School Person Maintenance & Teacher
Subject Maintenance User Guide
Version: 4-0 (6 February 2023)
© International Baccalaureate Organization 2023
International Baccalaureate® | Baccalauréat International® | Bachillerato Internacional®
Contents
Assessment roles 3
Assigning and managing roles 4
School Person Maintenance 5
Teacher Subject Maintenance 5
Adding or amending a subject 6
Subject selection window 6
Delete a Subject 7
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School Person Maintenance & Teacher Subject Maintenance User Guide
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Assessment roles
Programme Coordinators are responsible for completing assessment processes on IBIS.
However, Diploma (DP), Career-related (CP) and Middle Years Programme (MYP) coordinators
may assign roles to members of their school’s administrative or teaching staff to assist them with
assessment duties.
The following roles are available:
Assessment Description Maximum
Role number
permitted
This role allows access to all options and processes which are
Admin
available to the Programme Coordinator on IBIS. The role can 3
assistant
be assigned to deputize for the coordinator.
The CAS coordinator can indicate the creativity, activity, service
(CAS) completion status of candidates registered for a session.
CAS
The Programme Coordinator is required to confirm and submit 1
coordinator
the CAS coordinator’s entries. This role is available for the DP
only.
The teacher role allows access for the entry of Internal
assessment mark entry (Teacher Assessed Totals entry for
MYP) and predicted grades. Teachers can also verify those
Teacher entries but the coordinator will remain responsible for Unlimited
completing the process. Teachers will also be able to enter and
complete criteria mark entry and access the eCoursework
(ePortfolio for MYP) system to upload candidate work.
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School Person Maintenance & Teacher Subject Maintenance User Guide
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Assigning and managing roles
The assessment roles are managed in My School. The roles can be requested via My IB and
confirmed or rejected in My School by the Programme Coordinator. When a role application is
approved in My School, the role will transfer to IBIS shortly afterwards. The person and role will
then be displayed in the School Person Maintenance option.
If the person already has access to IBIS, the role will automatically become available for them to
access with their account. If the person does not have an IBIS account already, for the admin
assistant and CAS coordinator roles they will be automatically invited to setup an account when
the role transfers to IBIS. A teacher will be invited to setup their account only when they have
been assigned a subject with the Teacher Subject Maintenance option.
The invite will be sent to the user’s email address and must be completed within 7 days. If the
person does not complete the process in time or does not receive the email, they may contact
[email protected] for assistance.
PLEASE NOTE: It is important that school staff and any assigned roles are kept up to date and
accurate. Should a member of staff leave the school, please ensure that their access is withdrawn
in My School.
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School Person Maintenance & Teacher Subject Maintenance User Guide
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School Person Maintenance
This option is located under the School tab, followed by School Person Maintenance.
This option displays a list of users who have been assigned assessment roles for the school
programme. There is no functionality on this page, the list is provided for information only.
Teacher Subject Maintenance
Select the School tab, hover your cursor over the School Person Maintenance option and then
click on Teacher Subject Maintenance:
The following screen will appear:
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School Person Maintenance & Teacher Subject Maintenance User Guide
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The screen displays all the teachers associated with the school programme in My School and
allows the addition/deletion of subjects for users who have been assigned the role of Teacher.
Please ensure that subjects are added for all teachers who are entering internal assessment
marks, predicted grades and completing e-coursework/e-Portfolio uploads.
Adding or amending a subject
To add a subject: Click the Add Subject link next to the person’s name. This will present a pop
up subject selection window.
To add another subject: If the teacher is already teaching a subject, you will have the option to
add another subject. Again, the link is displayed next to the person’s name. This will present a
pop up subject selection window.
To amend a subject: If you wish to amend a subject, click on the Edit subject link next to the
appropriate subject. These will only appear if the teacher has subject details. This will present a
pop up subject selection window.
Subject selection window
The options in the selection list are automatically validated. Clicking Continue will add the subject
details. Clicking Cancel will abort the process.
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School Person Maintenance & Teacher Subject Maintenance User Guide
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Delete a Subject
If you select the delete subject option, you will be presented with the following screen:
Clicking the Continue button will delete the subject chosen. The Cancel button will abort the
process.
Deleting subjects will not terminate the user’s access to the Teacher role on IBIS. The role and
access will remain active, but they will not be able to access any assessment entries for that
assessment session. The role will only be terminated if the role is withdrawn by the user in My IB
or withdrawn by the Programme Coordinator in My School.
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School Person Maintenance & Teacher Subject Maintenance User Guide
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