Despite the benefits of computer automation, printed CSCE's, and an efficient CW audio system, the examination session at the 1993 New England Division convention would have been a disaster without careful planning and organization. Planning meetings were held in the months before the convention to determine the best way to run a large walk-in session. There is a very real risk of losing control of the session due to mass chaos and confusion. The major issues that need to be covered to avoid running into trouble are:
These issues were addressed by:
Figure 12-1 shows the physical layout of the examination area used for the session. There was a single door for entry and exit. All other doors were locked and blocked off. Space was provided outside the examination area for candidates to prepare 610's. VE's were available to answer questions. Three VE's were located directly outside the single entrance. Two were seated at a table and would provide the initial checks of identification, and verify that the candidate had the proper originals and photocopies of any required paperwork. A copier was located just inside the examination area in the event a candidate was only missing a photocopy. The third VE stood in the doorway and provided the physical security for the examination area. No one was allowed into the room unless they provided:
Positive ID for candidates was any FCC approved identification. In the event a candidate had to leave the room between tests, or if a candidate was registered for a CW examination at a later time they were given a pass to re-enter the examination room. Passes were issued by a single VE, and were signed by that VE at the time of issue to prevent unauthorized duplication of the pass.
Candidates would be escorted to the CW testing area or a seat in the written testing tables by VE. Each table is assigned a letter and each seat at the table is assigned a number. A sheet of paper with the table letter and the seating order is located in the center of each table. When a VE brings an examination to a candidate they would write the table and seating designator (e.g. D-4) in the upper left corner of the answer sheet. This would allow any VE to pick up a graded examination and locate the candidate without shouting out names and disrupting the other candidates.
To minimize the possibility of cheating and to reduce the monitoring burden on the VE team, unique examinations were prepared for each license class. The numbers ranged from thirty-six unique copies of the Novice and Technician exams, to ten for the Amateur Extra exam. Of major importance is the ability to be able to quickly and reliably identify the appropriate grading template to use for each exam. Failure to this will result in a backlog of examinations.
All examinations were generated using the ARRL's
GENTEST or EXAMWIN software. The test design numbers were designed
to encode the examination element and the template number. The
information was encoded twice in case the candidate made a mistake
in writing down the test number and it was not caught before the
answer sheet and examination were separated. Each test design
number was nine digits long. The first three digits encoded the
examination element and template number in a numbering scheme
called "nines-complement". This prevented duplication
of the same sequence of digits at the beginning and end of the
test design number. It was felt that if a candidate might transpose
or miswrite a number sequence, they might do it twice if the sequences
were the same. Using nines-complement obscures the pattern and
reduces this possibility. The last three digits encoded the examination
element and template number in a normal manner. The middle three
digits were generated randomly providing a thousand different
examination possibilities within a particular element and template.
Table 12-1 provides the mapping from examination element to element
key number. Table 12-2 provides the equivalent nines-complement
values for each digit. Table 12-3 provides some examples
Test Design # | Element | Template | |
876999123 | Novice | 2 | 2-3 |
738762261 | Technician | 3A | 6-1 |
675104324 | General | 3B | 2-4 |
507654492 | Advanced | 4A | 9-2 |
437232562 | Extra | 4B | 6-2 |
728412217 | Technician | 3A | 7-1, Where |
the last 2 digits of the test number are transposed. |
There are a number of tasks that must be accomplished in order to have a successful, efficient examination session. The frantic and chaotic activity of a large session make it easy to overlook a task. To help prevent that from occurring, a number of specific "job descriptions" were written. These explained the task and detailed specific steps and possible pitfalls. Each VE was assigned one or more jobs. The following paragraphs describe each of the "jobs".
The session team leader is responsible for the preparation and planning of the session. This includes:
The team leader's primary role during the session is to be the gadfly. No other permanent jobs were assigned. The team leader needed to be available to handle each and every crisis as it arose. Familiarity with every other task was essential, and allows the team leader to identify problems and take steps to correct them.
Things to remember:
Check in assistants are the first VE's to make contact with the candidate. They are located outside the examination area. They are responsible for verifying the candidate has everything needed for the examination. Since they are not in the examination room they are not official ID checks. They provide a prescreening of the paperwork to minimize disruption once the candidates enters the examination room. Checks include:
Things to remember:
The ID checker, located at the entrance to the exam room, is responsible for ensuring that only authorized individuals gain entry. This is the first official ID check. Positive ID is always required. Additionally each person must have one of the following:
For candidates, the ID checker is also responsible for verifying the candidate's paperwork. This includes:
Things to remember:
The Banker is the first of the three VE's located behind the paperwork table. This is the second official ID check. Responsibilities of the banker include:
If a portable copier is available, it should be located near, and operated by, the banker. The banker needs to be familiar with the duties of the registrar and the clerk. If a candidate is only interested in a CW test and is scheduled to test at a later time, the candidate is given a CW reservation and told to return 10 minutes before the test is scheduled. Returning candidates go directly to the ID checker at the door, bypassing and initial registration line.
Things to remember:
The Registrar is the second of the three VE's located behind the paperwork table. This is the VE operating the computer and provides the third official ID check. Responsibilities include:
The registrar needs to be very familiar with the operation of the VEWD program. The registrar also needs to be familiar with the duties of the banker and the clerk.
Things to remember:
The Clerk is the third of the three VE's located behind the paperwork table. Responsibilities include:
The clerk also needs to be familiar with the duties of the registrar and the banker. The level of filing detail required is a function of session size. For average sessions, an expanding 14" by 9" folder labeled from A to Z is sufficient. Candidates are filed alphabetically by first letter only. Keep the candidate's paperwork vertical and sticking out from the folder until they complete, then place it down into the folder. For a large session, individually labeled manila folders keep better track of the paperwork. Candidate's are filed alphabetically by last name. The manila folders can be kept in a suitable box or placed in hanging folders.
Things to remember:
The Seater is responsible for seating the candidate after registration and providing the initial examination and instructions. The job of seater is often combined with the notifier and floorwalker jobs. At least one seater must always be near the registrar to get the first test element for the candidate, seat them, and provide instruction on how to fill-in the answer sheet.
Things to remember:
The Notifier is responsible for:
The job of notifier is often combined with the seater and floorwalker jobs. It is critically important that the registrar be told the grade and continuation status of the candidate. If the database is not constantly kept up to date, the session will become a disaster. The most efficient way to tell the registrar is:
Don't hand the examination to the registrar or hold it out in front of you. The registrar will be looking at the computer screen, not you. For example:
Things to remember:
The Floorwalker is responsible for:
The job of floorwalker is often combined with the seater and notifier jobs.
Things to remember:
The grader has the most straightforward task, but one of the most important. Graders are responsible for reliably and accurately grading each examination.
Things to remember:
The CW tester is responsible for running each of the code tests during a session. This includes:
The CW assistants aid the CW tester. Their responsibilities include:
Often the CW tester and CW assistants will grade the Morse tests. With the use of the audio bar this is more a matter of convenience than necessity since the code test can be held in the same area as the examination room.
Things to remember:
The Awarder congratulates the new or upgraded amateur. This includes:
With candidate signatures needed on both the CSCE and the printed FCC form 610 the single most important duty of the Awarder is to GET THE CANDIDATE'S SIGNATURE! This is sufficiently critical that it may be best to assign this job to one or two VE's and not combine it with the seater, notifier, or floorwalker jobs.
Things to remember:
The number of Volunteer Examiners needed to run a successful session depends to some extent on the number of candidates that appear. Table 12-4 lists the minimum comfortable staffing levels for the "average" session. Table 12-5 lists the minimum levels for a large session.
Job Description | # VE's |
Team Leader/ID Checker/Awarder | 1 |
Banker/Floorwalker | 1 |
Registrar | 1 |
Clerk | 1 |
Check-in Assistant/Floorwalker/Seater/Notifier | 1 |
Grader | 3 |
CW Tester | 1 |
CW Assistants | 2 |
Total | 11 |
Job Description | # VE's |
Team Leader | 1 |
Check-in Assistant | 2 |
ID Checker | 1 |
Banker | 1 |
Registrar | 1 |
Clerk | 1 |
Seater | 2 |
Notifier | 2 |
Floorwalker | 3 |
Grader | 5 |
CW Tester | 1 |
CW Assistants | 2 |
Awarder | 1 |
Total | 23 |