Information for Language Site Based Coordinators (SBCs)
2024/25 Academic year
Please find below information that will support you and your students taking an online Language course with Pamoja Education.
It is vital that you, as a SBC, are informed about the policies and guidelines that your students, taking an online Language course with Pamoja Education, will be expected to abide by.
The document below details, and explains, the relevant policies and guidelines that are important for student success. You can either navigate through the document by scrolling through it, or, for your convenience, you may click on the topic headers under ‘Document Quick Access links’ below to be taken directly to that specific aspect of the policy.
We appreciate your support in helping us to apply these guidelines and support student learning and language acquisition. We also encourage you to speak to your students about these guidelines.
Document Quick Access links:
The Journey of Learning a New Language
Pamoja Academic Integrity Protocol
Oral IB IA- Year 2 Students
Proctoring Information for Oral IA Exam:
Guidance for the placement of students in language courses
Synchronous Conversation Sessions
Unknown technical difficulties
The Journey of Learning a New Language
Learning a new language is a rewarding journey that requires time, dedication, and consistent practice. While the process can be challenging, adopting the right mindset and strategies leads to meaningful progress and success.
The Stages of Language Acquisition
For beginners, language learning begins with imitation—repeating words and phrases as they are heard. At this stage, speech is often error-free, as learners simply mimic native pronunciation and patterns.
As students progress, they begin forming their own sentences and should strive to think in the target language. Over-reliance on translators or external assistance can hinder natural language development, so students are encouraged to express themselves using simple, clear language that reflects their current proficiency.
If students approach a task by thinking in English first, they may be tempted to use online translators or seek outside help to express their thoughts. Please note that translators are not permitted in this course. Instead, we recommend using reputable online dictionaries such as Collins or Reverso. If students use external resources—including help from friends, family, or tutors—this must be clearly indicated in written assignments (e.g., by highlighting or underlining). This transparency allows teachers to provide accurate, personalised feedback based on each student's true abilities.
Embracing Independent Expression
Speaking and writing are closely linked, as both are productive skills that require independent thought and creativity. The ability to communicate spontaneously is crucial for language growth, enabling authentic feedback and continuous improvement.
Mistakes are a natural and valuable part of the learning process. Rather than fearing errors, students should embrace them as opportunities for growth.
The Path to Success
Ultimately, the goal is for students to use the language confidently, creatively, and independently. By actively thinking in the target language and engaging with it meaningfully, learners build a strong foundation for fluency and long-term success.
We have established the following guidelines to ensure a productive learning experience for all students:
-
Speaking Sessions:
Students should review the week's topic in advance and consider possible questions they might be asked. It's important they avoid memorising answers, as this can hinder natural development and fluency. -
Academic Integrity:
Students are required to sign a contract confirming that they understand and will uphold the principles of Academic Integrity throughout their studies. Our teachers are highly experienced IB experts who are committed to supporting language learners. If, in their professional judgment, a teacher suspects malpractice, they will follow the protocol outline below.
What constitutes malpractice:
- Submitting work that has been proofread by a native speaker (e.g., friend, family member, or tutor) without indicating the changes made.
- Using tools such as Google Translate, AI-based translators, or a dictionary without proper referencing or highlighting the changes in the work.
- Copying significant sections of sample material from the course or the IB text format booklet without proper citation.
We are dedicated to maintaining the integrity of the learning language process and ensuring that all students succeed through their own efforts.
Please find details on the Academic Integrity Protocol in Languages below:
| 2nd Piece of work |
The SBC will be copied into the message to the student If a student has not attended any conversation session and 2 pieces of writing work are of Academic Integrity concern, the SBC will be requested to encourage the student to sign up for an oral. Lack of oral attendance means teachers cannot authenticate written language production skills If a student’s total 2 pieces of work raises Academic Integrity concerns, the SBC will be requested to have the student write the latest task under supervision so that a grade can be provided
|
Work will not be graded The student will be told that the work has not been graded with the reasons why . A conversation will be encouraged between the SBC and the student
The student will be told that a Pamoja Academic Integrity report will be issued if a 3rd concern is raised
|
| 3rd Piece of work |
Formal Academic Integrity process to be followed The teacher will fill in an Academic Integrity report and send it to Courses The SBC will be contacted by Pamoja Courses to say that an Academic Integrity report has been filed and to ask for the SBC to formally follow up |
The work will not be graded, a zero will be marked in the grade book. The student will be told that an Academic Integrity report has been filed. |
| Persistent concerns | The SBC will be contacted | Work will not be graded until issue is resolved with the school and student. |
| Red Flags |
Formal Academic Integrity process to be followed in the following instances End of Year/Trial exam- if there is clear evidence of unfair practice (this should be less likely as exams are being supervised in school) A piece has been completely Google translated and you can identify the source
|
The work will not be graded , a zero will be marked in the grade book. The student will be told that an Academic Integrity report has been filed
|
We appreciate your support in helping us to enforce these guidelines and support student learning and language acquisition. We also encourage you to speak to your students about these guidelines.
Supervised Written Task - Year 1 Students:
As part of the Year 1 course, students need to complete a 45-minute written task under exam conditions. This task must be proctored by the SBC or another designated staff member.
The purpose of this assignment is to provide our teachers with a sample of each student's authentic writing, allowing us to evaluate their approach to written assignments.
We appreciate your support in administering this task. Detailed instructions will be provided in Week 9 with the task to be completed between weeks 10-11 of the course.
Oral IB IA - Year 2 Students:
For the Year 2 Language Course, students will undertake an Official Oral exam, worth 25% of their final grade. This will be conducted via Zoom with their Subject Teacher under exam conditions. The Oral IB IA must be proctored by the SBC or a designated member of staff to uphold the integrity of the examination process.
Important Information:
- Teachers will provide the booking link during the Official IA sign-up window: January for the May Cohort and May-June for the November Cohort.
- Exams will take place during the designated exam window: late January to mid-February for the May Cohort and early to late July for the November Cohort.
- Sign-ups must be completed with the SBC to ensure correct scheduling.
- Reschedules will only be considered on a case-by-case with a valid justification provided by the SBC to courses@pamojaeducation.com.
Proctoring Information for Oral IA Exam:
Proctors are required to sit next to or near the student for the duration of the IA and ensure the following:
- The student does not type on the computer unless specified by Access Arrangements.
- The student does not navigate away from the shared screen.
- The student's hands remain visible at all times to confirm no unauthorised materials or resources are being used during the oral presentation.
Guidance for the placement of students in language courses
Schools are responsible for selecting the appropriate language course for their students, ensuring that each student is placed in a course that provides the right level of challenge. The IB emphasises the importance of accurate course placement to maintain fairness and academic integrity.
Placing a student in a language course that does not match their proficiency level can create an unfair advantage over those who are correctly placed.
To support schools and students in making this decision, the IB provides detailed guidance in this publication.
If a Pamoja teacher identifies a student who may be incorrectly placed, the SBC will be notified for further review.
Synchronous Conversation Sessions
Developing speaking skills is a fundamental component of language learning. Our course is designed to provide high-quality exposure to the target language, encouraging students to produce spoken output at their current proficiency level.
To foster these skills, we have implemented a structured system that offers students regular opportunities for interactive group conversations with their classmates and teacher. These sessions allow students to engage in meaningful discussions, receive real-time feedback, and improve their communication skills in an immersive environment.
How the system works:
- Conversation practice occurs every 2-3 weeks.
- Students must book their session via Calendly, selecting a date and time that works for them.
- Teachers will post a booking link in the 'Discussions' area on ManageBac when new sessions become available.
- Students access the Calendly booking link in the discussion post and choose their preferred sessions. Time zones adjust automatically, so no manual calculations are needed.
- Upon booking, Calendly sends a confirmation email to the student.
- Teachers will then add the booked session to the Calendar in ManageBac, including the Zoom link.
- On the day of the session, students log into ManageBac, go to Calendar, and join via the Zoom link. They should arrive at least five minutes early.
Student Responsibilities
We encourage you to discuss this process with students and emphasise the importance of engagement and time management. Supporting students in identifying appropriate time slots can help ensure they attend their sessions consistently.
Students should also be mindful of the time and effort teachers invest in organising these sessions. As a courtesy to their peers and teachers, they are expected to:
- Sign up promptly and attend their session on time,
- Plan ahead to ensure they can fully participate,
- Come into the sessions on mute.
Important Attendance Policies
-
Failure to sign up:
Students who do not sign up will receive a reminder before the deadline. However, if they choose not to sign up, they will not be allowed to make up the session later. -
Missed sessions:
If a student fails to attend without a justifiable reason, they cannot reschedule unless another time slot is available within the same session cycle. -
Teacher notifications:
If a student misses a session, their teacher will mark it as incomplete, and the SBC will be notified. -
Legitimate absences:
If a student is unable to attend due to illness or another valid reason, their engagement rating will not be affected, provided the SBC is informed and confirms the absence. Students should email their teacher via KeyChat and copy in the SBC as soon as possible.
By following this structured approach, students will gain valuable speaking practice, enhance their confidence, and develop essential communication skills in their target language.
No Grade Policy
To receive a numeric Term Grade, students must complete at least one assignment in each four core language skills: speaking, listening, reading and writing, during each term.
Without evidence of all four skills, teachers cannot accurately assess a student's performance, and they may receive a No Grade (NG).
It is essential that students are made aware of this policy from the beginning of the course to ensure they take responsibility for completing all assignments.
Tracking Student Engagement:
To help you monitor student progress and provide time support, you will receive automated alerts from the School Services Team if a student is at risk of receiving an NG due to missing key assignments.
These emails are intended to:
- Prompt a conversation with their student about their Approach to Learning (ATL), particularly self-management and work habits.
- Encourage students to take proactive steps to complete missing work.
- Allow you to offer guidance and support to help students stay on track.
By reinforcing this policy and supporting students in meeting their academic requirements, we can ensure they receive the most accurate assessment of their progress.
Converting time: We have provided students with explanations and tools on how to convert timezones. However, you may need to follow up with them and support them in learning how to accurately convert the time or use a web-based time zone converter. This is an example: https://www.timeanddate.com/worldclock/converter.html
Accessing Calendly: Signing up to conversation sessions is managed through Calendly, but all booking links to do so will appear in ManageBac ‘Discussions’ posts. Should a student not be able to access Calendly to book the session, or are struggling to find the booked session/event in ManageBac’s ‘Calendar’, they should contact their teacher via ManageBac’s messaging system.
If issues persist, they should email courses@pamojaeducation.com with relevant screenshots and clear, written explanations.
Unknown technical difficulties: At the scheduled time of the conversation practice, if students encounter an unknown technical issue, they should contact their conversation teacher via the platform messaging system as soon as possible to be able to chat, and to navigate or troubleshoot the technical issues.
This article covers some Frequently Asked Questions for troubleshooting:
https://help.pamojaeducation.com/hc/en-us/articles/360058805491-IB-Live-Lessons-Zoom-FAQs
Typical troubleshooting tips are:
- close the browser and start it up again
- shut down/restart the computer
- clear cache/cookies/history
- check internet connection (wifi/Data/etc)
- communicate with teacher immediately if something isn’t working (platform messaging)
We would encourage SBCs to check with their students after the first oral (first orals take place around week 4) if they were able to successfully join the session/event. It is important to try and resolve technical issues early on.
Communication. If they are having difficulty finding a suitable date/time, or have any other concern, they need to communicate with their teacher via the platform messaging system as soon as possible.
THANK YOU – Pamoja Academic Team