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April 19, 2014
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VE Manual : 8. Processing the Paperwork
One of the most important parts of a test session is the correct processing of the paperwork sent to W5YI-VEC. In the Appendix are examples of properly filled out forms used in our testing program.

The NCVEC Form 605 of a candidate who fails all exams should be returned to the candidate (or kept by the exam team if the candidate does not want it). The associated test papers MUST be retained by the CVE for 15 months.

Exam teams should forward to the VEC Office the original NCVEC Form 605 documents and test papers of applicants who pass code or written tests but fail to obtain a new license or upgrade (see Chapter 4). The VEC Office can also identify code and written credit certificate recipients from entries on the Manifest of Applicants report.

All examination session paperwork must be sent to the W5YI-VEC Office for exams resulting in successful upgrades. The NCVEC Form 605 applications for each new or upgraded license and exam session report forms and miscellaneous papers are archived in our files for three years. Mailed test session paperwork should be sent to us via First Class. It is not necessary (or desirable) to send certified or registered mail to W5YI-VEC.
IMPORTANT: All test session paperwork must be forwarded to W5YI-VEC within 10 calendar days of the date of the test session. (See §Part 97.509(m) We have 10 days to electronically transmit it to the FCC in Gettysburg, PA. (See §Part 97.519(b)
IT IS AN FCC REQUIREMENT THAT YOU ATTACH AN EXPLANATION IF YOUR TEST PACKAGE IS SUBMITTED LATE TO THE VEC DUE TO UNFORESEEN CIRCUMSTANCES.
Late test packages without an explanation will not be processed by W5YI-VEC and will be returned to the CVE.

Advise successful candidates that it sometimes takes up to a month to receive their new or upgraded amateur licenses from the FCC. (See section on electronic filing of applications.) It is preferable that applicants NOT contact W5YI-VEC or the FCC concerning license issuance until at least 30 days after the test. If we are holding an application waiting for a copy of the examinee’s most recent FCC license, we forward the application on the same day as we receive the license copy. Applicants may FAX their license copy to 1-817-548-W5YI (9594) for fastest turnaround.


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