Access arrangements for IB retakes: what to discuss with your coordinator
A practical checklist for reviewing earlier authorizations, transferring records and confirming support on the day of the examination with your retake school.
If you used access arrangements in your original IB examinations, discuss them with the coordinator when you start planning a retake. Explain any new difficulties too, so the school can review the support you need.
This guide helps you prepare that conversation. It does not assess a condition or determine eligibility. As of 24 October 2026, November examinations are already underway; candidates in that session should contact their existing coordinator immediately about an unresolved concern. Future candidates should start the discussion while comparing schools.
1. Explain the barrier before requesting a solution
The IB describes access and inclusion as reducing barriers to participation. IB inclusive education overview. Begin your conversation with what makes assessment difficult and what support has helped previously.
Prepare a short private summary: the subjects you plan to retake, the session, your previous school, and the arrangements you used. Explain whether the concern is unchanged or different. If you are unsure how to describe it, say that and request a conversation with the appropriate school contact.
Keep three things distinct in your own notes: what you experienced, what support you previously used, and what the school has confirmed for this sitting. This helps distinguish unanswered questions from confirmed arrangements.
2. Check the status of earlier authorizations
The public policy says retake authorizations generally apply to future sessions, except arrangements for students learning an additional language; changes are normally exceptional. Deleted registration invalidates the original authorization and requires a new application. Access and inclusion policy, sections 3.21 to 3.23.
Requests for students learning an additional language require current testing evidence each session. Policy guidance for additional language learners. Ask the coordinator which rule applies to your record.
If you change schools, ask both coordinators to confirm the administrative handover and the actual provision planned at the new venue. Give the new school the exact record through its requested channel.
The policy provides for the receiving coordinator to see transferred application records and supporting documents, with consent procedures. Policy, sections 3.25 to 3.27. Ask the school to confirm completion of the practical handover.
3. Prepare your documents and arrange a secure handover
Use the table below as a conversation aid. These are questions to ask, not a universal list of compulsory documents. The school should tell you what it needs for your request.
| Topic | Prepare for the conversation | Ask the coordinator |
|---|---|---|
| Previous arrangements | Earlier authorization reference, if available | Which permissions remain applicable? |
| Current concern | Brief description of the assessment barrier | What information do you need to review this? |
| Existing evidence | Location and date of relevant records | Is further evidence needed for this session? |
| Transfer | Previous school and coordinator contact | Who confirms the handover is complete? |
| Practical provision | Support or equipment previously used | What will be provided at this venue? |
| Timing | Intended session and outstanding decisions | What are our school and IB deadlines? |
Ask for a secure submission method and a named recipient before sending sensitive records. Keep your initial enquiry to a school focused on whether a confidential discussion is possible. Avoid placing reports in a public review, comment field or broad email chain.
The IB policy links requests to evidence, usual classroom practice and deadlines for assessment procedures. Access and inclusion policy, section 1.8. Ask about the deadline for your actual request; there is no single date in this guide that applies to every arrangement and session.
4. Translate the decision into an examination-day plan
Once the school has reviewed your case, ask for confirmation in clear language of the provision for each relevant component. Review where you report, the room you will use, who to contact, and what equipment the school expects you to bring or use. Put unresolved practical questions in a short list.
If an arrangement changes the length or organisation of your day, ask for an individual timetable. Avoid calculating a finish time yourself and treating it as official. Your plan should show both the school's reporting instructions and the expected end of each component so that travel does not become another source of pressure.
If technology is involved, ask whether there will be a chance to familiarise yourself with the permitted setup before the sitting. Confirm the process for reporting a problem on the day. Ask the school to confirm which software and devices are permitted.
For date and zone planning, read the exam-clashes and time-zones guide. Keep that travel checklist alongside the arrangements record, rather than assuming one document answers both sets of questions.
5. Raise new or unexpected difficulties promptly
The IB has a separate adverse-circumstances policy for events such as illness, injury and bereavement. IB policy overview. Its student guidance distinguishes known problems more than three months before assessment from unexpected events near assessment. Recognizing student achievement.
If something changes, give the coordinator a factual timeline and ask which process applies. Describe when the change happened and which assessments may be affected. Do not wait for results before mentioning a concern that is already affecting attendance or assessment access.
The adverse-circumstances policy includes possible support, but an individual outcome must be determined through the school and IB process. Ask the coordinator what support can be considered in your circumstances.
6. Choose a host that can discuss your complete entry
Start with IBretake's school search and student registration, then ask prospective hosts about a confidential arrangements conversation. IBretake helps students find potential schools; it does not diagnose needs, authorize access arrangements, provide an examination entry, or replace coursework and tutoring discussions.
School acceptance remains a separate step. The IB says schools need not accept retake candidates. Official retaking guidance. Use the retake registration checklist to connect your arrangements questions with subjects, fees and the school's confirmed entry process.
Frequently asked questions
Must I start every arrangement again for a retake?
Not necessarily: earlier authorizations may remain applicable under the policy described above. Ask the coordinator to check your specific record, including any deleted registration, transfer or question about an additional language, and confirm practical provision.
Can IBretake approve extra time?
No. Use IBretake to explore schools, then discuss the assessment plan with the relevant coordinator. A school enquiry or account creation is not an authorization.
Should I send reports to every school I contact?
Ask first who handles confidential arrangements enquiries and which secure channel to use. This avoids distributing sensitive records unnecessarily.
What if I develop a new difficulty close to the exam?
Contact your coordinator promptly with a factual description and timeline. Ask what evidence and next steps are appropriate. The applicable process and possible provision depend on the circumstances.
Sources and review date
Reviewed 24 October 2026. The workflow and checklist are practical suggestions; eligibility and authorization remain governed by IB policy and school procedures.
- IB Access and inclusion policy
- IB inclusive education overview
- IB Recognizing student achievement
- IB Adverse circumstances policy
- IB retaking examinations guidance
