you access to a high-tech audience. If you have registered your session with us and have requested test materials, we may delay sending the materials immediately if the session is not to be held for many months. For teams that register well in advance, we will target this mailing to arrive at the Liaison's listed mailing address four to six weeks before the session. If your team plans to hold sessions on a regular schedule, such as monthly or quarterly, let us know what materials you would need specifying larger quantities than normal and which sessions these materials are to cover. The materials will be mailed to the designated VE Team Liaison, who can turn over the materials to future liaisons when they assume these duties for the team. This way, the number of mailings can be reduced. Request for Test Materials. So that we can ship test materials in a timely fashion, let the ARRL/VEC office know what test materials and what quantities you'll need at least 20 days before the session. The request form can also be used to order additional Form 610s and any other items you think you'll need. For your convenience, we have two ways in which materials can be requested. For periodic test sessions, the Test Session Registration/Request For Test Materials form is used to request examinations materials on a session-by-session basis. For field stocked teams, a special Re-Stock Materials Request form is distributed to stocked teams along with their stocks, or with subsequent stocked-team mailings. Whether you are field stocked or not, remember that if you need additional materials (eg, to replenish your field-stock) just send your request in on the form with your next session registration. Else, just drop us a note with your request. Although the request can be submitted by any team member, we recommend that the Team Liaison be responsible for sending it in. The two main reasons are: 1) it will reduce chances that a second request would mistakenly be submitted by another team member (it's happened many times); and 2) the Team Liaison is the one who will receive any test material shipments from the VEC office and he/she will need to know what materials and quantities to look for. What Information Is Needed? When completing a registration form, please list as many test session dates on the form as you like. Should the location or sponsor information differ with certain sessions, we would like those dates to be listed separately in conjunction with their associated information. If the sessions will be held at the same place each time, writing in all scheduled test dates on a single form is easiest. Using prepared forms to register sessions is helpful, but not essential. The essential information we need is: 1) date and time (local) of the session. 2) whether additional sittings will bee held with this session (e.g., hamfests or conventions). 3) will walk-ins be accepted. 4) name of sponsoring group. 5) test site address. 6) VE Team Contact Person's name, call sign (if any), mailing address and contact/information phone number. 7) VE Team Liaison's name, call, mailing address and day and night telephone numbers. 8) whether the team has been bulk stocked. 9) will the team be using ARRL/VEC exam software. 10) what number of exam booklets, Morse code tests, answer sheets and other materials are required for the session; would you like more than one exam version? For Morse code, do you wish to use the fill-in-the-blank or multiple choice format? 11) which express service will you be using to return your completed examination materials to us? USPS Express Mail, UPS, Federal Express or AirBorne Express. 12) will you need any other supplies for the examination? 610s, CSCEs, etc. 13) please list the names and especially call signs of those VEs who most likely will work the session. The information about the Contact Person will be given out over the telephone and will appear on computer-generated printouts of test session referrals; and will be submitted to the electronic BBS services (CompuServe, Prodigy, etc.). The Team Liaison will be sent the test materials and should have a mailing address (not a PO Box!) listed for reliable daytime UPS or US Mail. The VEs who are listed on the registration form are not committing themselves to serve, but rather are among those who are expected to work the session. Canceling a Session. The earlier you tell us that your session is canceled, the earlier we can remove the registration from the computerized listings that we distribute. No formal written cancellation is needed. This reduces the number of telephone calls that the team will get, and saves the expense of shipping test materials. If you are canceling a session, but plan to hold one in the future, let us know this as well. Where to Hold the Session Before It's Lined Up. Once your team has decided that there's sufficient need for holding a test session, a test site has to be selected and secured. The key to obtaining a location to hold your test session is to make the arrangements well in advance of the test date. Several locations in most towns are usually available at no charge to the team. We'll get to those shortly. How Long to Plan For. An important question when scheduling a test site is for how long to reserve it. The size of the session your team will be running will usually give you the answer. The average ARRL/VEC session tests 13 people and lasts about 3-1/2 hours. There have been less-than-typical-size sessions where the candidates whipped through the exams and everyone was gone within a couple of hours. Then there are the big ones--usually at larger hamfests or at conventions--that span two or three days. If your team is planning to administer exams to a larger number of candidates (such as 25 to 30), it may be advisable to split the session into two (or even three) sittings. You are not required to separate larger sessions into two or more sittings, so long as the VEs who are present can handle the overload. The improved ratio of candidates to examiners is offset somewhat by having to staff each sitting with a minimum complement of three VEs (Section 97.511{b}{c}), though the decision of how many sittings to run is left to the VE Team. Most teams that schedule two-sitting sessions stagger the sittings so that one is held in the morning and one in the afternoon. Popular times are 9 A.M. and 1 P.M. This way, the same VEs are usually available for both sessions, particularly useful when your VE Team is small. Suitable Test Sites. Most towns have at least one location where exams can be held without the VE Team having to pay rent. Some of these places might be local schools (either in classrooms or in the gymnasiums), churches, community centers, fire stations, corporate and hospital meeting rooms, office building cafeterias, and sometimes even banks, utility company lounges and libraries. Many towns have public buildings that are available for use at no cost. Contact the local town or city government to find out. Also, try the local Red Cross building and find out when they will be holding their weekend CPR courses. Frequently, Red Cross personnel will let you use another room on the same day(s), since their building will be open anyway. Likewise for the YMCA or YWCA; they seem to always have something going on during evenings and weekends. Another possibility would be trying the various fraternal organizations in town, such as the Elks, Lions, Masons, VFW and American Legion. These groups often have excellent meeting halls they may allow you to use. Since organizations must pay for the upkeep of their buildings, they may ask a modest rental fee. Before you walk away discouraged, search out your own club members; perhaps one of them is a member of one of these organizations who may be able to arrange for the use of the facility for free! Don't forget to tell them you are volunteers who are providing a public service to your community, and that the ARRL/VEC is a not-for-profit organization. Problems with Securing a Test Site. A lot of VE Teams are not "sponsored" by radio clubs. If your team is one of these, you may find a location that is ideal for holding a test session, but that is run by a group that will not allow you to use the site. The person with whom you discuss the arrangements may not be at all familiar with Amateur Radio and for some reason may think you want to install a radio station! Or perhaps the person just doesn't "loan out" the building to someone he/she doesn't know. If this happens, try getting the local radio club to act as sponsor even if none of the club's members will be participating with (or testing at) the session. It can't hurt--and frequently helps--to have some official-soun- ding name to lend credibility. Moreover, once the club finds itself involved indirectly, its officers and members may decide to get into the act themselves! Another problem that you may encounter after locating a great site is that, though the person you talk to would like to give you permission to use the place, he simply does not have the authority to offer its use. Since that is, of course, no one's fault, don't hesitate to speak to the next higher person on the administrative ladder, until either you get the needed permission or you exhaust all possibilities. Every so often, the owner of a building that may be suitable does not see any particular advantage to "loaning out" the site or otherwise hesitates to let your group use it. The easiest way to tackle this one is to find out what the owner's concerns are. Answer the owner's questions and satisfy his concerns, IF those concerns are reasonable. If you have real problems in locating a test site, contact us in the ARRL/VEC office; we may be able to come up with a few new suggestions or can provide a "letter of introduction" for you. Lastly, sometimes many teams just have to face the fact that a good room or hall isn't available for free. VE Teams may have to decide to rent a facility if it's the only viable option. Room rental is reimbursable as an out-of-pocket expense. Give Directions. Wherever your team holds its test session, be sure that both the examiners and the candi- dates will be able to find the location easily. They have enough on their minds on test day without having to worry about where the test site is. Rather than giving directions off the top of your head, put yourself in the candidate's place. Consider the possibility that the candidate may be from out of town and may never have been to your area before. Give out directions that are complete, yet easy to follow, just as you would want when you're visiting an unfamiliar area. The ARRL/VEC supplies its VE Teams with Confirmation of Appointment letters that have space on them for the teams to include additional information. The space can also be used for drawing simple maps for the candidates to use. Also, some VE Teams prepare and distribute their own maps when sending out information on their sessions. Test Materials The VEC office sends test materials, in the quantities ordered, only to the VE Team Liaison. We send our packages using various courier services, depending on how much lead time we are given. The more lead time that is provided, the more routine--and therefore less expensive--service can be used (see Table 3 for the system currently in use). Inventory the Materials First. The security of exam materials will always be the responsibility of the VE Team Liaison while they are in the team's possession. The liaison should immediately go through the materials when they arrive from the VEC office to ensure that the team has all the materials it needs in the right quantities. Should additional materials be needed, contact the ARRL/VEC office at 1-800-927-7583 as soon as possible so we can ship the extra materials in time for your session. Some VEs believe that they would be compromising the system if they opened the package of test materials before Test Day. Not at all! Please don't wait until the last minute to go through the materials. Finding out only then that you have a problem leaves us no time to correct it. Lead Time We Will Ship Via: 30 days or more UPS Brown or First-Class Mail (unless otherwise specified) 21 to 30 days UPS Brown Label 14 to 20 days AirBorne Express, UPS Blue or First-Class Mail 7 to 13 days AirBorne Express, UPS Blue, USPS Express Mail or Federal Express (second day) 3 to 6 days AirBorne Express, UPS Red, USPS Express Mail or Federal Express 1 to 4 days AirBorne Express, UPS Red or Federal Express (all overnight) Quantities. Since the ARRL/VEC's first exam session in September 1984, our VEs have administered exams to over 192,000 candidates. Most of the applicants who test under the ARRL/VEC take a code-element exam. Also, nearly all take at least one written-element exam. Table 4 illustrates the relative demand of each element. Table 4 *Element 3 was separated into Elements 3A (for Technician class) and 3B (for General class) on March 21, 1987. Element 3 percentage is based upon pre-3/21/87 statistics. Based on these numbers, an ARRL/VEC session of average size (13 candidates) should have on hand the following quantities of test elements (including spares): Table 5 Element Quantity 1A 5 1B 10 1C 5 2 10 3A 15 3B 10 4A 5 4B 5 These numbers should be used only as a guide. We don't intend them to restrict you in any way. Modify them to suit your team's testing needs. (Additional Form 610s, CSCEs Confirmation of Appointment letters and Candidate Rosters are also available.) "Pad" the order as needed if you believe it appropriate, especially if you expect a larger-than-normal walk-in turnout; or expect several recent instructional class graduates to show up for Novice, Technician, or other levels. Be sure to order enough 610s and CSCEs. Please be reasonable in requesting the materials, though, since we supply materials to over 200 different test sites every month. Photocopying Exams When You've Run Out. Often times, it is difficult for teams to estimate what quantities of exam elements will be needed for an upcoming test session. When teams do run low, or out, of test materials, VE Teams may certainly photocopy written test booklets, Morse code exams, answer sheets, etc., to meet the immediate needs of the test session. After the test session, unless the team is field stocked, all used and unused test materials are to be returned to the VEC, including all leftover photocopies. Remember that 610s may not be printed or copied on white paper; and ARRL/VEC CSCEs may not be copied (since they are a three-part NCR carbon form). Therefore, order an ample amount of 610s and CSCEs for your use. Making Your Own Exams. The FCC Rules stipulate the requirements for creating written and Morse code examinations. Certain parameters must be maintained when creating either type of examination as specified in Section 97.503 and 97.507 of the rules. The ARRL/VEC permits its' VEs to make their own examinations if they so choose. To make exam assembly easier, however, we do provide VEs with computer software which extremely simplifies this task. For Morse code exam creation, however, the job is a bit more difficult. Especially in regard to creating multiple-choice format question sets. Our pre-recorded Morse code exam audio cassette tapes can be obtained and used by VE Teams if they so choose. For those who wish to let the computer do the work, software is available from the VEC. This software will create fill-in-the-blank question sets, but doesn't address the multiple-choice format, however. Should you choose to create your own Morse code exams and/or multiple-choice format question sets, we recommend that you use the following guidelines (as they are what we follow in creating our exams here at HQ): 1. Precede each exam message with one minute of practice at that prescribed speed. Messages should use the Farnsworth method of character speed and spacing with the following standards: 5 WPM exam (character speed at 18 WPM); 13 WPM exam (character speed of 18 WPM), and; 20 WPM exam (character speed at 20 WPM). If special messages for non-handicapped/- disabled applicants require different speeds/spacings, please by all means feel free to meet those applicants needs (maintaining the minimum 5, 13 and 20 WPM requirements). Of course, handicapped/disabled applicants who require an accommodated examination procedure--including pauses, where warranted--must be provided those accommodations as needed. 2. The Morse code message content should follow a normal "ragchew" QSO. The test should be kept as close to the 5 minute minimum as possible (typically with a 5 WPM text, however, it's difficult to keep the message under 7 minutes). The message should not be overly abbreviated--especially at 5 WPM. Where possible, spell out all text (i.e., full City and State names). Keep "Q" signals to a minimum; RST, however, is okay. 3. Be sure that all FCC-required characters are used. They include: the complete alphabet; numbers -9; period, comma, question mark, slash mark (/) or , and prosigns , and . We typically end our VEC created Morse code exam messages with " ", even though normal QSOs would not necessarily follow this protocol due to back and forth exchanges. 4. Of the ten questions, no more than three of them should be completely numerical (excluding call signs). 5. Punctuation or procedural signals should not be part of a correct answer, nor should the six "V"s in the preamble. 6. Abbreviations should not be part of a correct answer. Furthermore, answers should be one complete word--spelled out. 7. The answers chosen should not require overwhelming spelling skills. City and State names should be of familiar nature. A City name like "Chicoutimi" is too obscure, while "Albuquerque" and "Phoenix" are overly difficult to spell. 8. Answering a question correctly should not be a question of comprehension or of Amateur Radio operating procedures, but should strictly test code-copying ability. Therefore, the message text and questions should be phrased in as straightforward a manner as possible. 9. Any determination of the fairness of a test should be made from the perspective of an applicant who has on-the-air operating experience. Any doubt as to the fairness or appropriateness of the message text (or a question) should be resolved in the favor of the applicant. For example, if a question asks the transmitting station's brand of transceiver and the text of the message makes no reference to a transceiver, then the applicant should be given credit for the question. 10. On multiple-choice format question sets, three distractors and one correct answer should be provided. If a question asking the State of the sending station is asked, the sending station's call sign should not be asked as a question in that exam (while the receiving station's call--hopefully in a different call area--is fine). If the sending station's call sign were included, the call area designator of the call sign might give away the correct answer to the State question. Also, call signs in distractors should all use the same number(s)-only changing the alphabetical characters. When choosing City names, those names common to more than one state are preferred. Exam Fees FCC Sets the Limit. The FCC has established the maximum test fee allowable during any 1992 VEC-coordinated examination session (Technician or higher) at $5.44. Although VECs are not required to charge any fee, if they do charge, all of their test candidates must be charged the same amount at all sessions throughout the year. Also, no VEC may charge more than that ceiling during 1992. Only the FCC can modify the test fee ceiling (Section 97.527{b}). They announce the adjustment soon after the government's fiscal year begins on October 1. The increase, which is based on the Consumer Price Index (CPI) for the previous fiscal year, takes effect the following January 1--and remains in force for the entire calendar year. There is no charge to candidates who take only elements to qualify for the Novice class. Individuals wishing to upgrade from codeless Technician to Technician with HF privileges must pay a test fee (even if Element 1A is taken). The reason that this is permissible is that the applicant is upgrading above the level of Novice--and only Novice license applicants are exempt. An examination fee is also charged to applicants for Morse code exemptions who present VEs with an upgrade application but already have the necessary written-element credit(s) toward an upgrade. Since you, and we at the VEC, will incur postage costs and perhaps duplication costs in handling this paperwork, charging a fee is justified--and is permitted by the FCC. Whether licensed or not, any person who takes Elements 1B, 1C, 3A, 3B, 4A and 4B is required to pay the test fee. ARRL/VEC Test Fee During 1992, the ARRL/VEC charges $5.40 (non-refundable) per candidate, per session. Candidates appearing for our exams should make out a personal check or money order, payable to the "ARRL/VEC," or as to whomever your team specifies. Candidates who preregister for an examination, but do not show, will not be given a refund of their fee paid. After all, both you and we have expended resources in preparing for their attendance. Candidates who have preregistered--who have paid their test fee in advance--and do show up but cannot be served for whatever reason(s), should be refunded their preregistration test fee. This scenario shouldn't be allowed to happen, however. Teams must strive to always serve all preregistered candidates. Retaining A Portion of the Fees. Since mid-1984, the FCC has permitted VEs and VECs to collect test fees in order to offset expenses incurred in operating the volunteer examining program. Until recently, however, the ARRL/VEC required that those fees be returned directly to the VEC--the VEC would then reimburse the VEs. Even though this had been the ARRL/VEC policy over the past six years, VEs had continued to request that they be able to be directly reimbursed for their necessary and prudent expenses--a policy which other VECs did endorse. After consideration of these and other factors, we too decided to give it a try. Necessary and Prudent Expenses. In setting up and conducting tests sessions, VEs do usually have some out-of-pocket expenses. Expenses like toll calls, postage, photocopying, stationery (pens, pencils, erasers, paper, staples/stapler, etc.), room/site rental and publicity/advertising. All of these expenses--so long as they were necessary and prudent-may be directly reimbursed by the VE Team. There can also be other expenses which in our opinion may qualify for reimbursement, such as: obtaining or replacing cassette recorders (don't forget batteries if applicable); assembling or maintaining a Morse code audio (or other medium) distribution system using headphones; materials to accommodate handicapped/disabled individuals such as vibrating surfaces, flashing lights, etc.; unusual travel expenses (like traveling to the residence of a handicapped individual) at the actual fuel cost--or at a mileage rate of $0.275/mile (watch VE Express for any changes to this mileage amount), tolls, etc.; necessary computer software/hardware; and basic refreshments for the session. We recognize that some of you may not agree that all of the above are necessary and/or prudent, however, the specific judgment as to what is (or is not) acceptable is your call to make. When VEs contact the VEC to inquire about what expenses we consider reimbursable, our opinion will indicate that all of the above items are acceptable. Retaining the fee and determining how much to withhold (up to $4 maximum) is decided by the VE Team. In order to do so, the team must document the expenses which they have incurred, or estimate what they will incur, in conducting their test session(s). The FCC indicates (Section 97.527{e}) that expense and reimbursement records must be retained by each VE and each VEC for three years, and must be made available to the FCC upon request. So, documentation of expenses is necessary. Please keep your receipts. The VE Team may retain a minimal amount of the test fee above and beyond the session expenses if some more-costly future expenses are expected. Those goals, however, should be well documented--and once the item(s) have been expended out of the account, the balance should be reduced back to the minimal amount necessary to meet the teams ongoing publicity or session set-up needs. Left-over funds must always be returned to the VEC if no future goals or ongoing costs exist. How to (and where to) deposit the money. VE Teams may open their own bank accounts to maintain income and expenses for their team. The account should be one that is free of monthly checking or maintenance charges--since the cash flow through the account should be the minimum necessary to meet the team's needs. If a team chooses, we believe that the team funds may be retained within a checking account established for other purposes as long as all parties involved (and those with account signature privileges) have a clear understanding that the funds ear-marked for VEC Test Session activities must remain untouched--except for meeting the VE Team's purposes. Again, those funds cannot be spent on educational or on other non test-session needs; and they may not be collected or retained for non-examination purposes. VE Teams may endorse and deposit checks written out to the ARRL/VEC if they wish. Our only recommendation for depositing of those checks is that your endorsement include the City and State of the test site. For example, the endorsement can read: For Deposit Only! ARRL/VEC VE Team Anytown, Anystate In this way, if a candidate should contact the VEC indicating that the check was deposited, we can determine from the check endorsement where it was deposited--if not done so in Newington, CT. Dissolving a VE Team and Dispersing Team Equipment. If your team acquires a large collection of team-owned equipment and materials (e.g., headphone distribution system, audio cassette players, stationery, computer software/hardware, etc.), if--for whatever reasons--the team dissolves, it is the team's decision as to what will be done with it. Some worthwhile causes which team-owned equipment could be disbursed to includes: other VE teams; a club or other sponsoring organization; class- es/instructors or other similar groups; schools; libraries; etc. The point here being that the team should determine how to disburse the group's assets and to whom. And, as mentioned above, any monetary assets must be returned to ARRL/VEC. Test Fee Certification. Every VEC that charges for its exams is required to certify in writing to the FCC that, during the year being reported, all expenses for which reimbursement was obtained were necessarily and prudently incurred. This statement must be submitted no later than January 31 of the year following that which the VEC is reporting (Section 97.527{d}). Similarly, if volunteer examiners retain any portion of the fees collected, they too are required to certify to their VEC no later than January 15 of the following year that the portion of the test fees they retained was used only to cover expenses necessarily and prudently incurred during the preparation or administration of examinations. Examiners are also required to retain their own cost recoupment records for three years (Section 97.527{f}). A VEC must disaccredit any VE who does not comply with this requirement, and to report such action to the FCC (Section 97.527{g}). In meeting the FCCs end-of-year certification requirement the ARRL has ensured that the process has been kept simple through the use of our Test Session Report form (see Chapter 6 and Appendix A) which requires the signatures of all VEs who participated at the session. That form, on the front side at the bottom, makes the certification for you in real time at each session where fees are retained by the team when all three VE Team members sign the back of the form. The certification made by the VEs, as stated on bottom/front of the form, reads: "Each of the administering VEs and other participating VEs must sign their names on the back of this form. By doing so, each of these VEs certifies that the reimbursements retained (as indicated above) were necessarily and prudently incurred." The "(as indicated above)" quotation is in reference to the Test Fee Summary as found on the front of the Test Session Report form. Teams who do not retain any of the test fee at their sessions do not need to sign the Test Session Report form--but must still complete it so that the administering VEs who participated in the test session are given the appropriate activity credit. The ARRL/VEC will attach the original of each of these Test Session Report forms to our VEC certification which must be submitted to the FCC by January 31 of the following year. It's Show Time So what's with all the text if we said in the beginning of this chapter that there were only two prime ingredients needed for holding a licensing exam session? Well, the operative word there was "prime." It should be obvious after reading this chapter that you have a lot to think about before the doors swing open and your candidates come tumbling in. But, at least you will now have a realistic idea as to what goes on beforehand. __________________________________________________________ 1 See FCC Rules Section 97.515(d). __________________________________________________________ 2 FCC Rules Section 97.511(d) requires the administer VEs to make a public announcement of the examination prior administering the examination. Chapter 4 Keeping Track of It All! Using Forms to Your Advantage o other VEC handles the volume of business that the ARRL/VEC does. During April 1991, our VEs administered 8,060 exam elements to 4,773 candidates. Since this was one of our busiest months ever, we can appreciate even more the work conducted by our teams which kept the detailed information, on all those elements and the candidates that took them, straight. To minimize the confusion, we supply forms for the benefit of our examiners so that their jobs as VEs will be a bit easier. That's why all of our VEs need to become familiar with the paperwork involved with the ARRL/VEC program. This chapter explains how to use the ARRL/VEC's different forms properly (except for the Form 610) to make your job easier. Samples of each form are includ- ed in the Appendix for your VE Team to use. Form 610 Deferment. Although a simple form in nature, the Form 610 (Application for Amateur Radio Station and/or Operator License) has caused many a case of heartburn. Since there are so many uses for and methods of handling the Form 610, it will be dealt with by itself in Chapter 5. Let Us Know What's Needed The key to conducting a session with minimal hassles lies in preparation. Chapter 3 outlines the basic information that you'll need to get things rolling. Session Registration/Request for Test Materials. (See sample form in Figure 1 and in the Appendix). The ARRL/VEC uses one form both to register an upcoming session and to define what test materials the VE Team needs to conduct the session. Here's a quick walk-through. Item 1--Test date and start-up time: List the session date(s), plus the local time that the session is scheduled to start. Item 2--Most sessions will have only one sitting, but the team may decide that two or more are needed. Multiple-sitting sessions are most often held in conjunction with hamfests and conventions, e.g. the Dayton HamVention. Item 3--Whether walk-in candidates will be accepted at the session is entirely up to the VE Team. Some teams require all applicants to preregister; some take both preregistrations and walk-ins, while still other teams prefer to handle all candidates as walk-ins. Item 4--Indicate the name of the sponsor (or the sponsoring group) of the session. If there is no sponsor, write in "unsponsored." Figure 1 - Sample Session Registration/Request For Test Materials form (front / back) Item 5--Please provide the actual location of the session. Although this is not essential for the registration, including the information at this point helps when applicants request referrals to upcoming sessions. With an incomplete address, the VE Team Contact person (see Item 6) may receive more requests for information than are really necessary. Item 6--Indicate who will be the primary information source for the VE Team. Inquiries directed to the VE Team Contact Person are usually for test dates, times, walk-in info, talk-in frequencies, and other public information. The Contact Person does not have to be a ham, nor an accredited VE, but he or she may be if the team so chooses. A telephone number should be specified for contact information (directions to the test site, etc.) that will best meet the needs of candidates-- most often an evening-accessible number. Item 7--The VE Team Liaison must be a VE who is accredited with the ARRL/VEC. The Liaison is the only person who will receive test materials on behalf of the VE Team. If the VE Team will administer Elements 1B, 1C, 3B, 4A and/or 4B, the VE Team Liaison must hold the Amateur Extra class license. Do not appoint or elect someone as Liaison for a session if any of his or her relatives will test at that session. Item 8--If the VE Team is already participating in the ARRL/VEC's field-stocking program (see Chapter 3), check the "yes" box. If the VE Team has our computer-software package, please check the appropriate box. Item 9--If the VE Team will be using the exam software exclusively, check the "yes" box. Item 10--If you are not already field stocked, tell us what test materials your VE Team will need for the session. The number that is placed on each element's blank line will be the number of copies of the test that will be sent. Many sessions accommodate very few applicants, and it is not unusual for only one or two exams of any given element to be administered. Therefore, if your VE Team requests only one (for example) Element 1A exam, they will be sent the Element 1A tape but one Element 1A quiz. Please take care when ordering the materials, so that supplementary shipments will not have to be made just before the session date. If you are field stocked, and require additional materials to supplement your stock, please indicate your needs here, or on our Re-Stock Materials Request form, or on a separate request. Also, if you would like to receive a second version of the elements you've requested, please check the appropriate box. Be sure to specify which Morse code examination format you would like to use; i.e., fill-in-the-blank or multiple choice. Item 11--Indicate the express "overnight" shipping service you wish to use in returning your examination packages to us at the VEC. Item 12--Similar to Item 10 above, tell us if you need additional Form 610 applications, candidate rosters, session registration/request for test materials, confirma- tion of appointment letters, CSCEs or any other item(s). If nothing is indicated, we will assume that you have all additional materials that you need. If you wish to receive our computer software, please check the applicable box. Item 13--Please tell us the call signs and names of those who are expected to work the session as VEs. This will enable us to verify that the VEs who administer tests at your session are duly accredited. Include those persons who have applied for but not received their credentials. Candidate Roster (see sample form Figure 2 and see Appendix). We provide a two-ply, no-carbon-required (NCR) form for VE Teams to use for specifying what element(s) each candidate took, which were passed or failed, and what upgrades (if any) were earned. One roster sheet will accommodate up to 15 candidates. Each page of the roster is color coded since each page has a different, though similar, purpose. The top (white) copy is labeled "VEC's PERMANENT RECORD" and is the copy that the VE Team completes and returns to the VEC office with the completed session results. All entries made before, during or after the session are written on this top page, with the second page aligned underneath so that the information will be imprinted onto it. When making entries on the top page, please ensure that information does indeed carry through to the second copy. The second (yellow) copy is marked "VE TEAM's PERMANENT RECORD." This page is for the VE Team to retain in its records; the VE Team Liaison will hold on to it. It is extremely important that your VE Team completes the roster accurately. If your test materials and Form 610s that are sent back to the VEC office don't make it to us (this has happened several times), we will have to reconstruct the session using your VE Team's records! If your team does not retain this very important roster, you could cost some applicant a hard-earned upgrade! Using the Roster. Some teams use the roster to tell them how the session is going at any point and how many candidates are still testing. Also, some teams have devised their own "flow control" systems for use at their sessions. This is fine as long as they also complete the roster and provide the VEC office with the finished top copy. If your team has a computerized system which provides a report listing all of the VEC required information, please share a copy with us for review. We may be able to accept it for use in place of our standard form. Figure 2 - Sample Candidate Roster form Indicate at the top of the roster the location (city and state) of the session, the test date and the sponsor (or sponsoring group) of the session. Print the name and call sign (if any) of each candidate who tests at your session; use more rosters as needed. Be sure to indicate whether the candidate paid a test fee. "LICENSE CLASS BEFORE TEST"--Place a single letter in the box to indicate which license class the candidate holds when he or she comes to the session, e.g. "N" for Novice, "T" for codeless Technician, "T w/HF" or "T+" for Technicians who have passed a Morse code exam (or hold a license which includes a Morse code requirement), "G" for General, "A" for Advanced, and "E" for Extra. For candidate-roster purposes, a licensee who also holds a CSCE that upgrades his/her license should be indicated on the roster indicating the current class of license held, and then any element credit held by presenting the CSCE(s) by inserting a "C" in the applicable box. To be given such credit, however, the applicant must show the VE Team the actual license and CSCE(s) that document the upgrade. (Credit must be evidenced by an original CSCE only, a photocopied document is not to be honored.) For example, a General class licensee who has also passed the Advanced class test may upgrade to Amateur Extra at your session if he or she presents your team with the actual original General class ticket plus the Advanced class CSCE. (The CSCE must indicate credit for Element 4A.) An examinee is required to present both a photocopy and his or her original FCC-issued license. In cases where an applicant presents only a CSCE and cannot produce his or her current amateur license, the applicant may take the requested exams. However, upon passing, the applicant should be given a CSCE that is marked only for credit for the element(s) passed at the session, not for upgrade credit. The upgrade paperwork will have to be worked out between the candidate and the VEC (with the candidate supplying proof of possessing a FCC-issued license) after the session. "ELEMENTS TAKEN"--Indicate how the candidate fared on the element(s) by placing either a "P" (passed), "F" (failed), "C" (CSCE credit) or "H" (Morse code exemption/Handicap credit) under each box as appropriate. Boxes for elements not taken should be left blank. "LICENSE CLASS EARNED"--Place a single letter in the box to indicate the highest class of license class that the candidate earned at the session, based on 1) the element(s) passed during the session, and 2) the actual license and CSCE documents that the applicant showed the VE Team at the beginning of the session. Again, use the following identifier codes: "N" for Novice; "T" for codeless Technician; "T w/HF or "T+" for Technicians who have passed a Morse code exam-- or who are upgrading from Novice, "G" for General, "A" for Advanced; and "E" for Extra. Leave the box blank or put a dash in the box if the applicant did not upgrade at the session. (Except for Novice applications involving the administration of Elements 1B or 1C, be sure to send any 610s {indicating Element 1A and 2 credit} for Novice licenses directly to the FCC and not to the VEC office. VEs may indicate Element 1A credit in lieu of 1B or 1C so that the 610 may be sent directly to the FCC. Since the FCC indicates that higher speed Morse code proficiency supersedes that of lower speeds, someone who passes 13 or 20 WPM may certainly be credited for 5 WPM. VEs should make an appropriate notation in their session files if they make this adjustment. The applicant should receive the appropriate Element 1B or 1C CSCE, however (see also Chapter 5). Older Rosters. Some VE Teams still have copies of the now-obsolete "monster" Candidate Roster that the ARRL/VEC employed until 1988. The roster design now in use is much simpler to use, requiring only information that is essential to the applicant's record. If your team still has any of this style roster, you may use it, of course. However, follow the guide in the preceding paragraphs when completing the roster; leave the other columns blank or complete them, at your discretion. Test Session Report (see sample form in Figure 3 and in Appendix) Gauging the Session's Output. Many times, VEs don't realize the number of candidates that came through the exam room doors. Moreover, sessions can progress so quickly that it becomes impossible for anyone to keep a mental count of how the candidates are doing on each test. The Test Session Report form is a summary that tells the VE Team the overall story of what went on at their session. More than satisfying simple curiosity, the summary serves as a tally sheet for elements passed compared to elements administered and the Form 610s that are submitted for processing. This information is also referred to the FCC for their use. Completing the Test Session Report Form. Complete the top portion of the report sheet (test site {city and state} and test date). Passed vs Failed. For each element, tally the number of exams passed and enter the numbers in the appropriate boxes in the "passed" row. Then, tally the number of exams failed for each element and enter those numbers in the appropriate boxes in the "failed" row. Finally, in each element column, add the number passed and the number failed and enter this total in the appropriate box of the "total" row. At the right side of this area on the summary is another column marked "TOTAL." In this column, the sum of the exams passed (adding left to right) is indicated on the first line, the sum of the exams failed is entered on the second line, and, finally, the sum of all column totals is entered on the third line. One easy way to verify that all exams, regardless of whether they were passed or failed, are accounted for properly is to compare the sum of the column totals with the sum of the two rows for passed and failed exams. If the two sums are not the same, recheck your actual test results. Handicap Credit (shown as an "H" on the roster) should not be counter as either an examination element passed, or failed. Upgrades. In the first column marked "TECHNICIAN EARNED," enter the number of Form 610s which indicate that a codeless Technician class license was earned and that your VE Team is forwarding the application(s) to the VEC. This number also includes any 610s that the VEC will hold for pending license copies and the like. Then follow the same steps for the 610s for Technician w/HF, General, Advanced and Extra class licenses earned. Finally, add the five numbers to arrive at the total number of licenses earned from the session; indicate this number in the "TOTAL" column. As a final check before mailing the test results to the VEC, the number of 610s indicated in the "TOTAL" column MUST match the number of applications for Technician and higher class licenses that the team mails to the VEC. (Form 610s for Novice class that involved Elements 1A and 2 are to be mailed directly to the FCC.) Although applications for individuals who passed either Element 1B or 1C instead of 1A are to be sent to the VEC along with the test session results, they are not to be added in with the rest of the 610s indicated in the "TOTAL" column. Candidates Who Did Not Upgrade. This is the number of applicants who did not upgrade at the session. Candidates Who Earned A Novice. As mentioned above, Novice applications submitted directly to the FCC--and those submitted through the VEC (who passed Elements 1B or 1C)--are not considered upgrades on this form. Enter the number of successful Novice applications here. (Although testing for Novice licenses is not specifically provided for in the rules for the VE Program, there will occasionally be unlicensed applicants who apply for Technician {or higher} class licenses, but pass only Elements 1A and 2, thereby qualifying for Novice. These applicants should be included on this line.) Total Candidates Served. Indicate in this box the total number of candidates, regardless of what license classes are applied for, who attended the session. Test Fee Summary. Indicate in this box the number of applicants who tested at your session, excluding those applicants who took only Elements 1A and/or 2. (As some applicants come to VEC sessions with CSCE credit for either Element 1A or 2, they may come to your session to complete only 1A or 2--the remaining requirements for their initial tickets.) Test Fees Submitted. Multiply the number in the "Test Fee Summary" box by the 1992 ARRL/VEC test fee, $5.40. If your team is retaining a portion of the fee to directly offset out-of-pocket expenses that were necessarily and prudently incurred, enter the amount retained from each test fee in the applicable column (up to $4.00 per test fee collected). Then, lastly, multiply the number of test-fee paying applicants times the amount of test fee being forwarded (per test fee) to determine the amount of fees being forwarded to the ARRL/VEC. This should will be the total amount of test fees submitted with the session results. (The total should, of course, include any test fees submitted with earlier preregistration information.) Most applicants will pay by check or money order. Please do not send cash with the session results. If your team collects any cash at the session, please send a team check for the amount being forwarded to the VEC. See the example on the Test Session Report form for guidance. On The Back--Participating VE's List. Please have each of your administering VEs and other participating VEs sign their names and list their call signs legibly on the back of the Test Session Report form. The first line should list the signature of the Team Liaison. Include also those who assisted but who may not have actually signed 610s or CSCEs. VE Teams who do not retain a portion of the test fees are not required to sign this form. However, to avoid confusion, including signatures on each report submitted will avoid any future problems. Figure 3 - Sample Test Session Report form (front / back) Session Evaluation. On the back, please give us any comments or suggestions that you think may help us process the session to the FCC or improve the program overall. If any irregularities or problems were experienced in the administration of the test session please note them on this form. Of course, if something significantly out-of-the- ordinary took place at your session that may result in follow-up communications to other VEs or candidates, feel free to contact us at 1-800-927- 7583 to discuss the matter. Nevertheless, contrary to popular belief, we do read the session comments you return to us. "Formal" Wrap-up We have worked hard to simplify the necessary paperwork for our VEs to use, and we're pretty confident that what little we do require is as easy, if not easier, to work with than any other VEC's. We'd love to hear your comments whether you agree or disagree and any suggestions for further improvement. Chapter 5 The Power of the Form 610 Scope of the Form 610 The FCC Form 610, properly titled "Application for Amateur Radio Station and/or Operator License," asks the applicant for routine personal information. The 610 serves not only for license upgrades, but also for renewals and changes of name, mailing address and station location. This chapter explains how the Form 610 should be completed. (CSCEs are covered in Chapter 6.) This may be the most important chapter to this VE Manual because the Form 610 application represents the brand new license or upgrade earned by each candidate at your session. The FCC bases its licensing actions on the 610s you, the VE, properly complete and sign. The Candidate's Role Correct Version. Form 610 versions released June 1984 or later are the only 610s that the FCC will accept for any amateur license. Versions released before then will be returned by the FCC to the applicant without action, and the applicant will have to resubmit using a current version. There are presently six versions of Form 610 which are valid for use. Only four of them show release dates in the lower right corner of the 610. They are: June 1984, July 1985, March 19861, September 19872 and February 1990. The other version, virtually identical to the September 1987 form, was released in February 1987, but it does not show a release date. This form has an expiration date of 12/31/89 printed in the upper right-hand corner, however, as does the September 1987 one. All but the latest three versions will require some modifications to the form when it is filled out. The June 1984 version indicates an expiration date of 5/31/87, and both the July 1985 and March 1986 versions show an expiration date of 3/31/88. The FCC's Licensing Division has informed the ARRL/VEC, however, that they are continuing to accept these versions of the application. They will eventually issue a Public Notice of the cutoff date after which these versions may no longer be accepted. The 1984, '85 and '86 versions may still be used, although several modifications must be made to the applications before they are used for upgrading purposes. Because there are several modifications to be made, these Form 610s are best used for renewals of and/or modifications to amateur licenses, such as mailing address changes. The form released in February 1987 (not printed on the form), and the September 1987 released version, both of which show an expiration date of 12/31/89, require no modifications to be used in the VE Program, nor does the February 1990 form (which carries an expiration date of 12/31/92). Availability. The ARRL/VEC supplies all of our VE Teams with the February 1990 (12/31/92 expiration date) version for their sessions. If a candidate submits an otherwise valid Form 610, it should be accepted and any required changes (described below) can be made to the application as appropriate. Additional 610 Forms may be obtained from ARRL HQ or from the FCC in Gettysburg, PA. The FCC will supply minimal quantities up to 200 from the FCC's Licensing Facility; FCC, 1270 Fairfield Rd, Gettysburg, PA 17325-7245. Larger quantities may be requested directly by calling 202-632-3676 and leaving your request on the answering machine. Request will be fulfilled and mailed within three working days via first- class mail (except for large bulk orders which may be mailed via third-class mail). You may also request 610 forms by writing to Federal Communications Commission, Forms Distribution Center, 2803 52nd Ave, Hyattsville, MD 20781. When writing, please note on your letter the FCC form # (Form 610, of course) and the quantity you are requesting; and include your full mailing address with your request. A peelable, self-adhesive, return address label would help expedite your supplies. (The FCC indicates that a special postcard is normally used to request these supplies from their Forms Distribution Center; the postcard is referenced as FCC Form 207). Reproducing 610 Forms. The FCC has stated that Form 610s may be reproduced privately "as long as your copies are exact duplicates of the FCC form, including paper size, weight, color (mandatory that it be ivory/buff--ED), etc." This directive prohibits your using any 610 that has been photocopied (commonly onto white paper--taboo!). VE Teams should request candidates to complete a fresh Form 610 if the team believes it to be necessary. However, no candidate should have to complete more than two 610s--do offer assistance to those who need it--don't simply tell them it's wrong, and to do it over again and again. A well known radio school reproduces its own 610s with the school's logo on the front of the application. Also, at least one VEC includes its logo in several places on the Form 610. These modified 610s are technically illegal because of such unauthorized advertising. The FCC has rejected some of these applications. VE Teams in the ARRL/VEC program should not accept such modified 610s--instead, have the examinee complete the 610 form which you are providing. Making Corrections to 610 Forms. Errors or changes to information on a candidate's application must be corrected before the form is sent to the FCC in Gettysburg. Changes should be made by drawing a single line through the information being changed, writing the new information above it and initialing each change. Most VE Teams review 610s for accuracy and completeness before the session begins. Ideally, the applicant should make any changes, but the responsibility falls upon the VE Team and then on the VEC if the candidate doesn't make the changes. The FCC will return any Form 610 to the coordinating VEC, or the applicant that submitted it, if errors are found. To err is human, but to forgive is not incumbent on the FCC. Completing the Form 610 The ARRL/VEC and most other VECs are using the February 1990 version (showing a 12/31/92 expiration date) of the Form 610. The following information describes how to complete this version. Where the information that is given can be applied to all acceptable versions, we've marked the explanation with an asterisk (*). Samples of the 1984, '85 and '90 versions of the 610 are shown herein. The March 1986 and September 1987/1989 versions have been omitted because they are nearly identical to their 1985/1990 counterparts which they updated. Four Parts. There are four primary parts to the Form 610: Administering VE's Report (called Volunteer Examiner Team Report on previous versions); Section I (applicant's info); Section II-A (VE certification for Novice class license exams {Elements 1A and 2 only}), and; Section II-B (VE certification for Technician and higher class license exams). Administering VE's Report. Item A*--In the box labeled "Class:," indicate the class of license currently held by the applicant by circling the alphabetical character corresponding to the class of license held--the same class of license (original or photocopy) that is attached atop the back of the 610 (if the examinee is not licensed, write "NONE"); on earlier versions write Form 610 - February 1990 version (virtually identical to the September 1987 and February 1987 versions) Form 610 - July 1985 version (virtually identical to the March 1986 version) Form 610 - June 1984 version in the class of license (i.e., GENERAL, etc.). Also, place check marks in the appropriate boxes at the right to show for which elements the candidate is credited by virtue of holding the license. The capital letters in parentheses, "(NT)," "(GA)," etc., are there to assist the VEs to ensure that only the correct examination elements are checked. Only one code element is to be checked; for example, if Element 1B is checked, do not check 1A as well. For Technician licensees with a license begin date after 2/14/91, simply check Elements 2 and 3A. For Morse code exemption applicants who present the correctly-completed Physician's Certification of Disability and Patient's Release form (see Appendix) for Element 1C credit, be sure that the applicant has passed an initial Morse code examination by either checking the Element 1A box (if you can verify that a previous license--or earlier license date {or Novice license} validates it), or by presentation of a CSCE for Morse code credit is presented {feel free to defer any CSCE verifications to the VEC if you are not sure that all requirements have been met}). Note! Presentation at an examination session of an FCC-issued Commercial Radiotelegraph license either unexpired, (or expired less than 5 years) gives credit for Element 1C. Please forward a copy to the VEC. Item B--List the date of issue for each element for which the candidate possesses CSCE credit that will be applied toward the desired upgrade. Elements that are not required for the license class earned do not have to be shown. For example, if a Technician class licensee also holds CSCE credit for Elements 3B, 4A and 4B and passes Element 1B at the session, the box for Element 4B may be left blank as the candidate is upgraded to Advanced class and not to Extra. Handicap credit is shown as an "H" in Element 1C. Also, if an applicant provides your team with a license (or expired CSCE) dated before March 21, 1987 for Element 3 credit, indicate this credit on Line B under the Element 3B box. Applicants who passed the now-obsolete Element 3 exam, but whose Technician-class ticket is dated on or after March 21, 1987, are still eligible for Element 3B credit so long as they provide the administering VE Team with the actual CSCE or license. Item C--The candidate must present the actual Radiotelegraph license original (with a photocopy) to the VE Team, who will return the original to the licensee after reviewing it for authenticity. The Radiotelegraph license must be currently valid or have been valid within the past five years prior to the exam date (Section 97.505{a}[4]). Write the number of the license in the box marked "Number," and then write the license's expiration date in the box under Element 1C. The license number, located in the upper right-hand corner of the license, will begin with T1, T2 or T3 (indicating the class of license), be followed by "HQ," and will close out with a sequentially issued three- or four-digit serial number, e.g. T2-HQ-5983. No code credit is to be given if the candidate cannot produce the original license. Also, the Radiotelephone license does not convey to its holder any element credit toward amateur licenses. Item D--Place a check in the appropriate box(es) to indicate which element(s) the candidate passed at the session. These elements also should be indicated on the CSCE that is issued to the candidate. On 610s that are for Novice class, be sure to check Boxes 1A (or 1B or 1C, if appropriate) and 2. Although not the case in the past, the FCC now requires that the Administering VEs' Report be filled out completely, including Line D. (Refer to the wording in Section II-A's VE Certification.) This is now required even if the Novice elements are administered under non-VEC conditions. Items E, E1 and E2--If the applicant did not earn a license or an upgrade at the session, the "None" box in Item E is to be checked. Also, return the application to the candidate (Section 97.509{g}). Check the box marked E1 if the applicant qualifies for Novice. If the applicant qualified for a Novice class license by passing Elements 1A and 2 (or if you've checked box 1A in lieu of 1B or 1C for application purposes), have the two administering VEs sign the back of the 610 in Section II-A (at the top), and forward the 610 directly to the FCC's Gettysburg office (1270 Fairfield Rd, Gettysburg, PA 17325-7245). (Do not send the application to the VEC.) If the applicant qualified for the Novice ticket by passing either Element 1B or 1C (13- or 20-WPM code, respectively) plus Element 2, and if the VEs have chosen not to check box 1A in lieu of box 1B or 1C, the three administering VEs must sign the back of the 610 in Section II-B (at the bottom). Forward this 610 along with the rest of the test materials to the VEC, even though the application is for Novice. Sending this application directly to the FCC will result in the 610 being returned to the VEC without action. The VEC must then refile it. Similarly, if only two VEs sign a 610 for Novice that involves either Elements 1B or 1C, the 610 will have to be returned for the third VE's signature. (Again, the three VEs' signatures must be in Section II-B.) Remember, those awaiting their initial license do not appreciate unnecessary delays. Issue the candidate a CSCE that shows credit for the element(s) passed. This CSCE can be used in lieu of the photocopied 610 that would normally be provided the candidate, and it's certainly a lot more convenient! He or she can use the CSCE to test for higher classes of license before his or her Novice ticket arrives. Item F*--For all of our sessions, write in "ARRL/VEC." Do not write the name or call sign of the VEs or of the sponsoring group. Item G*--Write in only the city and state where the session was held. Please completely spell out the city name. (Do not enter the specific street address or location.) Item H*--Write in the date of the session; use local time (the FCC prefers the date to be in the MM/DD/YY format). Item I--Leave blank; this is for VEC/FCC use only. Section I--The Candidate's Portion. Item 1--Any Form 610 that is submitted to the FCC to upgrade an already existing license must have that license (or a photocopy of it) attached to the application. The FCC will return any upgrade 610 that does not have the appropriate and current FCC license attached. The license (or photocopy) should be affixed to the top of the back of the 610, facing out, using staples (if a stapler is not readily available then paper clips are encouraged). CSCEs, of course, serve to validate applicants' temporary operating privileges, and to verify the applicants' element credit at future sessions. The FCC will not accept the CSCE for subsequent credit, however, even when it is attached to the application along with the license that was upgraded by the certificate. The ticket itself (or copy) is required before the FCC will process the upgrade. For example the FCC will not accept for credit a Technician class license and CSCE upgrading it to General attached to the back of a 610 for upgrade to Advanced class. The FCC will only accept the General class ticket or photocopy thereof (see our special "Notice To Upgraders With Pending Licenses" letter in the Appendix). Candidates whose licenses are lost or were stolen may be examined at your test session at the discretion of the VE Team. Because the FCC requires the VEs to compare the original FCC license against any photocopy presented to ensure that neither have been altered, however, the VEs may choose not to examine an applicant. If the team chooses to examine a candidate, however, the team must be able to clearly identify the examinee utilizing a photo-ID, or other means of clear identification. As a result, it will be necessary for the VEC to conduct the necessary document verification after the completed test session has been forwarded to us. The VEC must ensure that the necessary license copy (or original) has been attached to the 610 form. If the applicant has lost his/her license, the FCC now requires that a replacement document be obtained before any new upgrade application is submitted. In order to obtain a replacement license, the applicant must write the FCC (1270 Fairfield Rd, Gettysburg, PA 17325-7245) and request a replacement license-- indicating why the replacement is requested. To reduce the upgrade delay, however, the applicant is encouraged to request a Verification Of License Letter, Form 1010-B from the FCC by calling them at (717) 337-1212. The Form 1010-B verification letter may be attached to the Form 610 upgrade application, and is a legally binding license document. Item 2--The applicant should check the appropriate boxes, but must also fill in any information that is called for on the 610. Box 2A*--Since this is only for renewing a license that is about to expire and not for any other modifications to an existing ticket, this box is not of direct concern in the VE Program. When used for upgrades, the "expiration date" box to the right of the arrow should NOT be filled in (unless the license copy attached has expired but is within the FCC's grace period). Box 2B*--Similar to Box 2A, this one is also of little concern to administering VEs. It should be checked only by those who wish to renew a license that has been expired for less than two years for a 10-year license (or expired less than five years for a five-year term license). With the grace period for ten-year licenses being two years, the first 10-year license will reach the limit of its grace period on 12/14/95 (12/14/93 plus two years). On that date, all privileges are lost and reinstatement requests will not be honored. The grace period for the five-year license is five years. If a reinstatement request for a five-year license is received by the FCC and the license has been expired for less than two years, the license will be reinstated with the original call sign and license class held prior to its expiration. If the reinstatement request is received beyond two years after the expiration date, then the FCC call sign will not be reinstated--but instead the reinstatement request will be honored with the assignment of a new FCC-issued call sign (sequentially issued from the applicable call-sign block for that persons license class and call area) based upon the license class held at expiration. The expiration date of the last five-year license will be reached on 12/13/93- -since the last five-year license was renewed on 12/13/83 and expired on 12/13/88. Any license-reinstatement requests received by the FCC after the fifth year of the grace period (for the five-year license) has elapsed will not be honored. Nowadays, applicants who upgrade are issued licenses carrying a fresh, 10-year maximum, term. Therefore, applicants at your session should leave this item alone as well. Box 2C--Only unlicensed persons who apply for an initial amateur license should check this box. Although an upgraded ticket is "new" to the individual waiting for it, the FCC considers only initial licenses to be new licenses, regardless of license class. Candidates who had a license in the past that is now long-expired (beyond the grace period) and who are now testing for a new license should also check this box. If Box 2C is checked, do not check Box 2D. Box 2D--Only licensed candidates applying for an upgrade should check this box. Unlicensed individuals who earn amateur tickets are to check Box 2C (de- scribed above), as their first ticket will be an initial license and not an upgraded one. If Box 2D is checked, do not check Box 2C. Box 2E*--Licensed applicants who desire to change their call signs may check this box if they so choose. The FCC no longer limits applicants to requesting a call sign change when changing call districts, or upgrading to a call-sign change eligible license class. It is strictly the candidate's option; neither the VE Team nor the VEC has the right to alter this box without the candidate's expressed permission. Be aware, and make your examinees aware, that the FCC will reissue call signs from the same call sign group if an examinee is upgrading from Technician to General class; or if all of the Group C call signs have been exhausted in their call district. In some cases, in the fourth call area for example, if Technician licensee N4ZZZ upgrades to General class and requests a call sign change, the FCC will act upon that request by issuing a new General class license and a Group D call sign such as KD4XXX. According to both Section 97.17(f) and in Public Notices released periodically, the FCC stipulates that it issues all call signs systematically and will not honor any request for a specific call sign, even if the candidate once held the call sign being requested. The chart in Figure 4 depicts the sequence of assigning call signs under the current system. Occasionally, candidates with second thoughts about retaining or changing their call signs ask us to check or "uncheck" Box 2E on their applications. The ARRL/- VEC will make such a change after the session only if the candidate gives us the authority in writing. Box 2F*--Very few candidates change their names. If Box 2F is checked, make sure that the candidate has completed the info boxes to the right. Boxes 2G* and 2H*--These boxes should be checked only if the candidate has changed his/her mailing address and/or station location from what the FCC has on record. (This, of course, does not apply to applicants for initial licenses.) The candidate's new address and station location information should be listed in Items 7 and 8, respectively. Do not check Boxes 2G and 2H on applications for initial licenses. Items 3* and 4*--The candidate's current call sign and class of operator license respectively appear in these boxes. These items should be left blank on applications for initial licenses. Item 5*--The candidate's full name, including any suffixes, should be printed (not signed) here. The signature in Item 13 (below) must match the name in Item 5. Item 6*--The FCC prefers that the date of birth be written in MM/DD/YY form, i.e. a date of birth of June 29, 1922 would be written "06/29/22." They will normally accept information written in most commonly used formats as long as the information is legible and correct. Be aware that many applicants absent-mindedly write the wrong year in as their year of birth; often they write in the current year. Be on the lookout for these applications; otherwise, they will have to be returned to the applicant. Also watch for 610s that show ambiguous birth dates and signature dates like 12/5/87. This example could stand for December 5 or May 12. This is also a common problem in DXing! Items 7* and 8*--All mailing addresses and station locations must be within the United States, its Figure 4 - FCC Call Sign Assignment Bulletin (11/91) territories or its possessions. Applicants whose station location and mailing address will be at the same place (as most are), may print "SAME" or "SAME AS ABOVE" in Item 8 after Item 7 is completed. If the applicant's mailing address and station location will be different, e.g. an applicant uses a post office box for mailing purposes, the applicant must complete Item 8 by providing the specific geographic location (usually a street address) or exact directions to where the station is to be located. These directions should be completed using the same description that would be used to direct someone to your station from the center of the town nearest to you (or from the Post Office in that town). The FCC will NOT accept PO Boxes, RFD numbers and general delivery addresses on Form 610s as station locations, however. APO/FPO addresses are fine for a mailing address (Item 7) so long as the station location (Item 8) meets FCC requirements. Military installations in other countries may not be listed on the Form 610 as the station location (Item 8)--instead, those in the military should list his or her domicile address which is declared for voting or IRS Tax filing purposes. Applicants living on boats should give the Marina name, address and slip number as the station location. Item 8 is often mistakenly left blank on applications for initial licenses, because the applicants believe that since they have no gear--and, therefore, no station-- there is no station location info to supply. They must fill this box in or the application will not be processed. Item 9*--Most applicants will check the "No" box. In brief, the FCC wants to know if granting the application will result in "monster" antennas, facilities that are located in officially designated wilderness areas or preserves or that will affect sites that are "significant in American History," or construction that will involve extensive changes in surface features. Applicants who answer "yes" must also submit an Environmental Impact Narrative Statement (EINS). A description of the EINS may be found on page 2 of the FCC's instructions for the Form 610. (A copy of the Form 610 instructions is included in the Appendix.) Items 10*, 11* and 12*--The "yes" box in Item 10 should be checked only if the applicant has a 610 pending at the FCC. If "yes" is checked, the candidate must complete Items 11 and 12. Many candidates who have 610s filed with the FCC for processing upgrades and are going for another upgrade believe they should check the "yes" box. However, the 610 for a new license, or upgrade to a new operator class, that is still pending must be held by the VEC until the pending license is issued and a photocopy is sent to the VEC holding the 610. Therefore, the FCC will see the latter 610 only after the pending license has been attached to the application. Items 13 and 14--The signature in Item 13 must match the applicant's printed name in Item 5, and the date signed should appear in Item 14. Applicants who are unable to sign their names for themselves should still make some kind of mark, or an "X" which the FCC will accept in lieu of the actual signature. The mark, or "X", should be followed by the signature of one witness (only one is necessary). Section II-A--Although the Novice license is not a primary area of concern for the VE Program, many applicants qualify for Novice licenses at VEC-coor- dinated sessions. In most cases, the administering VEs must still complete this section and should ignore the certification at the bottom of the 610. Those 610s for Novice licenses involving only Elements 1A and 2--even if the tests were administered under the VE Program--are to be sent directly to the FCC, 1270 Fairfield Rd, Gettysburg, PA 17325-7245. As mentioned earlier, if the Novice license was earned by the applicant's passing either Element 1B or 1C and 2, the 610 must be signed by the three administering VEs and then forwarded to the VEC (or Element 1A may be checked in lieu of Elements 1B or 1C if the examiners so choose--appropriately documenting this action in their own records). All other 610s (for Technician or higher class licenses) are to be forwarded to the VEC office. While we do forward 610s for Novice tickets to the FCC, they have informed us that they strongly discourage this practice. Section II-B--Each of the three administering VEs at a VEC-coordinated session must provide his/her full name, station call sign, and also sign and date the 610. All three VEs must sign in this section. Hundreds of 610s that have been submitted to the ARRL/VEC office have had to be returned to the administering VE Teams for the required signatures. Every application that must be returned by the VEC office for any reason will cause a licensing delay of several weeks, longer if the problem is not resolved early on. If the FCC spots a problem and returns the 610 for additional information, they will simply "toss it back in the hopper" once the resubmitted 610 is received, with no consideration of when the application was originally submitted. 1984-1986 Versions. The three other versions that are current (1984, 1985 and 1986) can be completed in much the same way as was just outlined for the 1990 version. Some blocks of information that must be completed in one specific way on the 1990 forms, however, may have to be completed somewhat differently, if at all, on the other 610 versions. The following describes how each block is to be handled (where necessary). Volunteer Examiner Team Report. This is now called the "Administering VE's Report." Line A--No change. Line B--Check the appropriate box to indicate code element credit. If written-element credit is also held, place a heavy check mark in the appropriate box. Make sure that the check mark is dark enough to be readily visible through the Xs. (If the FCC is unsure that a check mark is actually there, they will return the application without action because of the apparent non-administration of the written elements, causing the license to be delayed further.) Line C--The difference is rather subtle, so be careful. Write in both the license number and expiration date in the appropriately marked boxes. Also check Element 1C to indicate code credit. Line D--On the 1987 version of the 610, the FCC changed the VEs' certification for the administration of Novice elements. Although Novice elements are to be indicated on the new version's VE Report, VEs would be wise to apply this requirement to older versions as well whenever they're used. The application may other- wise be returned without action. Line E--As with the 1990 version, check off the appropriate license class (only one) that the candidate earned at the session. If any of these 610s are used as Novice class license applications, they can be used for credit for the elements passed if the appropriate photocopy of both sides of the completed and signed 610 are provided to the candidate. Similarly, an unlicensed person who passes either Element 1A or 2, but not both, does not qualify for a license. The original 610 marked with the successfully completed element must be returned to the applicant so that the 610 can also be used for credit for that element. Lines F, G and H--No changes. Line I (June 1984 version only)--Leave blank; the session identifier code requirement was deleted when the July 1985 version was released and has not been used since. Section I--The Candidate's Portion Item 1--No change. Item 2--Changes are as follows. Boxes 2A and 2B--No changes. Box 2C--Only unlicensed persons are to check this box. The license class boxes to the right can be ignored. If a box is checked, however, it must match what is checked on Line E of the VE Team Report. Box 2D--Again, the license class boxes to the right can be ignored. As with Box 2C above, if one is checked it must match what is checked on Line E of the VE Team Report. Box 2E, 2F, 2G and 2H--No changes. Items 3 through 12--No changes. Items 13, 14 and 15--These items may be ignored as they pertain to the now-obsolete rule (formerly Section 97.26{h}; deleted in November 1985) that required a candidate who had failed an exam to wait at least 30 days before retesting. A waiting period is not required now. Items 16 and 17--The signature in Item 16 must match the applicant's name in Item 5; the date signed should appear in Item 17. Section II-A. These 610s may still be used for Novice class licenses even though the recent Novice Enhancement rules now require that two examiners administer the exams and sign the applications. To use the older, valid versions each item in this section must be separated into two separate boxes and renumbered so that one administering VE can complete boxes 1A through 1G, while the second VE can complete boxes 2A through 2G. Both VEs must complete Section II-A; any application for Novice that is submitted under the "old" one-examiner system will be returned by the FCC. (Remember that Novice 610s involving the administration of either Element 1B or 1C must be signed by the three administering VEs in Section II-B.) The certification statement has been changed on the most recent 610 to reflect the FCC's requirement that the Novice elements passed be indicated on Line D of the Administering VEs' Report. While the FCC has not stated that they require the elements to be indicated in the VEs' Report on older versions of the 610, the elements should be marked appropriately to minimize chances of delay. Section II-B (1985-86 Versions). Again, each of the three administering VEs at a VEC-coordinated session must provide his or her full name and station call sign. Each must sign and date the 610. Section II-B (1984 Version). This version originally required each of the three administering VEs to supply his or her full name, mailing address, class of operator license, station call sign, and license expiration date. Of course, each VE must sign and date the application. If this version will be used, supply only the VEs' full names (1A, 2A and 3A), call signs (1D, 2D and 3D), signatures and the date(s) (1F, 2F and 3F) the date the 610 was signed. (Later printings of the 1984 version had "NO LONGER REQUIRED" printed over much of the VE spaces.) "My License Hasn't Come Yet" Lost Applications. Every now and then a candidate's 610 form disappears after it has been mailed to the FCC. Though that's not a fatal problem, the candidate's ticket won't get issued as soon as it should. The FCC requires all VECs to retain all materials from a test session for at least 15 months. After 15 months, the VEC can legally purge from their files all the used exam booklets and papers. Nonetheless, the FCC requires that all VECs retain session-summary records indefinitely. We keep everything for such a long time because we want to be able to document (at any time during the term of a candidate's license or even into the license's expiration grace period--and because we have to) whether the candidate actually passed a given element or set of elements for an upgrade. Since Amateur Radio licenses are issued for 10-year terms and carry two-year grace periods, we could theoretically be called upon by a candidate for such element verification much later, perhaps 11 years following the issuance of the upgraded license. Tracking Down a Ticket. Occasionally, we are contacted by a candidate who upgraded at one of our sessions but whose new ticket hasn't arrived from the FCC after a reasonable time. (Licenses frequently start showing up about five to ten weeks after the date of the session.) Assuming that the candidate's application went to the FCC without any delays, we will check with the FCC about the status of the license, and if they have any record of having processed it. If you or a candidate wishes to determine whether a license or upgrade has been granted by the FCC, the FCC makes available a Consumer Assistance information number of 717-337-1212. If the license has not yet been issued, the FCC will say that they "show no record of the application." Unfortunately, most people panic when they hear such a negative sounding statement, thinking that the application has been lost. Not necessarily true. All the FCC means is that the information from the license application has not been entered into the FCC's computer at the time of the inquiry, and that the inquiry may be just a shade premature. The FCC will continue to report "no record" until the application is actually processed. The information will then appear on their computer. All is not lost even if the candidate's application really is nowhere to be found at the FCC. The candidate will not have to be retested if the VE Team documented the candidate's upgrade and returned all test materials. There are two ways that licenses are delayed. Here's how the upgrade is recovered. If the ARRL/VEC shows no record of having received the candidate's 610 but has the candidate's exam booklet(s) and/or paper(s), we will contact the VE Team that administered the candidate's exam(s). The Team should in turn have the candidate complete a fresh 610 and provide a copy of his or her current amateur license, and have the administering VEs sign the application just as they did at the test session. The VEs should submit the new application to the VEC office, which must certify in writing to the FCC that this new 610 was simply delayed and explain why it was late. The candidate's license should be issued within about five to ten weeks after that. If the ARRL/VEC properly processed the application and mailed it to the FCC, but the FCC has no record of having received it, they will accept certification only from the ARRL/VEC that the candidate passed the appropriate element(s) needed for the overdue license upgrade. They will sometimes also require a replacement application, signed by the candidate, plus a copy of the current license. Even in this case, no signatures from the VEs are needed. Save the Mailman. In over seven years of coordinating Amateur Radio examination sessions, our VEs have tested over 192,000 candidates. On the behalf of those candidates, we've screened and submitted well over 105,000 Form 610 applications to the FCC. Also, although we have never kept track of 610s for Novice class (since exams for that license are not officially coordinated under the VEC program), we do know that we have handled several thousands of those as well. Those 105,000-plus applications that have come through our office have shown us just about every error that can be committed in filling out a Form 610. There's nothing that we enjoy more than to forward to the FCC a huge envelope of 610s. We at the VEC office know first-hand what it means to anxiously await- -and sometimes attack!--the mailman every day looking for that license. We went into such great detail in this chapter because we want to keep the waiting time down, not just for the candidates' sake, but also for the mailman's! ____________________________________________________________________ 1The FCC released a small quantity of 610s that are dated March 1986. There was no difference between this 610 and the version released in July 1985 except for the new release date in the lower right-hand corner and a change in the FCC's ZIP code in Gettysburg, which is now 17326. _____________________________________________________________________ 2The September 1987 version was released earlier in the year (in February, but with no release date marked) to reflect the regulatory changes resulting from Novice Enhancement. There are no substantive changes between both 1987-released 610s. Only the one released in September shows its release date in the lower right-hand corner but they both show an expiration date of 12/31/89. (Refer to April 1987 QST, pp 21-23, for more information on Novice Enhancement.) Chapter 6 Test Day: Conducting the Test Session Well, this is the day for which you have prepared. All the time that you spent in completing your open book review (or training) to get your ARRL/VEC accreditation, establishing a test date, lining up your VEs and checking through the materials is about to pay off. Nonetheless, we strongly urge you to go through a little OJT (on-the-job training). If at all possible, join up with an experienced VE Team for a session or two. No matter how well you think you understand this manual, you'll benefit greatly from the experience. Good luck! Just Before the Doors Are Opened The Candidates Arrive. Those candidates who have preregistered should present their "confirmation of appointment" letters to you when they arrive. These letters are their guarantees of having the opportunity of testing at your session. Since some teams limit the number of applicants to whom they will administer exams (permitted by Section 97.509{a}), they may not be able to accommodate all walk-in candidates who show up. Since the preregistered candidates who arrive on time for their exam(s) made prior arrangements, however, they should be set up for their tests before the team processes any walk-in candidates. For whatever reasons, if a preregistered candidate who has paid the test fee up front cannot be served at your session, you must refund the test fee collected. Those preregistered applicants who do not show up for the examination, however, are not entitled to a refund-- because in preparing for their attendance, you and we have expended resources to serve their needs. Identification. No one may take an amateur exam for another person. Therefore, the FCC requires that the VE Team check a candidate's identification before allowing the candidate to sit for an exam. The candidate must present a legal photo ID. This is usually a driver's license, but it can be a passport or another legal identification card with the candidate's photo on it. (Radiotelegraph licenses may also be used. More on these shortly.) Where no photo ID is available, the candidate must present any two of the following items: * non-photo ID/driver's license (some states still have them); * birth certificate (must have the appropriate seal); * minor's work permit or school report card; * utility bill, bank statement or other business correspondence that specifically names the person; or * a postmarked envelope addressed to the person at his or her current mailing address as it appears on the Form 610. Original License. The FCC also instructs the candidate to present the team with his or her current ACTUAL, ORIGINAL, SIGNED amateur license; if the candidate holds one. The team should compare the signature on the actual license with the signature on the license photocopy attached to the 610 form. The VEs must also compare the photocopied license against the original to ensure that neither document has been altered. The original license is to be returned immediately to the licensee after inspection. (This information appears on page 3 of the FCC's instructions for completing the Form 610.) The FCC currently issues Amateur Radio licenses using their official license form, FCC Form 660 (see Figure 5). During the past year, the FCC introduced a revamped form which is now laser printed and includes two official licenses on an 8-1/2" x 11" document. The standard wallet sized license which measures approximately 2-1/4" tall by 6-3/4" wide is found atop the new form. Also included is a 5" by 7" license which is suitable for framing and for displaying in the shack. Both of these license documents, each of which requires the licensee's signature, are legal licensing documents. As you will note, the background in both documents includes hundreds of gray hash marks in vertical and horizontal patterns. The document has been printed on tan (light-brown) colored stock. All FCC licenses issued before mid-April 1991 still used the previous FCC-license format, however. That format was the 2-1/4" by 6-3/4" wallet size. The background for this form included 150 miniature FCC insignias, printed in yellow. Alterations that have been made or attempted on either of the Form 660 documents will usually be detected easily. It is possible that someone may attempt to sneak through a neatly modified (forged) license photocopy to the VE Team. If the team does not compare the license photocopy with the candidate's original license and if the candidate successfully upgrades at the session, the fake license will then go on to FCC's licensing facility at Gettysburg and go through the same processing as do those for legitimate upgrades. Keep in mind that FCC checks every Form 610 for upgrade against their existing records. If a forged license comes through their office, they will spot it Figure 5 - For verification purposes, we've provided illustrations of both the old and new FCC Form-660 license documents for you below. quickly. Should that happen, they will immediately terminate the upgrade processing and refer the matter to their Personal Radio Branch in Washington, DC, for investigation. If the candidate is lucky, only the upgrade will be invalidated. The FCC does have the authority to take further, more severe actions, some of which could be against the administering VEs. All is not lost, however, for the licensed candidate who, for whatever reason, does not bring his/her original FCC license--as long as the person brings other appropriate identification. (In many cases, the applicant upgraded at a recent session, and has not yet received a new original license.) Assuming that the identification checks out, the candidate can still take the test(s). While the candidate who has proven his or her identity without showing an original license can take upgrade exam(s) at the session, the candidate may only be issued a Certificate of Successful Completion of Examination (CSCE) that indicates element credit, not upgrade credit. The candidate is responsible for sending a photocopy of the missing license to the ARRL/VEC office; when we receive it, we will compare the data on the license with that on the candidate's Form 610 and, if necessary, contact the FCC for confirmation of the information. (See "Issuing CSCEs" later in this chapter.) Seating the Candidates. Since many VE Teams hold their code testing in an area separate from where the written exams are administered, the VEs should direct the candidates' seating as needed. You may wish to seat those candidates who are going only for written tests, for example, Novice to Technician or General to Advanced, away from the area where code testing will be conducted, but in the same room. Although it is not a requirement, applicants would certainly appreciate this gesture, as it reduces noise from the code tests that might distract them. Another gesture that is always appreciated is to have the members of the VE Team introduce themselves to the candidates after everybody has been seated. The candidates are usually aware that the examiners are hams, but a little reassurance from them may have a somewhat calming effect. Separate Rooms. Some VE Teams that have access to at least one other room may opt to dedicate one room to code-test administration and another to written exams. This is fine, of course, as long as each room in which there will be one or more exams given has a minimum of three VEs on hand to administer and supervise exams (Section 97.509{a})--and that the VEs in each testing areas only make certifications for the element(s) which they, themselves, administer. Since FCC requires each administering VE to certify that he/she has clearly identified the examinee (comparing the original license against any photocopy presented to ensure that neither has been altered); administered all examinations to the examinee in accordance with FCC Rules and procedures; graded the examination--in conjunction with the grading also being conducted by the other two VEs, has agreed with the grade reached by the other VEs and has informed the examinee of the grade; been present and observed the examinee throughout the entire examination process; each VE clearly cannot delegate his or her authority to any other VE. If the three administering VEs can meet these objectives, especially in regard to overseeing the examinee throughout the entire examination process (both exams; Morse code and written), then the testing areas can be separated. However, in most cases, by separating testing areas VEs would most likely not be able to meet all of the FCCs requirements. Therefore, to separate rooms, steps must be taken by VE teams to ensure that the above FCC requirements are upheld. Separating Testing Areas--A Workable Solution. A workable solution is available, the concept of which has actually been in place for some time. It is the "sittings concept," the concept where a team would offer two or more test sessions in the same day--held at different times. One Form 610 application would summarize activities from all sittings; while multiple CSCEs would result if candidates attended two or more sittings. This "sittings" concept is used to overcome the separation of testing areas problem. In using the sittings concept, three administering VEs must be present in each testing area. Those three VEs must each clearly identify applicants by checking their identification and license documents; they must agree that the grade given to the examinee is correct--and inform the examinee of the grade given; and, they must each certify to the FCC that they were present and that they observed the examinee throughout the examination process by making a certification. In this case, the VE's certification is made by signing the CSCE given to the examinee for elements which only they administered. These three administering VEs would also sign the 610 form if they were the last three VEs to be seen by that examinee for that session/day. For example, if an examinee (let's call him Joe) were to go to Team #1 (the team administering written exams in the written exam testing area) and pass a written element, each VE in Team #1 would identify him, agree to the correctness of the grade given to him, and would then certify any elements passed (or upgrades earned) on the CSCE. If that was the only test that Joe was to take at that test session, and if it resulted in an upgrade, then Team #1 would also complete and sign Joe's 610 form. However, if Joe wanted to take a Morse code test, he could then carry his CSCE (from Team #1) to Team #2 (the three administering VEs on the Morse code exam team) where they would accept it for the credit shown, and they would administer any Morse code elements desired by Joe. After Joe completed and passed any Morse code exam elements, Team #2 would issue Joe a second CSCE indicating the elements passed (or upgrades earned) which only they (Team #2) administered. If Joe wanted to stop there, and if the elements that Team #2 administered resulted in an upgrade, then Team #2 would complete and sign the 610 form instead of Team #1. The last team to administer examination elements to Joe which resulted in an upgrade, would be the team who completes and signs the 610 form. As a result, if Joe saw two teams, he would have received two separate CSCEs--with each CSCE only indicating those elements (or upgrades earned) which were administered by those three VEs. In this way, VEs are accountable only for the elements which they administered. Completing the 610 Form When Multiple Rooms Are Used. The 610 form, line B, would show the dates of those CSCEs presented by Joe to those VEs who sign the 610 form. If Team #2 signs the 610 form, they would write the date(s) of any CSCEs presented to them (even if it is the same date) in the appropriate boxes on line B. Only one Candidate Roster need be completed; although it would be appropriate for all teams (groups of three VEs) to maintain a working copy in their testing area. Only one fee is charged at the beginning of the test session to Joe--unless he fails a particular examination element, and a retest is offered using a different exam version. In Figure 6, the CSCE from Team #1 is shown. Before these three VEs, Joe passed written Elements 3A and 3B and earned an upgrade to Technician as shown. In Figure 7, the CSCE from Team #2 is shown. Joe presented Team #2 with his Novice license, and CSCE credit for Elements 3A and 3B--as issued by Team #1 that same day. Team #2 administered an Element 1B test to Joe, which he passed. Joe's CSCE from Team #2 indicated credit for Element 1B and upgrade to General class. In Figure 8, the Form 610--ADMINISTERING VEs REPORT is completed by indicating on line A that Joe held a Novice license (Element 1A and 2 credit). On line B, the date "9-15-91" from the CSCE presented to Team #2 is shown in the boxes for both Elements 3A and 3B. The Element 1B exam administered by Team Figure 6 - The CSCE issued by Team #1. Figure 8 - The 610 completed and signed by Team #2. Figure 7 - The CSCE issued by Team #2. Figure 9 - Form 610, Section II-B, Administer VEs Certification. Elements administered by Team #2 is indicated on line D. Lines E, F, G and H are completed as before. In Figure 9, the Form 610--Section II-B Administering VEs Certification is completed by Team #2 since an upgrade was the result of those elements which they administered. Had the elements administered by Team #2 not resulted in an upgrade, then Team #1 would sign the 610 form. The bottom line is that, while many more CSCEs are used to ensure that the FCC's requirements are met, a workable solution is available to VE Teams so that they may separate their testing areas. Form 610s We won't go into a detailed discussion on completing the Form 610 at this time because it is covered thoroughly in Chapter 5, "The Power of the Form 610." A few points need to be brought up again at this time, however. Section I. The bottom two thirds (on the front) of the Form 610 should be checked early in the session-- preferably before the candidates begin their exams--to allow candidates to make corrections or to provide missing information with minimum interruptions during the session. Even if you do not find any problems with the applications, it may help if you return the already completed Form 610s to the candidates who turned in their forms prior to the day of the test session. In some cases, the candidates may have submitted their 610s two or three months before the session. During that time period, some things may have occurred that will require changes to be made. If something on the front of the Form 610 has to be changed, have the candidate make the alteration, if possible. This should be done by having the candidate mark a single line through the item to be changed, make the correction, and INITIAL the correction. If the session has already ended and the candidate is no longer available to make the appropriate change(s), one of the VEs should make the correction and initial it as described above. Element Credit Each applicant who holds an amateur license and/or a valid CSCE is to receive credit for the elements for which the license and/or CSCE was issued. To receive the credit, the applicant must present his or her current license and any appropriate CSCE to the administering VE Team for their examination. The VEs are to return the original copy of any license and/or CSCE after they are satisfied of the documents' authenticity. Element credit to be given applicants for their current licenses is based on the following chart (Section 97.505 {a}[1][3][4]): License Class Elements Novice license; 1A and 2 or photocopy of a successful Form 610 for a Novice license which was submitted to the FCC: An original Form 610 application 1A or 2 which indicates that either Element 1A or Element 2 (but not both) was passed before two General (or higher) class VEs (valid for 365 days, only!): Technician license (issued before 1A, 2, 3A & 3B 3/21/87 {also known as Technician w/HF}): Technician license (issued on or 1A, 2 and 3A after 3/21/87, but before 2/14/91 {also known as Technician w/HF}): Technician license (issued on or after 2 and 3A 2/14/91 {also known as a codeless Technician}): General license 1B, 2, 3A & 3B Advanced license 1B, 2, 3A, 3B & 4A Amateur Extra license 1C, 2, 3A, 3B, 4A & 4B Check the appropriate boxes on Line A of the administering VEs' Report on the Form 610. CSCEs. Section 97.505(2)(3) provides for a candidate to be given credit for code and written elements passed at earlier VEC-coordinated sessions (or by two General or higher class examiners who may issue single-element credit). A CSCE (or original single-element credit Form 610) is valid for up to 365 days after it is issued. A CSCE conveys credit for only those elements and the upgrade indicated. (Not all CSCEs validate an upgrade.) To be given CSCE credit for any element(s) claimed at your test session, the candidate must present your team with the actual valid CSCE (or original 610 form)--not a photocopy--that indicates the element(s) that the candidate is claiming that were passed within the previous 365 days. A candidate may hold more than one valid CSCE at test time. The CSCE(s) may have been issued by any VEC (or by any two General or higher class examiners for Novice licenses) and still be accepted in the ARRL/VEC Program. Let us know in the comments section of the Summary sheet and by attaching a brief note to the applicant's 610, if you question a particular certificate's validity; we will check our records or those of the VEC that coordinated the session where the CSCE was issued and will verify the status. Once you have satisfied yourself that the credit conveyed by the CSCE is legitimate, place the CSCE's date of issue (MM/DD/YY format) for each applicable element on Line B of the Administering VE's Report on the Form 610. Then always return the original certificate to the candidate. (When using 610s dated 1984, 1985 or 1986, place a heavy check in the appropriate box{es} to indicate the CSCE credit. See Chapter 5 for more information on filling out the Form 610.) If, at the test session, you doubt the validity of a candidate's CSCE, allow the candidate to take the elements for which he or she applied, but issue a CSCE to the candidate marked only for credit for those elements that the he or she actually passes at your session; do not indicate that an upgrade is earned on the CSCE that you give to the candidate. Complete a second CSCE that indicates both element and upgrade credit, and send the white and pink copies along to the VEC office along with the information about the candidate's CSCE that you are questioning. No doubt you will be questioned by the candidate as to why you are taking this action. When responding, try to be as informative as possible with the candidate--advising the candidate why the action is being taken. Questioning a CSCEs Authenticity. If you are presented with an original CSCE (or a photocopy) which you believe has been altered, do try to collect that CSCE from the applicant so that we determine its authenticity at the VEC. If it has been altered, we will be presenting that document to the FCC for follow-up action by them. If the CSCE being presented is questionable, the examiners can choose to administer any examination(s) to the examinee. If the examinee passes, only element-credit should be issued to that examinee. If any upgrade is earned, complete a second CSCE indicating both element and upgrade credit and forward it to the VEC with the test session. When (and if) we verify the candidate's claim for element credit, we will mail the white copy of the CSCE that indicates element and upgrade credit directly to the candidate. Unless your team is challenging a candidate's CSCE, it is not necessary for you to retain a photocopy of the certificate (we would, however, like to have photocopies of CSCEs from other VECs since we do not have easy access to other VEC's files). We cannot stress enough, however, that your team should accept only the original CSCE, not a photocopy, for review toward element credit; the candidate must provide you with the actual CSCE that was issued at the earlier session to receive such credit. (This will be the top {white} copy of a CSCE that is issued at an ARRL/VEC-coordinated session.) Also, the candidate's call sign indicated on the CSCE by the VE Team that issued must be currently issued to the candidate or must have been currently issued when the CSCE was completed. An example of the latter would be a Novice class licensee who attempted the Amateur Extra class license exams and also applied for a call-sign change. If this candidate had passed only the 20-WPM code test and the Element 3A written exam, he or she would have been issued a CSCE validating temporary Technician class privileges but also carrying 20-WPM credit for use within 365 days after the exam. The VE Team would have issued the CSCE with the candidate's current (Novice) call sign on it. This candidate would then have been issued (if 6 to 8 weeks have passed) a new call sign reflecting the new Technician class license (unless that call district's Group C calls are exhausted). Later, within that same 365-day period, the candidate may again apply to take the Amateur Extra class exam and would present the CSCE that carries the 20-WPM credit, but which lists the candidate's Novice call sign. Written-Element Credit. In early 1987, the FCC announced that candidates who wish to take only written elements may do so--even though they would still be required to take any requisite code element to earn the upgrade. While the FCC requires that all applicants who attend VEC-coordinated test sessions apply for an upgrade (by completing and submitting a Form 610 license application at each test session), a candidate can not be forced to take an examination element that he/she is not prepared to take. An applicant may take a series of written exams or Morse code exams in any order to qualify for a license. As far as the FCC is concerned, as long as all of the necessary pieces are earned toward a class of license or upgrade, no particular order must be followed in earning those pieces. As an ARRL/VEC recommendation, however, we ask that examiners strive to administer the written examination elements in ascending order; while administering Morse code elements in descending order. If examiners have a special situation where an examinee has prepared for an element that does not comply with our ascending order recommendation, we will honor the VE Team's decision. An example of a scenario which the VE Team may choose to permit examinations to be administered out of ascending order might involve a codeless Technician license applicant who comes to your examination prepared to take the Technician written (Element 3A) exam, but was not aware that Novice written (Element 2) exam was also required to qualify for that license. Similarly, if an applicant takes Element 2 but fails, the VE Team might permit that applicant to take Element 3A examination for credit. These recommendations are sensible considering the relationship between these two elements, and provide the successful candidate with a sense of accomplishment toward their licensing goal. Similar determinations may be made regarding the remaining written elements, but candidates must clearly understand that each CSCE conveying element credit is individually valid for 365 days from the date it was issued. No subsequently-issued CSCE will renew another CSCE's validation period. If an examinee fails a particular examination element, when considering examination elements above Element 2 and 3A, we would still recommend that the examinee must first retake the failed element and pass it before proceeding to take a higher examination element. Candidates who pass elements that do not result in an upgrade must always be issued CSCEs that carry only element credit. Passing all (or some) of the written elements before tackling the code tests (or vice versa) is sometimes to the candidate's advantage, because the candidate can then concentrate solely on the code test that is needed after the written tests are out of the way. It is, therefore, permissible to allow an Advanced class licensee, for example, to take the Amateur Extra class written test and defer taking the 20-WPM code test (required for Extra) until a later session. No upgrade is achieved until the code test is also passed, but some candidates are more comfortable leaving the code (or written) exam until later. Morse Code Exemption--Element 1C Credit. If a candidate presents a correctly-completed Physician's Certification of Disability and Patient's Release form the VE Team must accept that document as credit for Element 1C (20 WPM) in conjunction with any necessary written-element credit(s) required for an upgrade--after ensuring that the candidate has met the FCC's initial Morse code requirement (Section 97.505{a}{5}{i}{ii}). Upon acceptance of the certification form, the VEs must issue a CSCE to the candidate indicating Element 1C Handicap Credit or Physician's Cert. and Release: 1C, and indicating any upgrade earned as a result of receiving this credit (see examples at the end of this chapter). A CSCE may only be issued to the Morse code exemption applicant if an upgrade has been earned. Unless an upgrade is earned, the Form 610 application and Physician's Certification attachment will not be submitted to the FCC. Therefore, in order for the Morse code exemption to be valid, the FCC must received the certification form with an upgrade application (see Appendix). If a candidate seeks a Morse code exempted upgrade, but he/she submits an incorrect--or incorrectly completed--Physician's Certification form, the applicant may not be given an upgrade CSCE--or a CSCE indicating Element 1C (Physician's Cert. and Release: 1C) credit. If this should happen, the VEs should create all documents (CSCE, 610, etc.) as if the correctly-completed Physician's Certification had been presented. Provide the candidate with the correct fill-in- the-blank certification form (see in Appendix), or have the candidate or his/her Physician complete the form--if it is incorrectly completed. If the candidate has passed any written or Morse code exams, be sure to issue the appropriate CSCE to the candidate--not including the 20 WPM exemption or resulting upgrade. Once the session is over, be sure to have the team complete the necessary documents as if the applicant had submitted a correctly-completed form. Ensure that both the CSCE and 610 form carry all three VE signatures. Then forward those documents to us at the ARRL/VEC for holding. In the mean time the candidate should be working on obtaining the correctly- completed form. Desert Storm CSCEs The FCC has announced that they will consider, on a case-by-case basis, waiver requests to extend the acceptance period of CSCEs from applicants whose CSCE credit(s) expired while they were serving in the Military during the Persian Gulf War. An example text for the waiver request could read: Name:____________________ Address:____________________ City/St/ZIP:____________________ Date:____________________ To: Federal Communications Commission Special Services Branch 1270 Fairfield Rd Gettysburg, PA 17325-7245 I request a waiver of Section 97.505(a)(2)(3) of the Commission Rules 47 C.F.R. 97.505(a)(2)(3) because I am an individual who during my Military service in the Persian Gulf War had my examination credit expire for the following Elements: _________________________________________. In support of my request, I submit a copy of my Military orders for the period in question along with copies of my expired credit documents (see attached). _____________________________ (signed) * Be sure to attach the necessary documents. Those applicants who qualify must submit a written request for Waiver of Section 97.505(a)(2)(3) of the FCC Rules along with any upgrade Form 610 application to the VE Team and must include a copy of their Military orders for service in the Gulf. The FCC also indicates that, while they hope this will not inspire others to request a waiver (we assume they mean for other purposes), the purpose of the exam credit provision is to relieve the VEs of the burden of unnecessarily readministering examinations. The assumption, they say, is that there is some period during which a person who has passed your tests retains the requisite knowledge or skill even while not making use of it. Although such a period probably varies from element to element and person to person, 365 days serves as the often-contested practical compromise, FCC said. Radiotelegraph Licenses. The only other form of code element credit available is a First-, Second- or Third-Class Radiotelegraph license, issued by the FCC. The Radiotelegraph license does not carry credit for any written element. The holder of a valid Radiotelegraph license or one that was valid within five years prior to the test session will be given credit for any of the three code elements (Section 97.505{4}). However, the FCC designed the Form 610 applications such that only credit for Element 1C can be given. (This point is made for the sake of completeness only. Although credit could technically be given solely for the 5-WPM code test; for example, it doesn't make sense for credit to be given for anything less than 20 WPM.) The license must be currently valid, or have been valid within the five years prior to the test date. Also, as with the candidate's license and CSCE, the actual Radiotelegraph license must be presented to the VEs who will examine the license for authenticity and then return it to the licensee. Photocopies of the radiotelegraph licenses are not acceptable as proof. The original license may be presented as identification, since it carries both the licensee's signature and photograph. Forging this license would be very difficult, if not impossible: When issuing them, the FCC places a layer of heavy plastic completely over the photograph and then stamps "Issued at FCC Headquarters, Washington, D.C." partly on the plastic-covered photo and partly beyond the photo's edge. It is very important that there be no confusion in distinguishing between the FCC's Radiotelegraph and Radiotelephone licenses. No examination credit of any kind may be given to a candidate who holds a radiotelephone license--currently valid or not. The two licenses do resemble each other somewhat, but the 'phone license does not carry a photograph, although it will have a rather brief general physical description of the licensee. (Some other nations' governments issue equivalent licenses to US licensees who are radio officers on foreign flag vessels in the Merchant Marine Service. Some of these licenses closely resemble the FCC's Radiotelegraph license, but do not carry any written- or code-element credit towards US amateur licenses.) Instructions to the Candidates Now that the candidates have been checked in and the initial paperwork completed, you are almost ready to get the session underway. If you have not introduced yourself and your fellow VE Team members, do so at this time. Again, it will help put the candidates at ease (at least as much as their own nervousness will allow). It will also provide you a convenient opening to go over with the candidates some of the following very important instructions. Collect All Materials. Instruct the candidates that they are not to leave the test site with any materials, other than what they brought with them and any CSCE and other instructions that the VE Team provides them. No candidate may be permitted to retain copy sheets, test booklets, quiz sheets or any other related materials. When a candidate completes any element, he or she is to return all materials involved with that test to the administering VEs. Also, once the candidate turns in the materials, the test may not be returned to the candidate for any reason, either to review or to find out which answers the candidate got right or wrong. However, if a candidate does not score a passing grade on any examination element, VEs must advise the candidate of his or her grade. If no upgrade is earned, VEs must return Form 610 to the candidates as well. (You need not force a candidate to take back the 610 form, in fact, if the candidate does not request that the form be returned, just return it to the VEC with the used test materials.) Cheating. Cheating shall not be tolerated. Any candidates found to be cheating on any exam will have their exams terminated immediately and will be issued failing grades, regardless of how well they are doing on the test. At the team's discretion (all three or more VEs participating in the decision), candidates found cheating may or may not receive credit for the elements successfully completed before being caught at cheating. The candidates are then dismissed from the test session. Should you or your VEs observe cheating going on, or observe other questionable action on the part of the examinee, handle the situation with all the self-control and diplomacy that can be mustered. Candidates may become belligerent when confronted by an accusing VE. Don't tolerate any kind of verbal abuse from the candidate and, by all means, don't reciprocate with your own comments. Candidates' Possessions. The candidates must put away any headsets, books, paper or earphones that they may have brought with them to the session. Also, watches that give any kind of alarm or hourly chimes should be disabled, so that other candidates will not be distracted during their exams. Candidates who must use hearing aids should be allowed to wear them. Instruct the candidates that no "crib notes" or other kind of written assistance is permitted once the exams are begun. Using any kind of aid on the test, other than a calculator (see below), will not be allowed. If you are not confident that a calculator is absent of these special abilities (or if you cannot verify that the memorie(s) have been erased, do not permit it to be used. (Slide rules and logarithmic tables are, of course, acceptable as long as they are free from notes.) Candidates who are found to be using unauthorized aids will have their exams terminated and will be assigned failing grades. They will then be dismissed from the test session. Calculators. Most applicants will bring some type of scientific calculator to use on their exams. Most of these, including programmable calculators, are acceptable. The candidate must, upon the VEs' request, demonstrate that all of the calculator's memories have been cleared. The VE Team has the right to refuse a candidate the use of a calculator if the team is not convinced that this has been accomplished. (Most calculators clear their memories automatically when they are shut off, but some calculators have an internal back-up battery that powers the memories continuously even when the main battery is dead or removed.) Note that many of todays calculators support program features such as built-in formulas. Rest Breaks Between Exam Elements. Once a candi- date completes an exam element and is then waiting to take the next element, he or she may leave the room if the VE Team allows it. Again, this is left entirely up to the VE Team, not the candidate. If it is permitted, it is the best time for candidates to "run down the hall" without having to be escorted. Mother Nature. She has a strange habit of calling at the most inopportune times. Inform the candidates that once they begin their exams, however, they will not be permitted to leave the room until they turn in their tests. If a candidate does have a genuine emergency, a VE Team helper or one of the VEs who is not directly involved with administering exams must escort the candidate to the restroom to ensure that the candidate does not have access to any notes or books outside the examination room. If this is not acceptable to the candidate "in need," he or she will have to turn in the test papers, and the exam will be graded regardless of how much the candidate has left to do on the exam. There can be no exceptions to this rule. The Moment Is At Hand All preliminary details have been taken care of. Now, you're all set to actually begin administering the tests. Good luck to both the VE Team and the candidates! Which Element First? For years, the FCC required each candidate to pass all elements associated with a license class before going on to take subsequent elements; no credit was available. Beginning in the late '70s, code-element credit could be issued. Finally, the FCC lifted the written-element credit rule in early 1987, making testing much easier for candidates and examiners alike. One at a Time. A candidate may be administered only one element at a time, even if he or she intends to take the entire battery of amateur exams from scratch. As each element is completed, the candidate must turn in the papers for grading (see "Grading Exams," later in this chapter). An exam must be graded immediately after the applicant completes it (Section 97.509{e}). This is particularly important when an applicant is taking a series of written elements, as the applicant must pass each test in succession before going onto the next higher element. Code Tests Start with the Highest Speed. Most test sessions involve at least one code test element; usually, all code elements are administered. The FCC recommends that code tests be conducted in descending order of difficulty, starting with the 20-WPM test followed by the 13- and 5-WPM tests respectively. This does not mean, however, that if there are no "takers" for the 20-WPM test, the test must still be run; administer only those code and written elements that are needed at the session. Aside from being an FCC recommendation, this practice is beneficial in nature to almost all code-element candidates. There are two strong arguments for giving the code starting at the highest speed and working down, both of which usually work in the candidates' favor. First, every candidate (aside from codeless applicants) should apply for Element 1C, or at least 1B, even if he or she is not confident of passing. Since the candidate is obviously not required to pay a second test fee for that session, there should be little reason for the candidate not to at least make an attempt at subsequent elements. A candidate who passes a higher level code element, Element 1C for example, does not have to pass the lower level(s) of the code elements. The holder of a CSCE for Element 1B does not have to take the 1A exam; likewise the candidate with credit for 1C does not have to test for 1A or 1B. Second, many people think that listening to a higher speed code run before taking their (slower) test makes their code test sound even slower, usually making their copy a bit easier. Sometimes, this psychological edge makes the difference between the candidate's passing and failing! Morse--The Farnsworth Way. The ARRL/VEC provides Morse code audio cassette tapes which utilize the Farnsworth method of Morse code which generates characters at a faster rate, while extra space is inserted between characters and words to slow the overall speed. For example, the ARRL/VEC 5 WPM Morse code exam has the characters sent at 18 WPM, while the spacings between characters and words slows the overall rate to 5 WPM. The same is true for our 13 WPM exam. As for 20 WPM, the character speed is 20 WPM--Farnsworth is therefore not used. Sending Tests. Section 97.509(d) states that passing a telegraphy receiving examination is adequate proof of an examinee's ability to both send and receive telegraphy. The administering VEs, however, may also include a sending segment in a telegraphy examination- -but it is not required. Therefore, based on this FCC recommendation, ARRL/VEC teams administer only receiving tests and do not require sending tests. A sending test may be used as an accommodation for a handicapped individual. As mentioned earlier, the examination may be administered by allowing the examinee to send using a key, keyer or other similar device--a computer keyboard is not acceptable, however. Sending texts may be requested from the VEC for this purpose, or the VE Team may create their own--or use one of our standard texts from our Morse code tapes. In an accommodated sending test for a handicapped individual, the VEs must decide whether the candidate has maintained the required 5, 13 or 20 WPM character speed. Spacing between the characters, since this is an accommodated exam, is not being judged. Depending on the severity of a particular handicap, while some candidates can maintain a high sending speed, others may only be able to demonstrate single characters--and even those characters may be extremely difficult for the candidate to accomplish. The minimum sending test may be limited to include only the FCC's required 43 characters sent randomly, as administered by the examiners. For extreme cases, a passing grade can be based upon a 70-percent accurate demonstration of ability. The examiners decision should be based upon the candidates ability to comprehend the Morse code message by overcoming the handicap through an accommodated means. Code Tests Only. The code tests should be adminis- tered starting with the highest speed test to be run and working down. Candidates whose upgrade attempts require that a code element be passed, for example an Advanced who brings in a CSCE that shows credit for Element 4B, must pass only the required code test in order to achieve the upgrade. Those who wish simply to "knock out" only the code portion and leave the written for another time may take whichever of the three speeds they want; the 13-WPM test is the more commonly requested of the three, but many people want to take the 20-WPM test to get the code requirement completely out of the way. Code Administration. Play the code test tape and adjust the volume (and the position of the speaker when it's a concern). Our code test tapes begin with a voice introduction that gives the applicants an outline of how the code test will proceed. The introduction will lead into a one-minute practice run that applicants may use to warm up for the actual test. After the practice run concludes, another voice announcement will warn the candidate that the code text is about to begin, and that the text will start with two sets of three Vs and conclude with the prosign "". In conformance with Section 97.503(a), our code test designs include all 26 letters of the alphabet, numerals -9, period, comma, question mark, slant mark (also known as ), (also known as plus "+") , (also known as equals "=") and . After the tape has been played allow your candidate(s) a few moments to complete writing down what they have copied or to give their copy a cursory glance (no more than 30 seconds should be allowed {this amount may be determined by the VE Team}). At this time, you may opt to distribute the 10-question fill-in-the-blank (or multiple-choice) questionnaire; or to instruct the candidates to turn over their code copy sheets. (If any candidates would like their code copy reviewed for one-minute of solid copy, now would be a good time to do the review if your team uses the one-minute review procedure feature first. And, if your team does the one-minute review procedure first, then those candidates who did not successfully pass the one- minute review may now be distributed the 10-question quiz.) Now distribute to the candidate(s) the 10-question code exam quiz that is based on the code that was just sent. If applicable, keep in mind that a candidate's ability to write dots and dashes on paper (transcribe) does not qualify them with the ability to copy the Morse code characters (translate) at a particular speed. VE Teams should announce any particular grading protocols of this nature to the examinees prior to the onset of the Morse code examination. Many VE Teams wait until each group of code test takers is finished and their papers graded before running the next speed. This way, a Technician who fails the 20-WPM exam may want to take the 13-WPM test to upgrade to General or Advanced. Running the 13-WPM tape and then the 5-WPM tape while the 20-WPM candidates are completing their written quizzes is acceptable. Waiting for all candidates to complete their quizzes before starting the next speed's test lengthens the session but also keeps down the in-room noise. This is an aspect that people appreciate if they're the ones copying the next level code test and could be distracted by the candidates who are turning in their test papers. (See "Grading Exams," later in this chapter.) After grading a candidate's code quiz, issue a CSCE for the code element passed to any candidates who are only taking code exams. Unless an upgrade results, return the Form 610 to the applicant. If passing the code test earns the candidate an upgrade, issue the CSCE for both element and upgrade credit. (The only exception is for a candidate who does not provide the acceptable evidence that documents the license class claimed on his or her Form 610. For these persons, issue CSCEs only for element credit and send a second element and upgrade credit CSCE to us at the VEC so that we may do the authentication after the session.) Written Exams Single-Element Upgrades. Candidates who will be taking only written elements, either for upgrade or just for element credit, may be given their tests before the code test is run. When convenient, these candidates also may be taken to a room separate from where the code tests will be administered, so that they will be disturbed as little as possible. As mentioned earlier, the drawback is that a separate team of three VEs is required to check identification documents, administer and oversee the examination, participate in the grading process and certify the examination administered by completing and signing both a CSCE and the Form 610 upgrade application. Written Tests Only. As with the code elements, a candidate whose upgrade attempt requires that only a written element be passed, must pass the required element before the upgrade is achieved. A candidate may opt to concentrate solely on written elements, even if no upgrade does result. For this person, issue a CSCE that indicates the elements that were passed at the test session; do not indicate that an upgrade was earned unless appropriate. For example, a General class ham who takes both the Advanced and Extra class written tests (but not the 20-WPM code test) shall be issued a CSCE for upgrade to Advanced plus credit for Elements 4A and 4B. The ARRL/VEC provides our VE Teams with all five written elements. Each element exam is in booklet form, and each element's booklet is color-coded so that it is easily distinguished from the other elements. Also, the element, test version number and class of license normally associated with the exam are located on the cover page; the element and the test version number are located at the top of each page of text in the booklet. The elements are designed in booklet form, as follows: Element 2 4-page exam white stock Element 3A 4-page exam goldenrod stock Element 3B 4-page exam yellow stock Element 4A 6/8 page exam green stock Element 4B 6-page exam pink stock Note! There may be some variation in the page count of the test booklets from time to time. Also, due to some computerization at the VEC, limited variations in test booklet layout may occur. Written elements should be administered in ascending order, beginning with the first element above the elements for which the candidate holds credit. Therefore, if a candidate comes to the session with a General class license, he or she will be credited with written elements 2, 3A and 3B; the Element 4A exam will be the next in line for this applicant. Similarly, if the General-class applicant comes to the session with a valid CSCE for Element 4A (but the Advanced class license has not yet been received), Element 4B may be administered. At the teams's discretion, elements may be administered out of order. The Codeless Technician Written Examination. On February 14, 1991, the FCC implemented a first-ever codeless license for Amateur Radio operators. That license, who's name speaks for itself, is a modification of the earlier Technician class license. To qualify for the codeless Technician license, candidates are only required to pass the Novice written (Element 2) and Technician written (Element 3A) examinations. The 5 WPM Morse code test (Element 1A) is no longer a requirement for earning the license. Codeless Technicians are issued call signs from the Group C (or Group D {where Group C has been exhausted}) as before. To upgrade a codeless Technician license to earn Novice/Technician HF privileges, candidates must pass a Morse code examination at a VEC examination. If a candidate chooses to upgrade to Technician with HF privileges by passing a 5 WPM examination, that examination may only be administered by a three-person VE Team at a VEC-coordinated examination. Two General or higher class examiners may not administer this examination for upgrade purposes. Codeless Technicians wishing to upgrade to General class must pass the Element 3B General class written examination and the Element 1B 13 WPM Morse code exam. Codeless Technicians cannot utilize the FCC's Morse code exemption process until they have passed the necessary written examinations required for the upgrade, and after they have passed an initial Morse code examination of at least 5 WPM (in order to meet International Agreement requirements). Novice Upgrades. Novices may upgrade to Technician class by simply passing the Technician class written (Element 3A) examination. Either Element 1A (5 WPM) or Element 2 (Novice class written exam) may be administered by two General or higher class examiners participating in the Novice examining program. These examiners may issue credit to their examinees (credit acceptable at any ARRL/VEC examination session) in the form of a photocopy of a successful Novice license application that was mailed to the FCC, indicating that Elements 1A and 2 were passed; or through the original Form 610 application returned to the applicant which indicates that "none" license was earned, and that either Element 1A or 2 (but not both) was passed. In both cases, the VEs Certification in Section II-A must be completed and signed by both administering VEs. Unlicensed Candidates. Start these folks off with the Morse code test element of their choice; or for codeless Technician applicants written exam Element 2. Remember if a candidate passes any code element other than 1A, his or her 610 must be processed with the session and may not be submitted to the FCC directly. VEs may indicate Element 1A on the 610 form (in lieu of Element 1B or 1C) and submit the application to the FCC; since the FCC stipulates that passing a higher speed exam is proof of Morse code ability at the lower speeds. Make a clear note in your records if you submit the 610 form in this manner. And, of course, the candidate should still be issued a CSCE indicating the actual element that was passed (either Element 1B or 1C as applicable). Individuals who hold CSCE credit for Elements 2 and 3A, but who have not yet submitted an application for a codeless Technician license may do so by sending a Form 610 application with Section I completed, and their original Element 2 and 3A CSCE(s) {if issued within the previous 365 days}, to us at the ARRL/VEC. Upon verification, we will complete and submit the Form 610 application to the FCC for a codeless Technician license; and we will then return the original CSCE(s) back to the applicant for his/her files. To qualify for the Technician license with HF privileges, candidates may earned either Element 1A and/or Element 2 credit from two General or higher class examiners for the Novice license and then attend a VEC-coordinated examination to finish the requirements. An applicant who comes to a VEC- coordinated examination with an original Form 610 indicating credit for Element 1A (5 WPM) will be allowed to take the Element 2 and Element 3A written exams in order to qualify as a Technician w/HF privileges. The candidate would be issued a CSCE indicating Element 2 and 3A credit, and upgrade to Technician with HF privileges. Advise the candidate, however, that he/she must retain that original Element 1A Form 610 credit document with his/her Technician license henceforth (or until an upgrade to General or higher class is earned). Grading Exams Immediate Grading. Exams are to be graded after the applicant turns them in to the VE Team (Section 97.509{e}). Three answer sheets have been provided to the VE Team for each examination. Work is progressing toward transparent grading overlays for future use by VE Teams. All Three VEs Must Grade. In all cases, all three administering VEs must grade all Morse code and written element exams. The Form 610 requires that each of the three administering VEs sign a certification that they administered the elements in due order. In the legal sense, they are putting their own amateur licenses on the line. Having only one or two of the VEs do the grading is not permitted by the FCC; and could be considered as the "Russian Roulette" of the VE Program. The VEs who grade probably won't make any errors, but marking wrong a correct answer could cost the candidate an upgrade. If the FCC should ask each of the three certifying VEs if they graded the examination (or in more practical terms, did he/she agree with the grade given to the examinee), no is not an acceptable answer. Grading Code Tests. The VE Team has been provided with three copies of the answer key for each code test element that is administered at the session. The speed and a version number are marked at the top of each answer key. These indicate which exam the key is to be used with. Following this is the text of the code test transmission. Most of the printed text is in lower case; the words that are in all upper-case letters indicate the answers to the 10-question quiz. The 10-question quiz and answers are found in the bottom half of the answer key. The candidate is responsible for copying the text exactly as it was sent; and also for transcribing the answers on to the quiz sheet. On their quiz sheet, candidates are advised to print each answer exactly as it was sent in the message. The candidates' written answers must compare exactly with what the answer key indicates. If the answer key shows that the answer to a question is "New York," the candidate must write "New York" and not "NY" or anything else. Conversely, if the answer is "NY," the candidate must write "NY" and not "New York." The only exception in grading should be allowed a candidate who provides a two- or three-word answer where the answer indicated on the key is only one word, as long as two conditions are met: 1) the phrase words were actually part of the appropriate text; and 2) the answer given by the applicant is spelled exactly as it was transmitted. The passing grade for each code test is 7 or more correct answers out of a possible 10. After grading the quiz paper, write the number correct in the box in the upper right hand corner. If the candidate does not score a passing grade (scoring six or fewer correct), and if you haven't already checked the candidate's copy sheet for one minute of solid copy at the transmitted speed, do so now. One minute of solid copy at each of the three speeds is defined as 1) 25 characters straight at 5 WPM, 2) 65 characters straight at 13 WPM, and 3) 100 characters straight at 20 WPM. Failing the 10-question quiz but achieving one minute solid copy will still earn the candidate a passing grade. Note! An applicant who fails a higher code element (1B or 1C) may qualify for credit at a lesser speed if one minute of solid copy at the lesser speed can be found on the applicant's code copy paper. For example, if an applicant fails the 20-WPM code test but copies a string of at least 65 characters but fewer than 100 characters, the applicant is credited with passing the 13-WPM (Element 1B) exam; or at least 25 characters is credit for 5 WPM. Within a one-minute of solid copy review, a few dot/dash characters, perhaps up to 10 within a one- minute string, can be accepted/translated by the candidate and considered for grading. More than 10 characters, however, is excessive (in our opinion) and should not be accepted within a one-minute review. For the 10-question comprehensive exam, while an all dots and dashes transcription should be rejected, a mix of transcription and translation could be accepted-- but those examinees should be given no more time to complete the 10-question review than the majority of the other applicants required to do the same within a given timeframe (of course, not applying to the handicapped or disabled who require accommodated testing). The FCC considers a word to be five characters. Letters count as one character; numerals, punctuation marks and procedural signals (prosigns) count as two characters. For example, the transmitted phrase "I worked 5 states." would break down to 13 letters (at one character each), one numeral (counted as two characters), and one punctuation mark (at two characters). The 13 letters count for 13 characters, the numeral for two, and the period counts as two characters; the sentence is 17 characters or 3.4 words. The word PARIS is the one-word standard. Grading Written Exams. The ARRL/VEC uses written-element answer keys that are easily compared with the candidates' answer sheets. The element and test version number are marked in large letters at the top of each answer key. These indicate which license class and test version the answer key goes with. Line up the key with the answer sheet to be graded. Verify that the key you are to use is actually the right one. (Using the wrong key when grading is an easy mistake to make; several VEs have caught themselves using the wrong key to grade candidates' exams.) If the paper that you're grading seems to have a rather high number of wrong answers marked, recheck to make sure that you're using the correct answer key. If you're not using the right one, don't make an issue of it; simply locate the correct key and regrade the exam. If you are using the correct key, and the candidate has more than the allowable number of incorrect answers, continue grading the answer sheet until you've completed and then (this is mandatory) diplomatically advise the candidate of his or her grade and you can mention that some additional studying may be needed before he or she comes back for retesting! Written Element Passing Grades. The FCC requires that the candidate must correctly answer the required number of questions for each written element exam in order to achieve a passing grade1 (Section 97.503{b}). Table 6 below indicates how each element is graded on a pass/fail basis. Table 6 Questions Minimum Maximum Maximum Element Class on Test Right Wrong 2 Novice 30 22 8 3A Technician 25 19 6 3B General 25 19 6 4A Advanced 50 37 13 4B Extra 40 30 10 Results to the Candidates. After the candidate's exam paper has been graded, advise the candidate of the exam results (pass or fail), and inform the candidate of their grade (Section 97.509{e}{g}). Again, no candidate may review the test booklet or answer sheet once they are turned in, nor may the VE Team give advice to the candidate as to which topic(s) to study for a better (passing) grade. Although the FCC Rules require that you return Form 610 applications to those candidates who did not earn an upgrade at the session (Section 97.509{g}), unless the applicant asks for it, we encourage you to return these 610s to us at the VEC. This includes candidates who passed one or more elements without earning an upgrade. (Although many applicants go for element credit only with the intention of completing the upgrade later, they are still required to submit a completed Form 610.) If you do attempt to return the 610 form, don't be surprised if a candidate who has just failed leaves immediately before you can return his or her 610. Most candidates don't realize that they can have their applications back; more often, they don't care to get them back. In either case, if a candidate who does not upgrade leaves before you can return the 610, as always, send it to the ARRL/VEC office along with the rest of the used test materials; we'll hold on to it. Candidates who do pass their tests may then be given the next exam element, if they applied for one. If a candidate did not apply for additional elements, use your discretion as to whether to offer the candidate the opportunity to continue testing. Base your decision on what materials you have available, the lateness of the exam session, and whether you and/or your team members are willing to continue. You and your team make the decision; the candidate does not. Retesting. An applicant who fails an element at an ARRL/VEC-coordinated session may retake that element at the same session, if: 1) the administering VE Team has a different version of that element, which the applicant has not taken (Section 97.509{c}); 2) the VE Team has the time and resources and is willing to administer the additional version; and 3) the applicant pays an additional test fee (as the applicant is then considered to be a walk-in candidate who just arrived even if he or she arrived at the begin- ning of the session). Issuing CSCEs The ARRL/VEC's CSCE is designed such that a single certificate may convey credit to the holder for successfully completed elements and, where applicable, validation of a new license-class earned. When completing the CSCE, use a ball point pen. Press hard enough so that the information comes through to the second (pink -- sent to ARRL/VEC) and third (yellow - - retained by the VE Team) copies of the certificate. If the VE Team chooses, they may relinquish their yellow copy to the VEC--and not retain a copy for their records. Some teams have chosen this option to reduce the size of their paperwork archives. Applicants who pass one or more exam elements shall be issued a CSCE for the element(s) passed (Section 97.511{e}). This applies even if the applicant does not complete all elements necessary for an upgrade at the session, or if the applicant does not have the original documentation needed to support a claimed license class. Again, the candidate is responsible for providing the administering VEs with all necessary evidence of having passed the elements that he or she claims. Such evi- dence must be in the form of the original amateur license plus any still-valid original CSCE(s) (or Form 610 for Element 1A or 2) indicating credit for elements passed that are not otherwise documented by the license. Completing the CSCE. The following information should be filled in on the CSCE: 1) test site (city and state); 2) test date; 3) candidate's name, call sign (if any {if none, write "none"}), and complete address; and 4) the signatures and call signs of the three VEs who administered the exams (all three are mandatory). Any exam element(s) that the candidate does not successfully complete at the session, even if they were not taken, must be lined out entirely. Elements passed should be circled. Similarly, if the candidate earns an upgrade at the session, the license class earned should be circled and the other three classes are to be lined out completely (see the sample CSCE in this section). A CSCE that is issued to an unlicensed person who qualifies for a Novice license by passing Elements 1A and 2 must also be signed by all three administering VEs. The FCC set up the three-examiner VEC Program for the administration of exams for Technician and higher class licenses, so there is no direct provision for qualifying an applicant for a Novice class ticket. When the Novice-level elements are administered by the three VEC-accredited examiners, all three VEs must sign the CSCE. The Form 610 for the Novice class license must be signed off by only two VEs in Section II-A on the back of the application, however. Upgrade CSCEs. Only applicants who provide the administering VE Team with their actual license (plus CSCEs for element credit, when appropriate) can be issued CSCEs that validate temporary operation at the upgraded license class earned. An applicant who upgrades should be issued a CSCE that indicates both the element(s) passed at the session plus the new license class to which he/she has upgraded/earned. Since a candidate can upgrade to only one license class at any given session, only one license class should be indicated on the upgrade CSCE, regardless of how many license classes he/she oversteps; Novice to Advanced class, for example. Again, all elements that were not taken or passed at the session should be lined out completely. Occasionally, a candidate will pass one code element and decide to go for the next higher code element. (This is fine, of course, if it is acceptable to the VE Team.) If a candidate passes both code elements, issue the CSCE to indicate credit only for the higher of the two code elements passed. On the following page we have provided examples of the front and back of the ARRL/VEC Certificate of Successful Completion of Examination (CSCE). The ARRL/VEC Certificate of Successful Completion of Examination (CSCE) [front/back]. CSCEs for upgrade must indicate that at least one element was passed at the session where the certificates were issued (the Element 1C Handicap Credit {Physician Cert. and Release: 1C} box is considered a passed element for these purposes). That is, a CSCE that upgrades a candidate by at least one license class must also indicate the successful completion of at least one element. A CSCE that indicates only that the Novice class holder upgraded to Technician but does not indicate which elements were passed, should not be accepted by VE Teams at later sessions: The Novice may have passed the "old" Element 3 exam, the new 3A or perhaps both 3A and 3B. CSCEs for Element Credit Only. Candidates may elect to take only the written or only the code elements available at the test session. This flexibility allows those who want to concentrate on the written or code portion to do so; and to defer testing for the other part of the exam for up to 365 days. Candidates who claim credit for one or more elements must present the actual evidence to validate the claim. If the candidate cannot produce the actual license and/or CSCE for element credit, he may still test, but upon passing he can only be issued a CSCE that indicates element credit only even if passing the element(s) would normally result in an upgrade. In nearly all cases, however, the delay is a short one and the needed information easily collected and verified. When issuing the CSCE for element credit only (when an upgrade is otherwise earned), send the VEC the photocopies of the candidate's materials that could not be verified; we will do the necessary detective work. Also fill out and sign a second CSCE; this one should indicate the upgrade that was earned. Send that second CSCE (white and pink copies) to us as well; so that if and when we verify the candidate's information, we will put the second white copy of the CSCE (for upgrade) in the mail to the candidate. If the candidate cannot provide the ARRL/VEC office with the required evidence of license and/or element credit, we cannot send the application to the FCC for processing and no license will be issued. Form 610 applications can be submitted to the FCC only when "all the pieces" are gathered. Novice Element Credit. Although the FCC did not intend for Novice elements to be administered under the VEC program, Novices were not left out of the testing picture. When the FCC authorized written element credit in 1987, they also announced that a photocopy of a completed and signed Form 610 for Novice license would be acceptable as proof of the candidate's having passed Elements 1A and 2 (Section 97.505{a}{3}). Should an unlicensed individual apply for the Technician but qualify only for Novice, issue him a CSCE that indicates credit for Elements 1A and 2. If he doesn't earn the Novice, issue the CSCE for credit for the element(s) that he or she passed. As mentioned earlier, all three administering VEs must sign the CSCE for it to be valid. The candidate can take this CSCE to other VEC-coordinated sessions and be granted credit for those elements (for up to 365 days). Also, you must submit the application for Novice (Elements 1A and 2 only!) directly to the FCC in Gettysburg. More on this later. Morse code exempted CSCEs. Those candidates who present a correctly-completed Physician's Certification of Disability and Patient's Release form who already hold (or have earned) the necessary written element credit(s) toward the upgrade they are seeking--and who have met the FCC's initial 5 WPM minimum Morse code requirement--will be issued a CSCE indicating Element 1C Handicap Credit (or Physician's Cert. and Release: 1C) and the upgrade earned (see example CSCE in this chapter). After the Session. Once the candidates have all left the test site, the VE Team must summarize the session statistically for three important purposes: 1) to ensure that the candidates returned all test materials; 2) to double check that all CSCEs and 610s have been looked over and signed; and 3) to report the results to the VEC office. Complete both sides of the green Test Session Report. The ARRL/VEC sends the summarized information contained on the Test Session Report to the FCC when the 610s for upgrades from the session are submitted for processing. When packing the session's results to be sent to the VEC office, please keep each candidate's 610 form, license copy, CSCE copy and test materials (both passed and failed) together. We recommend the following order for arranging packages: Pink CSCE carbon atop; then 610 face up (with license copy and any other attachments {Physician's Certifications, etc.} attached to the back; then CSCE copies, if any; then, lastly, all examination documents (test booklet, answer sheets, code copy sheets) in ascending order by element. Return all used examination materials (copy sheets, answer sheets, written-in/on test booklets, mistakenly completed CSCEs or 610s, failed 610s, etc.) to the VEC with the completed test-session package--within 10 days of the examination. This helps when we cross-check each person's test papers against the Candidate Roster. Sample VE Test Session Documents - 610s and CSCEs Also, placing both the examination's Test Session Report and the Candidate Roster together with the code test tapes and any checks and/or money orders all on the top of the used (and unused if not a stocked team) materials IS A REAL BIG HELP! Then put the materials into the overnight express-mailing envelope provided. Non-stocked teams should use the large white "Tyvek" envelope for the return of unused materials, only! When using the express-mailer envelopes and address labels (airbills), or white tyveks and ARRL/VEC Business Reply Label, peel off the backing from the address labels and affix them to the front of the envelope. The package can now be sent off to the ARRL/VEC. When using the white tyvek envelope to return completed examinations (no longer recommended), it is wise to have the package's mailing label hand-- canceled at the post office. We highly recommend that you do use the overnight express packaging that we've provided to you. These services, provided by USPS Express Mail, UPS, Federal Express and other services, provide a guaranteed/tracked overnight delivery of your important test-session package to us. Too many test session packages have been lost in the mail over the past several years; and recreating dozens of 610s plus obtaining four times as many VE and applicant signatures, is no small task. More on express services follows. Occasionally, materials from a test session have taken an unusually long time to get back to the VEC office. If the FCC doesn't realize that the package was held up in the mails, they will decide that the materials were mailed late, and they could decide to invalidate the session! By having the package handstamped, or by using an overnight express delivery service, the postmark (receipt date) on the package could then be given to the FCC as proof that the session materials were mailed on time. Express Mailing Services. We've taken steps to ensure that your completed test sessions are delivered to the ARRL/VEC without failure. This is being done through the use of overnight express-mailing services. To guarantee that we receive your packages, and to reduce the time required to send applications to the FCC, the following services are available to you. In making the most effective use of them, we recommend that you process your sessions at your earliest convenience. Which Service Is Right For My Team? You will have the option to use an Express Service which is the most convenient for you to return your completed sessions. The options are: US Postal Service Express Mail or UPS (which are quite cost-effective express methods), or Federal Express, or AirBorne Express--all being prepaid express methods of returning your packages to us at the ARRL/VEC. Again, everything is postage-paid using our established accounts. * For US Postal Service Express Mail, simply affix the air-bill label to the Express Mail envelope and present it at any post office, or place it in a convenient nearby Express Mail drop box, or simply hand it to your postal carrier. The package will be post-paid--billed to our ARRL/VEC Corporate Account Number: X61-617. * For UPS, using their Next Day Air Letter Pak, place the UPS Air Bill (ASD Form) on their letter pack and then present it at the local UPS drop point you normally use. Bill to BIN Account Number: 370-251-6775. Be aware that not all package drop (or mail-it franchises) can handle the BIN account. We recommend you use a UPS Drop Box, an actual UPS Company Pickup or any UPS Service Desk. * For Federal Express, packages may be returned to us by simply affixing the generic ARRL/VEC Address Label to the generic Tyvek envelope provided; then dropping the package at your nearest Federal Express service location. Specifying billing of the charges to the recipient at FED-X Account Number: 149-358-838. * For AirBorne Express, packages may be returned to us by affixing AirBorne Express airbill to your package and presenting the package to any AirBorne Express courier, or service center; or call AirBorne Express for a special pickup at your convenience. Specifying billing of the charges to the recipient at Account Number: 63-758-172. If you do use an express courier, please note: * USED MATERIALS (610s, exams, etc.); please return all used materials from the session using the express service. * Unused Materials (unused exam booklets, etc.); please return all unused materials in a separate envelope using the First-Class Mail Business Reply Label we've provided. AirBorne Express is by far the most cost-effective service available to us. In fact, our daily FCC packages are sent using AirBorne Express. The US Postal Service Express Mail and UPS appear to the next best, and perhaps the more convenient, express services for you. Just let us know which service is the most convenient for you and we will arrange to send you special airbills and envelopes for that service. Reporting to the VEC. A VE Team shall submit all applications for successful (upgrading) candidates plus all test papers for Technician and higher licenses to the coordinating VEC within ten calendar days following the date of the session (Section 97.511{f}). Even for the larger test sessions, like the Dayton HamVention or the Fort Tuthill Hamfest in Arizona, this is normally ample time for the VEs to process the session's records and put them in the mail. If your team cannot mail the materials within 10 days, let us know immediately so that we can still report the session to the FCC. Again, if they decide that the session was reported late--and therefore in non-compliance with Part 97 regulations--they could decide to invalidate the 610 applications. The best time to go over the session's materials is right after the session is completed: most of the session's events will still be fresh in your mind; most (if not all) of the VEs will still be available to sign 610s that were overlooked. In addition, newly upgraded candidates can sometimes be found on local repeaters using their brand new privileges. Many VEs choose to wait a day or so before tackling the post-session check-out. The main advantage to this is that it allows the VEs time to relax from the now-- completed session. Don't shortchange yourself or your upgrading candidates by putting off the review of the materials for too long. Deadlines are notorious for sneaking up faster than expected. It's a Big Project After having worked at least one session, you'll know first hand that there is nothing difficult about being a VE--unless the details are not checked--and there seem to be a million of them! Although we at the ARRL/VEC office have visited many test sessions (including several coordinated by other VECs), describing how to run a session cannot be substituted for actually being there and doing it. Thus, we'll repeat once again--we can't urge this too strongly--work with an experienced team for your first session or two. The experience will be worth a dozen readings of this manual. This chapter has provided you with the basic tools you need to be a good examiner. Let us know if there is an area in this overview that needs enhancing. We want to help other VEs understand that we're all part of this big project, but it really is simple! Chapter 7 Special Situations How'd That Happen? ith any VE session, there will always be the chance (experienced VEs would say, "the likelihood") that something will happen that is out of the ordinary. In this chapter, we will discuss a variety of possible events. Late Starts. Start the session on time, if at all possible. The decision to accept latecomers is strictly up to the VE Team; candidates who arrive after the appointed starting time may be refused entry if that's what the VEs decide. Too Many Show Up. Occasionally you may have more candidates show up for an exam than the room will hold. At that point, the VEs will have to decide whether to schedule an impromptu sitting of that session at a later hour (with versions different from those used at the first session) or to turn away candidates even if adequate test materials are on hand. At any VEC-coordinated session, the number of candi- dates may be limited (Section 97.511{d}). If you've run short of 610s, be aware that the FCC will not accept photocopied 610s on white paper. Since both 610s, and ARRL/VEC CSCEs, cannot be photocopied, plan to have an over-abundance of those forms on hand. Special Testing A candidate who requires special testing procedures because of a physical disability must be accommodated (Section 97.509{h}). The rules stipulate that the VE Team may require a Doctor's Statement indicating the nature of any disability before determining which, if any, accommodations must be used. If accommodations are permitted, the VE Team should indicate this action on the Test Session Report form. Including the names of those non-VEs who will read or copy the candidate's answers is also recommended. The Doctor's Statement should be submitted to the VEC with the candidate's test booklets and papers which we will retain indefinitely in our session records. Accommodations and Morse code Exemptions. Volunteer Examiners are allowed great flexibility in accommodating handicapped or disabled candidates. Many of the current accommodative procedures, which were initially announced by the FCC on June 15, 1990 at the National VEC Conference in Gettysburg Pennsylvania, were formalized through the adoption of PR Docket No. 90-356 on February 14, 1991 which is the Amendment of the Amateur Radio Service Rules to Make the Service More Accessible to Persons with Handicaps. The accommodative procedures which VEs must make available to handicapped or disabled examinees may be used if the candidate has either a visually identifiable handicap or if the candidate presents you with a Doctor's Statement indicating the nature of the claimed handicap/disability; as provided for in Section 97.509(h) of the FCC Rules. The Doctor's Statement may suggest ways in which the examinee may be accommodated in order to overcome the particular handicap. [For those individuals with severe handicaps which may preclude them from passing the higher speed 13 or 20 WPM Morse code examinations; and if the candidate has passed (or possesses a license conveying credit for) a Morse code examination element (most often Element 1A {5 WPM}); a Morse code exemption mechanism is available from the FCC. More on this follows in this section.] Accommodations. Accommodative procedures must be used when an applicant who is handicapped requires them. The accommodations may include administering the examination at a place and time convenient and comfortable to the examinee, even at bedside. Other procedures can include: * reading or writing for those candidates who cannot do so themselves. Even illiteracy is considered to be a reading handicap. Other reading handicaps can be experienced by those who are very young (who may not yet be old enough to read or understand certain words, or sentence structure), or the elderly whose eye sight may be failing. Enlarging materials to two or three times their normal size will sometimes be effective. Writing handicaps may also effect the very young or elderly; * varying the volume, audio frequency or speed (more on this to follow) of Morse code examination texts will often accommodate those with minimal hearing impairments. For those with more severe hearing impairments, use of flashing lights or vibrating surface (tactile pad, feeling the surface of a speaker, etc.,) are often used in lieu of hearing; * pausing the examination message, where warranted, may be a very successful accommodative procedure to overcome candidates ability to write quickly, or to respond quickly. The pauses may be included after each sentence or phrase, or after each word, or even after each character to allow the examinee the time to write, absorb and/or interpret what was sent. The decision as to the level of pausing which is warranted is determined by the VE Team in conjunction with input from the candidate or the candidates Doctor's Statement. The level of accommodation should be the least necessary to overcome the candidates handicap. * a sending test may be substituted for a receiving test for handicapped candidates where the examinee's particular handicap precludes a receiving test. In the case of the character-by-character examination, you may administer a standard 5-minute QSO Format with a 10-question fill-in-the-blank or multiple-choice examination (obviously this exam could take close to three times as long), or you may administer a character receiving (or sending) examination which includes all the characters of the alphabet, all numbers -9, the period, comma, question mark, slant mark (/), and prosigns , and . For a character-by-character examination, a grade of 70 percent or more correct characters can be considered passing. If you require text for use in a sending test please let us know. The applicant may use a key, keyer or other similar device, to send the required text. In most cases, the above flexibility will allow handicapped candidates to pass the Morse code examination on their own. If the candidate does not have a readily identifiable handicap/disability, or if the candidate does not provide a Doctor's Statement describing the handicap/disability that he/she suffers from, you are not to offer the more flexible accommodations in administering the Morse code examination. There is no difference in the paperwork, or in the qualifications, of any applicant who passes the Morse code examination using accommodative procedures. No special notations are required on any document. It's entirely possible that, even when using the most extreme accommodative procedures, a candidate may not be able to pass the Morse code examination. In having put forth the extra effort, their should be satisfaction in knowing that everyone tried their best. Morse Code Exemptions. If a severely handicapped individual obtains the necessary FCC-required Physician's Certification of Disability and Patient's Release form, he/she may meet the necessary requirements in order to be exempted from the higher speed 13 or 20 WPM Morse code examination requirements (Section 97.505{a}{5}{i}{ii}). To qualify for the complete exemption, individuals must already have earned credit for (or hold a license which includes credit for having passed) at least 5 WPM. That 5 WPM examination may be an accommodated examination if necessary. No specific handicap is included, or excluded, for consideration toward the Morse code exemption. The decision as to whether an exemption is warranted, or not, is determined between the candidate and his/her personal Physician (M.D. or D.O., only!). If the candidate presents a correctly-completed Physician's Certification of Disability and Patient's Release form (see and Appendix) the VE Team must accept that document as credit for Element 1C (20 WPM) in conjunction with any necessary written- element credit(s) required for an upgrade--after ensuring that the candidate has met the FCC's initial Morse code requirement. Upon acceptance of the certification form, the VEs must issue a CSCE to the candidate indicating Element 1C Handicap Credit or Physician's Cert. and Release: 1C, and indicating any upgrade earned as a result of receiving this credit. A CSCE may only be issued to the Morse code exemption applicant if an upgrade has been earned. Unless an upgrade is earned, the Form 610 application and Physician's Certification attachment will not be submitted to the FCC. Therefore, in order for the Morse code exemption to be valid, the FCC must receive the certification form with an upgrade application. If a candidate seeks a Morse code exempted upgrade, but he/she submits an incorrect--or incorrectly completed--Physician's Certification form, the applicant may not be given an upgrade CSCE--or a CSCE indicating Element 1C (Physician's Cert. and Release: 1C) credit. If this should happen, the VEs should create all documents (CSCE, 610, etc.) as if the correctly-completed Physician's Certification had been presented. Provide the candidate with the correct fill-in- the-blank certification form (see in Appendix), or have the candidate or his/her Physician complete the form--if it has been completed incorrectly, or is incomplete. If the candidate has passed any written or Morse code exams, be sure to issue the appropriate CSCE to the candidate--not including the 20 WPM exemption or resulting upgrade. Once the session is over, be sure to have the team complete the necessary documents as if the applicant had submitted a correctly-completed form. Ensure that both the CSCE and 610 form carry all three VE signatures. Then forward those documents to us at the ARRL/VEC for holding. In the mean time the candidate should be working on obtaining the correctly- completed form for submission directly to the VEC. Morse Code Exemption Applicants Will Be Charged Our Standard Test Fee. Regardless of whether the applicant is required to take a written exam, or not, a test fee will be charged to Morse code exemption applicants ($5.40 for 1992). As always, exemption applicants must bring any valid original written element (or Morse code element) CSCEs to the examination session in order to be considered toward their desired upgrade. Authenticity of Certifications. Although VEs determine whether the Physician's Certification is correctly-completed, VEs may not make any judgement as to acceptability of the certification in the representations made by the applicant or the Physician. The VEs must accept the certification form, if correctly completed, and must allow the form to be submitted to the FCC along with the upgrade Form 610 application. If the VE Team feels that they must share any observations they have made regarding an applicant with the FCC, they may do so in a separate letter submitted along with the candidates application. The FCC suggests that VEs and VE Teams may choose to verify on a local level whether the Physician does indeed exist. We at the VEC certainly do not object to the VE Team doing so, but we are not compelled to encourage you to do any more than is directly required of you. This decision to do so, however, must be yours. Lastly, the Physician's Certification of Disability may only be completed by Medical Doctors or Doctors of Osteopathy. No other medical practitioners may make the necessary certification. Procedures for Testing the Physically Disabled In addition to the accommodative procedures discussed above, the following information provided by the Courage HANDI-HAM System will assist you in providing examinations to the handicapped or disabled. If you have any question about testing the physically disabled, and if they are not answered herein, please call us at the ARRL/VEC. If we do not have the answer when you call, we will discuss your question with the staff of the Courage HANDI-HAM System and get you an answer as soon as possible. If you would like more information regarding the Courage HANDI-HAM System, you may contact them at: 3915 Golden Valley Road, Golden Valley, MN 55422. Or call (612) 520-0520. Visually Impaired. The major modification needed for testing the visually impaired is that the tests should be given orally by reading the exam questions and multiple choice distractors to the candidate and then writing the candidate's verbal response on the answer sheet. Be sure that the reader is familiar with the correct pronunciation of amateur terms. If the candidate would rather read the examination in Braille, the ARRL/VEC is working with Handi-Hams to provide this opportunity. Check with the ARRL/VEC for availability. When testing a visually impaired candidate for proficiency in Morse code, simply have him or her dictate what has been copied either letter-by-letter, word-for-word, or by stopping the tape at intervals as described above. Some candidates may choose to type their copy. Cerebral Palsy. Cerebral Palsy is a disability with extreme variations ranging from quadriplegia (paralysis of all limbs) and no speech communication, to a slight limp. Persons who are unable to speak or have a slowed speech often need to find other means by which to dictate information to the VEs. The use of devices such as word boards, large cards with the individual multiple choice letters printed on them so they can be pointed at by the candidate, and the typewriter keyboard which can be activated by head wand or mouth stick are some common alternatives to oral communication. Multiple Sclerosis. Like Cerebral Palsy, Multiple Sclerosis has many variations depending upon which part of the body is affected. Their ability to read or write will vary depending on the extent of disability. The primary difficulty for most M.S. candidates will be fatigue. Because of medication needs and fatigue, the time of the day which the individual is most alert is the best time for him or her to be tested. For this reason, home testing or special arrangements are sometimes appropriate for persons with M.S. Muscular Dystrophy. Test candidates having Muscular Dystrophy experience muscle weakness and fatigue. They are generally able to read and write their own exams. Occasionally Morse code exams may need to be given orally, as is done for sight impaired candidates, if the candidate is physically not able to write fast enough. However, this is not usually needed unless the candidate has serious physical limitations. Persons with Muscular Dystrophy may find home testing or special arrangements by VE Teams necessary, depending on the level of muscular weakness. Arthritis. Because of the difficulties some candidates have with sitting in one position for long periods, VEs need to keep in mind in working with severe arthritics that they need to allow breaks in the test session so that the candidate(s) may stretch or move around. This should be done at a convenient time between exam elements. Candidates with arthritic discomfort may find that, depending on which Morse code element is administered, writing the code at the faster speeds is difficult and may ask to take the exam orally. Hearing Impaired. These candidates will not require any special assistance in taking the written exams (unless they are also Visually Disabled). Since hearing impairments can vary from absolute deafness to only a limited degree of tonal deafness, it may be difficult to administer the Morse code examination with candidates who do not have a hearing impairment. To administer the code examination to a candidate with limited hearing impairment, simply vary the volume and/or tone frequency to those which they can hear. If special frequency tapes are needed (for any tone frequency other than 720-750 Hz {ARRL/VEC tapes are generated at 716 Hz}), the Team Liaison should request them--indicating the specified frequency--when registering the session. If amplification is not feasible, the use of a transducer (usually supplied by the candidate), which allows the candidate to feel the code, is a possible alternative (a large woofer speaker with a LOT of base response has worked in the past). Some persons have also used the flashing light method, but generally this only works at the slowest Morse code speed of 5 WPM, or in exceptional cases 13 WPM. Heart Defects. Persons with serious heart defects may find travel to exam sites too strenuous. Though they will probably not have other special requirements, arranging to hold the exam session in the home is often necessary. Spinal Cord Injury. Persons who have spinal cord injury usually experience paralysis to some degree. For the candidate who is able to use his or her hands effectively enough to write, no modification is necessary other than the site being accessible to wheelchair applicants. For the candidate who is quadriplegic (no use of hands or feet) and is unable to write, it is neces- sary for him or her to read the exam (it does not need to be read to them) and let him or her dictate the answers. Likewise, the Morse code exam can be given orally or can be typed on a keyboard with the use of a head wand or mouth stick. Stroke. Persons who have suffered one or more strokes may require someone to write the test answers for them because they may suffer from partial paralysis. Also, if aphasia (loss or impairment of the ability to use words) is a problem, VEs may sometimes need to have the candidate both say and physically point at the answer for a particular question. Likewise, if their speech is impaired, to indicate that they are comprehending Morse code text as it is being sent, the candidate may indicate the Morse code characters by pointing to them on an alphabet board as they are being sent. Epilepsy. Some epileptic seizure activity can be trig- gered through anxiety and nervousness. Therefore, keeping a relaxed and calm environment during the test session, without undue waiting to take the exams, is important. Also, if the candidates adjust the medication taken, through consultation with their physician, they can control the anxiety and/or nervousness. Testing epileptic candidates in their homes to keep down stress is sometimes necessary. Please keep in mind that each candidate's situation is different and these are only general guidelines. In all cases, keeping the test session as non-stressful as possible will result in the best performance by the candidate and makes the examination process easier for everyone. Travel to Remote Test Sites. With over 16,000 VEs accredited in the ARRL/VEC program, most areas throughout the country now have their own testing teams. VEs are not expected to travel extensively to conduct test sessions. The ARRL/VEC staff can usually locate an additional VE, frequently close to the test site, for a VE Team that needs a third member. Should a VE be requested to travel over an extended distance, VE Teams can provide expense relief to that VE in the form of mileage reimbursement or expense reimbursement. Late or Missing Materials. We normally ship our materials to our VE Teams by United Parcel Service (UPS) Brown Label (ground service which has a guaranteed delivery time of 21 working days {M-F}). This usually takes one to three weeks to be delivered to the VE Team Liaison. If the VE Team notified the ARRL/VEC with adequate lead time and if the materials have not been received by the VE Team Liaison five business days before the session, or if materials for additional applicants are needed, contact the ARRL/VEC immediately by telephone at 1-800-927-7583 so we can correct the problem quickly. We cannot guarantee delivery, however, if we are given less than 24 hours notice. (Note, also, that some areas are too far away from courier offices to even guarantee overnight delivery!) Special Test Materials Code Tests. One of the more common hearing impairments is the ability to hear only a limited range of audio frequencies. The ARRL/VEC can, on request, produce code tests using any audio frequency pitch above 40 Hz. Candi- dates who can hear only a limited band of audio fre- quencies should notify the VE Team well in advance of the desired session so that proper accommodations can be made. The VE Team will need to determine what the cand- idate's approximate audio range is. When notifying us that a special tape is needed, please specify the specific frequency required. Telling us that a "low" or "high" pitch is needed probably won't be accurate enough, because the candidate may have a different opinion as to what "low" or "high" means. Audio Distribution. Many VEs have expressed their desire to provide headphones to applicants taking code tests so that others who are taking written exams are not unnecessarily distracted. A simple solution used by several VE teams is to wire up a string of four to six phono plugs, depending on the number of headphones to be used, and plug them into the headphones jack on the tape player. Because the impedance of the string of headphones will be higher than that for one set, the volume may have to be turned up somewhat so the applicants can hear adequately. Written Exams. At this time, we are preparing written exams in Braille for each element. These will soon be available to teams on a one-to-one, as-needed basis. Applicants who will be using these versions of the exams will not be subject to providing the physician's statement required by Section 97.509(h) for special testing procedures. Disagreements Debate About a Test Question. While the FCC recognizes that the VEs are responsible for determining the correctness of the answers, the ARRL/VEC's policy is such that the examiners are to grade all exams using the answer keys that are provided with the test materials. This way, examiners are not directly held responsible for providing the decision. Usually, a candidate who fails an element will not make an issue of it. A rare exception, for example, would be if someone who misses 14 on a 50-question written test. If a candidate fails but sincerely believes that he or she really passed, either the VE Team or the candidate may request that the VEC office review the failed exam element. Should we determine that the candidate failed because of an error on the answer key, we will contact the administering VE Team to inform them of the error and request that they not only issue the candidate the appropriate CSCE, but also complete and return the candidate's Form 610 to us for forwarding to the FCC if an upgrade was earned. Important! The ARRL/VEC will not overrule a decision that the VE Team makes. If we believe that a candidate failed an exam element because of an error in the administration of the exam, we will attempt to convince the VEs to reverse their decision. We realize, of course, that by signing either the CSCE or Form 610 application (or both), the VEs are putting their own amateur licenses on the line by certifying to the FCC that the candidate earned the appropriate element and upgrade credit. We will not force VEs to jeopardize their licenses if they really don't believe the candidate earned a passing grade. Anything Overlooked? We know that in every program there is no way to cover all the special situations that may arise at test sessions. The VE Program is no different. But we have tried to cover the more common ones in this chapter. If you know of some unique occurrence that should have been discussed in this chapter but was not, please let us know. We do want to hear about it. And Finally... The purpose of this sixth edition of the VE Manual is to prepare you, as an examiner, with or without experience in the examining field, for handling a task that is very simple, yet requires great attention to detail. As this is written, the ARRL/VEC has been in full operation as a coordinating body for more than seven years. In that time, more than 16,000 sessions have been held under the League's VEC banner. Out of those sessions have come more than 105,000 upgrades, and this number does not include the thousands of Novices who have earned their initial tickets at our sessions. So please excuse the trumpets blaring and flags waving in the background, but you, the VE, are the key to both the past and future success of the ARRL/VEC. Without the support of the thousands of examiners who volunteered their time and efforts to run the program, the ARRL/VEC would not be enjoying the great success that it does today. To you, the VE, we just want to say... THANKS !! Appendices Appendix A - Blank VEC Forms Appendix B - Excerpted from FCC Rules and Regulations 97.5 Station license required. (a) When a station is transmitting on any amateur service frequency from a geographic location within 50 km of the Earth's surface where the amateur service is regulated by the FCC, the person having physical control of the apparatus must hold an FCC-issued written authorization for an amateur station. (b) When a station is transmitting on any amateur service frequency from a location within 50 km of the Earth's surface and aboard any vessel or craft that is documented or registered in the United States, the person having physical control of the apparatus must hold an FCC-issued written authorization for an amateur station. (c) When a station is transmitting on any amateur- satellite service frequency from a location more than 50 km above the Earth's surface aboard any craft that is documented or registered in the United States, the person having physical control of the apparatus must hold an FCC-issued written authorization for an amateur station. (d) The types of written authorizations that permit amateur station operation where the amateur service is regulated by the FCC are: (1) An operator/primary station license (FCC Form 660) issued to the person by the FCC. A primary station license is issued only to a person, together with an operator license on the same document. Every amateur operator licensed by the FCC must have one, but only one, primary station license. Except a representative of a foreign government, any person who qualifies by examination is eligible to apply for an operator/primary station license. (2) A club station license (FCC Form 660) issued to the person by the FCC. A club station license is issued only to the person who is the license trustee designated by an officer of the club. The trustee must hold an FCC-issued Amateur Extra, Advanced, General, or Technician operator license. The club must be composed of at least two persons and must have a name, a document of organization, management and a primary purpose devoted to amateur service activities consistent with this Part. (3) A military recreation station license (FCC Form 660) issued to the person by the FCC. A military recreation station license is issued only to the person who is the license custodian designated by the official in charge of the United States military recreational premises where the station is situated. The custodian must not be a representative of a foreign government. The custodian need not hold an amateur operator license. (4) A RACES station license (FCC Form 660) issued to the person by the FCC. A RACES station license is issued only to the person who is the license custodian designated by the official responsible for the governmental agency served by that civil defense organization. The custodian must not be a representative of a foreign government. The custodian must be the civil defense official responsible for coordination of all civil defense activities in the area concerned. The custodian need not hold an amateur operator license. (5) A reciprocal permit for alien amateur licensee (FCC Form 610-AL) issued to the person by the FCC. A reciprocal permit for alien amateur licensee is issued only to a person who is a citizen of a country with which the United States has arrangements to grant reciprocal operating permits to visiting alien amateur operators. The person must be a citizen of the same country that issued the amateur service license. No person who is a citizen of the United States, regardless of any other citizenship also held, is eligible for a reciprocal permit for alien amateur licensee. No person holding an FCC-issued amateur service license will be issued a reciprocal permit for alien amateur licensee. (6) An amateur service license issued to the person by the Government of Canada. The person must be a Canadian citizen. (e) The written authorization for an amateur station authorizes the use in accordance with the FCC Rules of all transmitting apparatus under the physical control of the station licensee at points where the amateur service is regulated by the FCC. The original written authorization document or a photocopy thereof must be retained at the station. 97.9 Operator license. (a) There are 5 classes of operator licenses: Novice, Technician, General, Advanced and Amateur Extra. An operator license authorizes the holder to be the control operator of a station with the privileges of the operator class specified on the license. The license document or a photocopy thereof must be in the personal possession of the licensee at all times when the person is the control operator of a station. (b) A person holding a Novice, Technician, General, or Advanced Class operator license who has properly filed with the FCC an application for a higher operator class which has not yet been acted upon, and who holds a CSCE indicating that the person completed the necessary examinations within the previous 365 days is authorized to exercise the rights and privileges of the higher operator class. 97.13 Restrictions on station locations. (a) Before placing an amateur station on land of environmental importance or that is significant in American history, architecture or culture, the licensee may be required to take certain actions prescribed by 1.1301-1.1319 of the FCC Rules. (b) A station within 1600 m (1 mile) of an FCC monitoring facility must protect that facility from harmful interference. Failure to do so could result in imposition of operating restrictions upon the amateur station by an EIC pursuant to 97.121 of this Part. Geographical coordinates of the facilities that require protection are listed in 0.121(c) of the FCC Rules. 97.17 Application for new license. (a) Any qualified person is eligible to apply for an amateur service license. (b) Each application for a new operator/primary station license must be made on FCC Form 610. Each application for a reciprocal permit for alien amateur licensee must be made on FCC Form 610-A. No new license for a club, military recreation, or RACES station will be issued. (c) Each application for a new operator/primary station license and each application involving a change in operator class must be submitted to the VEs administering the qualifying examination. (d) Any qualified person is eligible to apply for a reciprocal permit for alien amateur licensee. The application must be submitted to the FCC, P.O. Box 1020, Gettysburg, PA 17326. (e) No person shall obtain or attempt to obtain, or assist another person to obtain or attempt to obtain, an operator license or reciprocal permit for alien amateur licensee by fraudulent means. (f) A call sign will be assigned systematically to each station. The FCC will issue public announcements detailing the policies and procedures of the call sign assignment system. The FCC will not grant any request for a specific call sign. 97.19 Application for a renewed or modified license. (a) Each application for a renewed or modified operator/primary station license must be made on FCC Form 610. Each application for a renewed or modified club, military recreation or RACES station license must be made on FCC Form 610-B. A reciprocal permit for alien amateur licensee is not renewable. A new reciprocal permit may be issued upon proper application. (b) Each application for a renewed or modified amateur service license must be accompanied by a photocopy of the license document or the original document, unless it has been lost, mutilated or destroyed. Each application for a modified operator license involving a change in operator class must be submitted to the VEs administering the qualifying examination. All other applications must be submitted to: FCC, P.O. Box 1020, Gettysburg, PA 17326. (c) When the licensee has submitted a timely application for renewal of an unexpired license (between 60 and 90 days prior to the end of the license term is recommended), the licensee may continue to operate until the disposition of the application has been determined. If a license expires, application for renewal may be made during a grace period of 2 years after the expiration date. During this grace period, the expired license is not valid. A license renewed during the grace period must be dated as of the date of the renewal. 97.21 Mailing address and station location. Each application for an amateur service license and each application for a reciprocal permit for alien amateur licensee must show a mailing address and a station location (the addresses may be the same) in an area where the amateur service is regulated by the FCC. The mailing address must be one where the licensee can receive mail delivery by the United States Postal Service. The station location must be a place where a station can be physically located. (A post office box whether provided by the United States Postal Service or by any other party, a rural or highway contract route designation and box number, and general delivery are unsuitable as a station location.) 97.23 License term. (a) An amateur service license is normally issued for a 10-year term. (b) A reciprocal permit for alien amateur licensee is normally issued for a 1-year term. 97.25 FCC modification of station license. (a) The FCC may modify a station license, either for a limited time or for the duration of the term thereof, if it determines: (1) That such action will promote the public interest, convenience and necessity; or (2) That such action will promote fuller compliance with the provisions of the Communications Act of 1934, as amended, or of any treaty ratified by the United States. (b) When the FCC makes such a determination, it will issue an order of modification. The order will not become final until the licensee is notified in writing of the proposed action and the grounds and reasons therefor. The licensee will be given reasonable opportunity of no less than 30 days to protest the modification; except that, where safety of life or property is involved, a shorter period of notice may be provided. Any protest by a licensee of an FCC order of modification will be handled in accordance with the provisions of 47 U.S.C. 316. 97.27 Replacement license. Each licensee or permittee whose original document is lost, mutilated or destroyed must request a replacement. The request must be made to: FCC, P.O. Box 1020, Gettysburg, PA 17326. A statement of how the document was lost, mutilated or destroyed must be attached to the request. A replacement license must bear the same expiration date as the license that it replaces. 97.501 Qualifying for an amateur operator license. An applicant must pass an examination for the issuance of a new amateur operator license and for each change in operator class. Each applicant for the class of operator license specified below must pass, or otherwise receive examination credit for, the following examination elements: (a) Amateur Extra Class operator: Elements 1(C), 2, 3(A), 3(B), 4(A), and 4(B); (b) Advanced Class operator: Elements 1(B) or 1(C), 2, 3(A), 3(B), and 4(A); (c) General Class operator: Elements 1(B) or 1(C), 2, 3(A), and 3(B); (d) Technician Class operator: Elements 2 and 3A; (e) Novice Class operator: Elements 1A or 1(B) or 1(C), and 2. 97.503 Element standards. (a) A telegraphy examination must be sufficient to prove that the examinee has the ability to send correctly by hand and to receive correctly by ear texts in the international Morse code at not less than the prescribed speed, using all the letters of the alphabet, numerals 0-9, period, comma, question mark, slant mark and prosigns ar, bt and sk. (1) Element 1(A): 5 words per minute; (2) Element 1(B): 13 words per minute; (3) Element 1(C): 20 words per minute. (b) A written examination must be such as to prove that the examinee possesses the operational and technical qualifications required to perform properly the duties of an amateur service licensee. Each written examination must be comprised of a question set as follows: (1) Element 2: 30 questions concerning the privileges of a Novice Class operator license. The minimum passing score is 22 questions answered correctly. (2) Element 3(A): 25 questions concerning the additional privileges of a Technician Class operator license. The minimum passing score is 19 questions answered correctly. (3) Element 3(B): 25 questions concerning the additional privileges of a General Class operator license. The minimum passing score is 19 questions answered correctly. (4) Element 4(A): 50 questions concerning the additional privileges of an Advanced Class operator license. The minimum passing score is 37 questions answered correctly. (5) Element 4(B): 40 questions concerning the additional privileges of an Amateur Extra Class operator license. The minimum passing score is 30 questions answered correctly. (c) The topics and number of questions required in each question set are listed below for the appropriate examination element: Topics Element: 2 3(A) 3(B) 4(A) 4(B) (1) FCC rules for the amateur services 10 5 4 6 8 (2) Amateur station operating procedures 2 3 3 1 4 (3) Radio wave propagation characteristics of amateur service frequency bands 1 3 3 2 2 (4) Amateur radio practices 4 4 5 4 4 (5) Electrical principles as applied to amateur station equipment 4 2 2 10 6 (6) Amateur station equipment circuit components 2 2 1 6 4 (7) Practical circuits employed in amateur station equipment 2 1 1 10 4 (8) Signals and emissions transmitted by amateur stations 2 2 2 6 4 (9) Amateur station antennas and feed lines 3 3 4 5 4 97.505 Element credit. (a) The administering VEs must give credit as specified below to an examinee holding any of the following documents: (1) An unexpired (or within the grace period) FCC- issued amateur operator license: The least elements required for the license held. For a Technician Class operator license issued before March 21, 1987, credit must also be given for Element 3(B). (2) A CSCE: Each element the CSCE indicates the examinee passed within the previous 365 days. (3) A photocopy of a FCC Form 610 which was submitted to the FCC indicating the examinee qualified for a Novice Class operator license within the previous 365 days: Elements 1(A) and 2. (4) An unexpired (or expired less than 5 years) FCC-issued commercial radio-telegraph operator license or permit: Element 1(C). (5) A current, or expired but within the grace period for renewal, Novice, Technician plus a CSCE indicating that the person passed Element 1(A) or 1(B). Technician issued before February 14, 1991. General, or Advanced Class operator license, and a Form 610 containing: (i) A physician's certification stating that because the person is an individual with a severe handicap, the duration of which extends for more than 365 days beyond the date of certification, the person is unable to pass a 13 or 20 words per minute telegraphy examination; and (ii) A release signed by the person permitting disclosure to the FCC of medical information pertaining to the person's handicap: Element 1(C). (b) No examination credit, except as herein provided, shall be allowed on the basis of holding or having held any other license. 97.507 Preparing an examination. (a) Each telegraphy message and each written question set administered to an examinee must be prepared by a VE holding an FCC-issued Amateur Extra Class license. A telegraphy message or written question set, however, may also be prepared for the following elements by a VE holding an FCC-issued operator license of the Class indicated: (1) Element 3(B): Advanced Class operator. (2) Elements 1(A) and 3(A): Advanced or General Class operator. (3) Element 2: Advanced, General or Technician Class operator. (b) Each question set administered to an examinee must utilize questions taken from the applicable question pool. (c) Each telegraphy message and each written question set administered to an examinee for a Technician, General, Advanced, or Amateur Extra Class operator license must be prepared, or obtained from a supplier, by the administering VEs according to instructions from the coordinating VEC. (d) The preparation of each telegraphy message and each written question set administered to an examinee for a Novice Class operator license is the responsibility of the administering VEs. The telegraphy message and written question set may be obtained by the administering VEs from a supplier. (e) A telegraphy examination must consist of a message sent in the international Morse code at no less than the prescribed speed for a minimum of 5 minutes. The message must contain each required telegraphy character at least once. No message known to the examinee may be administered in a telegraphy examination. Each 5 letters of the alphabet must be counted as 1 word. Each numeral, punctuation mark and prosign must be counted as 2 letters of the alphabet. 97.509 Administering an examination. (a) Each examination for an amateur operator license must be administered at a location and a time specified by the administering VEs. Each administering VE must be present and observe the examinee throughout the entire examination. The administering VEs are responsible for the proper conduct and necessary supervision of each examination. The administering VEs must immediately terminate the examination upon failure of the examinee to comply with their instructions. (b) Each examinee must comply with the instructions given by the administering VEs. (c) No examination that has been compromised shall be administered to any examinee. Neither the same telegraphy message nor the same question set may be readministered to the same examinee. (d) Passing a telegraphy receiving examination is adequate proof of an examinee's ability to both send and receive telegraphy. The administering VEs, however, may also include a sending segment in a telegraphy examination. (e) Upon completion of each examination element, the administering VEs must immediately grade the examinee's answers. The administering VEs are responsible for determining the correctness of the examinee's answers. (f) When the examinee is credited for all examination elements required for the operator license sought, the administering VEs must certify on the examinee's application form that the applicant is qualified for the license and report the basis for the qualification. (g) When the examinee does not score a passing grade on an examination element, the administering VEs must return the application form to the examinee and inform the examinee of the grade. (h) The administering VEs must accommodate an examinee whose physical disabilities require a special examination procedure. The administering VEs may require a physician's certification indicating the nature of the disability before determining which, if any, special procedures must be used. (i) The FCC may: (1) Administer any examination element itself; (2) Readminister any examination element previously administered by VEs, either itself or under the supervision of VEs designated by the FCC; or (3) Cancel the operator and station licenses of any licensee who fails to appear for readministration of an examination when directed by the FCC, or who does not successfully complete any required element which is readministered. In an instance of such cancellation, the person will be issued operator and station licenses consistent with completed examination elements that have not been invalidated by not appearing for, or by failing, the examination upon readministration. 97.511 Technician, General, Advanced and Amateur Extra Class operator license examination. (a) Each session where an examination for a Technician, General, Advanced or Amateur Extra Class operator license is administered must be coordinated by a VEC. Each administering VE must be accredited by the coordinating VEC. (b) Each examination for a Technician Class operator license must be administered by 3 administering VEs, each of whom must hold an FCC-issued Amateur Extra or Advanced Class operator license. (c) Each examination for a General, Advanced or Amateur Extra Class operator license must be administered by 3 administering VEs, each of whom must hold an FCC-issued Amateur Extra Class operator license. (d) The administering VEs must make a public announcement before administering an examination for Technician, General, Advanced or Amateur Extra Class operator license. The number of candidates at any examination may be limited. (e) The administering VEs must issue a CSCE to an examinee who scores a passing grade on an examination element. (f) Within 10 days of the administration of a successful examination for the Technician, General, Advanced or Amateur Extra Class operator license, the administering VEs must submit the application to the coordinating VEC. If telegraphy element credit is claimed under Section 97.505(a)(5), the physician's certification and the patient's release on the license application, Form 610, must be completed. 97.513 Novice Class operator license examination. (a) Each examination for a Novice Class operator license must be administered by 2 VEs. The VEs do not have to be accredited by a VEC. Each administering VE must hold a current FCC-issued Amateur Extra, Advanced or General Class operator license. (b) Within 10 days of the administration of a successful examination for a Novice Class operator license, the administering VEs must submit the application to: FCC, P.O. Box 1020, Gettysburg, PA 17326. 97.515 Volunteer examiner requirements. (a) Each administering VE must be at least 18 years of age. (b) Any person who owns a significant interest in, or is an employee of, any company or other entity that is engaged in the manufacture or distribution of equipment used in connection with amateur station transmissions, or in the preparation or distribution of any publication used in preparation for obtaining amateur licenses, is ineligible to be an administering VE. An employee who does not normally communicate with that part of an entity engaged in the manufacture or distribution of such equipment, or in the preparation or distribution of any publication used in preparation for obtaining amateur operator licenses, is eligible to be an administering VE. (c) No person may be a VE if that person's amateur station license or amateur operator license has ever been revoked or suspended. (d) No VE may administer an examination to that VE's spouse, children, grandchildren, stepchildren, parents, grandparents, stepparents, brothers, sisters, stepbrothers, stepsisters, aunts, uncles, nieces, nephews, and in-laws. 97.517 Volunteer examiner conduct. No VE may administer or certify any examination by fraudulent means or for monetary or other consideration including reimbursement in any amount in excess of that permitted. Violation of this provision may result in the revocation of the VE's amateur station license and the suspension of the VE's amateur operator license. 97.519 Coordinating examination sessions. (a) A VEC must coordinate the efforts of VEs in preparing and administering examinations. (b) At the completion of each examination session coordinated, the coordinating VEC must collect the applications and test results from the administering VEs. The coordinating VEC must screen and forward all applications for qualified examinees within 10 days of their receipt from the administering VEs to: FCC, P.O. Box 1020, Gettysburg, PA 17326. (c) Each VEC must make any examination records available to the FCC, upon request. 97.521 VEC qualifications. No organization may serve as a VEC unless it has entered into a written agreement with the FCC. The VEC must abide by the terms of the agreement. In order to be eligible to be a VEC, the entity must: (a) Be an organization that exists for the purpose of furthering the amateur service; (b) Be capable of serving as a VEC in at least the VEC region (see Appendix 2) proposed; (c) Agree to coordinate examinations for Technician, General, Advanced, and Amateur Extra Class operator licenses; (d) Agree to assure that, for any examination, every examinee qualified under these rules is registered without regard to race, sex, religion, national origin or membership (or lack thereof) in any amateur service organization; (e) Not be engaged in the manufacture or distribution of equipment used in connection with amateur station transmissions, or in the preparation or distribution of any publication used in preparation for obtaining amateur licenses, unless a persuasive showing is made to the FCC that preventive measures have been taken to preclude any possible conflict of interest. 97.523 Question pools. All VECs must cooperate in maintaining one question pool for each written examination element. Each question pool must contain at least 10 times the number of questions required for a single examination. Each question pool must be published and made available to the public prior to its use for making a question set. Each question on each VEC question pool must be prepared by a VE holding the required FCC-issued operator license, See 97.507(a) of this Part. 97.525 Accrediting VEs. (a) No VEC may accredit a person as a VE if: (1) The person does not meet minimum VE statutory qualifications or minimum qualifications as prescribed by this Part; (2) The FCC does not accept the voluntary and uncompensated services of the person; (3) The VEC determines that the person is not competent to perform the VE functions; or (4) The VEC determines that questions of the person's integrity or honesty could compromise the examinations. (b) Each VEC must seek a broad representation of amateur operators to be VEs. No VEC may discriminate in accrediting VEs on the basis of race, sex, religion or national origin; nor on the basis of membership (or lack thereof) in an amateur service organization; nor on the basis of the person accepting or declining to accept reimbursement. 96.527 Reimbursement for expenses. (a) VEs and VECs may be reimbursed by examinees for out-of-pocket expenses incurred in preparing, processing, administering, or coordinating an examination for a Technician, General, Advanced, or Amateur Extra operator license. (b) The maximum amount of re imbursement from any one examinee for any one examination at a particular session regardless of the number of examination elements taken must not exceed that announced by the FCC in a Public Notice. (The basis for the maximum fee is $4.00 for 1984, adjusted annually each January 1 thereafter for changes in the Department of Labor Consumer Price Index.) (c) No reimbursement may be accepted by any VE for preparing, processing, or administering an examination for a Novice operator license. (d) Each VE and each VEC accepting reimbursement must maintain records of out-of-pocket expenses and reimbursements for each examination session. Written certifications must be filed with the FCC each year that all expenses for the period from January 1 to December 31 of the preceding year for which reimbursement was obtained were necessarily and prudently incurred. (e) The expense and reimbursement records must be retained by each VE and each VEC for 3 years and be made available to the FCC upon request. (f) Each VE must forward the certification by January 15 of each year to the coordinating VEC for the examinations for which reimbursement was received. Each VEC must forward all such certifications and its own certification to the FCC on or before January 31 of each year. (g) Each VEC must disaccredit any VE failing to provide the certification. The VEC must advise the FCC on January 31 of each year of any VE that it has disaccredited for this reason. Appendix 2 - VEC Regions. 1. Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island and Vermont. 2. New Jersey and New York. 3. Delaware, District of Columbia, Maryland and Pennsylvania. 4. Alabama, Florida, Georgia, Kentucky, North Carolina, South Carolina, Tennessee and Virginia. 5. Arkansas, Louisiana, Mississippi, New Mexico, Oklahoma and Texas. 6. California. 7. Arizona, Idaho, Montana, Nevada, Oregon, Utah, Washington and Wyoming. 8. Michigan, Ohio and West Virginia. 9. Illinois, Indiana and Wisconsin. 10. Colorado, Iowa, Kansas, Minnesota, Missouri, Nebraska, North Dakota and South Dakota. 11. Alaska 12. Caribbean Insular areas. 13. Hawaii and Pacific Insular areas. *eof 13. H