IB RETAKE COORDINATOR CHECKLIST: FROM FIRST ENQUIRY TO EXAM DAY
This checklist is an operational starting point, not a substitute for current IB procedures or school policy. Its purpose is to prevent common omissions: vague subject requests, unowned cases, undocumented terms, missed local constraints and admissions promises the school cannot control.
Phase 1–2: intake and feasibility
Log the enquiry once, acknowledge receipt and assign an owner. Before asking for extensive documents, confirm the minimum feasibility facts: session, exact subject and level, candidate status, location and broad timeline. If the request is impossible, close it promptly and record the reason category without collecting unnecessary personal data.
If it may be possible, consult the relevant subject and examinations staff. Capacity is more than a desk: it can involve timetable clashes, equipment, oral or practical arrangements, staffing, secure material handling and access arrangements. Do not communicate provisional feasibility as confirmed registration.
1. Log
Create a case identifier, owner, received date and response target.
2. Normalize
Record exact subject name, level and requested session.
3. Triage
Mark obvious mismatch, possible fit or specialist review.
4. Consult
Check examinations, subject and safeguarding/data requirements.
5. Decide next gate
Decline, request limited clarification or issue provisional terms.
Phase 3–4: terms, evidence and registration readiness
Written terms should state what the school is and is not providing. Distinguish examination registration from tuition, laboratory access, internal assessment support, predicted grades, university advice and accommodation. State fees, payment dates, cancellation consequences and the point at which a place is considered confirmed under school policy.
Collect candidate records through approved channels. Apply data minimization: request what is needed for the present decision, restrict access and follow the school’s retention rules. A family’s urgency does not justify sending identity or results documents through an insecure mailbox if the school normally uses a protected portal.
| Evidence area | Confirm | Avoid |
|---|---|---|
| Identity/candidate details | Exact fields required by the current process | Collecting broad document bundles before feasibility |
| Subject/session | Current registration code and level | Relying on an informal subject nickname |
| Terms | Signed or acknowledged scope, fee and deadline record | Verbal promises that cannot be audited |
| Access arrangements | Correct internal referral and evidence timeline | Assuming previous arrangements transfer automatically |
| University timing | Candidate has been told to verify with institution | Guaranteeing an admissions outcome or processing date |
Phase 5–6: exam-day readiness and closure
Before the session, perform a readiness review against the school’s official examination procedures. Confirm the candidate knows the location, arrival rules, identity requirements, permitted materials and contact method for an emergency. Internally, verify timetable, room, supervision, secure materials and any approved arrangements.
After the session, close operational tasks and retain records according to policy. Provide factual guidance on official results access and transcript processes without becoming the decision-maker for a university. Record lessons that can improve the next intake cycle: repeated missing fields, avoidable timetable issues and unclear terms.
- Run the readiness review early enough to resolve missing evidence.
- Use the same status language across email, case tracker and finance records.
- Give candidates one source for arrival instructions and updates.
- Document any exceptional change and who authorized it.
- Close the case only after operational and financial tasks are reconciled.
- Review trends at cohort level without exposing individual candidate data.
Continue reading
References
Editorial review
Reviewed against the cited official IB and admissions sources. IBretake does not claim examiner, IB coordinator or alumni credentials unless a named credential is shown.
See something outdated? Email support@ibretake.com so the editorial team can check and correct it.
Ready to check real school availability?
Ready to check real school availability?
Start a retake search