The IB does not provide job descriptions for Diploma Programme coordinators. The writing of a job description for any faculty/ staff member is normally the responsibility of the school’s administration, and this includes the very specific duties of the coordinator. However, it must be stated that the role of the Diploma Programme coordinator in an IB World School is diverse and crucial to the success of the programme.
It is important that the job description of the coordinator includes recognition of the leadership function, in addition to the management roles involved in general programme administration and communication with stakeholders. Diploma Programme implementation requires significant expertise in change management and a detailed understanding of the principles and practices of the programme. The coordinator, acting together with other school leaders, needs the authority to plan and manage the processes of change necessary for developing the programme. They also require a good knowledge of the IB regulations and procedures and the General regulations: Diploma Programme.
Without sufficient time and resources to undertake the many duties required of the position, a coordinator cannot successfully implement and manage the various demands of the Diploma Programme. For it to be done well, sufficient release time, dedicated office space, administrative support, an adequate budget, printer and photocopying facilities must be available. New coordinators should receive IB-approved professional development that will equip them with a clear understanding of their role and responsibilities.
In general, the demands on the coordinator are proportional to the number of Diploma Programme candidates and faculty/staff, and the number of subjects offered by the school. Fundamentally, the coordinator is responsible for providing information, guidance and administrative support to candidates, colleagues and other stakeholders. The coordinator is also responsible for the management of all activities related to the Diploma Programme, although specific responsibilities, such as the coordination of creativity, action, service (CAS) or theory of knowledge, may be delegated to other members of the faculty/staff. One of the most crucial duties of a coordinator is to communicate information, such as changes to curriculum and assessment, to subject teachers.
The following is a list of tasks related mainly to administration and communication that may be undertaken by a Diploma Programme coordinator. The list is not intended to be prescriptive, chronological or comprehensive; it is included here as guidance to new coordinators on the potential breadth of the role. Some tasks may be delegated and others may not be relevant to some school situations.
- Inform the school community, including administration, teachers, legal guardians and candidates about the learner profile and the mission of IB.
- Ensure that teachers, legal guardians and candidates understand the curriculum and assessment requirements of the Diploma Programme and what subjects will be offered by the school.
- Ensure that Diploma Programme subjects are scheduled so they meet the IB recommended number of teaching hours and provide maximum concurrency of learning for candidates.
- If the school offers Diploma Programme courses online and appoints a site-based coordinator, ensure that both work collaboratively to support candidates.
- Ensure that parents and candidates are provided with a copy of General regulations: Diploma Programme when candidates are enrolled in the programme.
- Provide teachers with up-to-date information about changes to courses of study, assessment requirements and administration.
- Ensure that teachers are provided access to My IB and that they are aware of the resources available on the site.
- Ensure that teachers have access to relevant sections of Diploma Programme Assessment Procedures, particularly those sections with subject-specific information.
- Ensure that all teachers have access to the Coordinator’s notes when these become available.
- Publish an internal calendar of all due dates for the receipt/submission of candidates’ assessment material and other material/information required by the IB.
- Ensure that teachers are provided with an opportunity for professional development related to the Diploma Programme and professional development requirements are met at evaluation.
- Provide information to teachers about any local regional association of IB schools and opportunities to network with other IB teachers.
- Ensure that the school academic policy is aligned with the IB expectations, that teachers implement it and that both teachers and candidates are aware of the requirements and penalties imposed on candidates for breaches of IB regulations.
- Submit advance notice registration requirements, according to deadlines in this handbook.
- Submit requests for inclusive assessment arrangements for candidates with assessment access requirements, at least one year in advance of the written examinations.
- Register candidates for an examination session, according to deadlines in Assessment Procedures.
- Submit/upload candidates’ assessment material for moderation/marking with any accompanying forms, according to deadlines in this handbook.
- Provide candidates with personal examination schedules, and contact the IB by the appropriate deadline where any scheduling conflict may exist.
- Ensure that a secure location is available for the storage of examination papers and other confidential assessment material.
- Conduct the written examinations in May/November in compliance with instructions in Assessment Procedures.
- Ensure candidates and invigilators are provided with relevant information about examination regulations.
- Ensure that teachers provide feedback on the examination papers.
- Ensure that each candidate is provided with their personal identification number (PIN) and personal code so they can download their results on 6 July/6 January.
- Be available (or ensure another staff/faculty member is available) after the issue of results to answer questions, request any enquiries upon results or submit registrations for retake candidates, as applicable.
- Provide candidates and legal guardians with guidance on university recognition and the university results service.
- Ensure that requirements for theory of knowledge are properly coordinated, and teachers of other IB subjects understand the nature and importance of this core requirement.
- Ensure that the programme of creativity, action and service (CAS) is properly coordinated and implemented according to current IB requirements.
- Ensure that the extended essay is administered according to requirements in the current guide and that candidates and teacher-supervisors are fully aware of these requirements.
- If required, prepare the self study and accompanying documents for programme evaluation and organise the evaluation visit (if applicable).
- Ensure that the school has a means of support for IB candidates for whom the language of instruction is not their mother tongue.
It is emphasised that these are simply examples of the tasks undertaken by Diploma Programme coordinators to illustrate the breadth of the role.
For more detailed information about other areas of the coordinator’s role and its impact in the implementation of the Diploma Programme in an IB World School, coordinators should refer to the IB publication Diploma Programme: From principles into practice (2015), available on My IB