An effective IB coordinator handover transfers more than files. It gives the incoming coordinator a reliable map of deadlines, systems, relationships, risks and recurring processes, then tests whether that map works before responsibility changes hands.
The IB does not prescribe one official handover template. However, its Programme standards and practices require schools to define leadership responsibilities and maintain systems for documenting, sharing and storing policies and procedures. A structured handover protects continuity and demonstrates that the programme belongs to the school, not one individual.
Why an IB coordinator handover needs special care
The DP coordinator combines pedagogical leadership with high-stakes administration. Responsibilities may include curriculum coordination, teacher support, candidate registration, assessment submissions, examinations, inclusive access arrangements, family communication, the DP core and programme evaluation.
The 2026 General regulations: Diploma Programme confirms that schools are responsible for accurate registration, assessment security and compliance with applicable procedures. It also identifies the coordinator as the usual intermediary between students, legal guardians and the IB. An undocumented deadline, unresolved access request or misunderstood security process can therefore affect students directly.
The RevisionDojo overview of the coordinator role explains how these responsibilities connect across the programme.
The CAPTURE handover framework
Use this framework as soon as a departure is confirmed. It separates information that can be documented from expertise that must be demonstrated and tested.
| Stage | What to transfer | Evidence of completion |
|---|---|---|
| C: Catalogue | Recurring duties and deadlines | Each task has an owner, trigger and deadline |
| A: Assemble | Current publications, policies and calendars | Links work and outdated files are archived |
| P: Process-map | Registration, submissions, exams and results | The successor can explain each workflow |
| T: Transfer relationships | Stakeholders and communication context | Priority contacts receive an introduction |
| U: Uncover tacit knowledge | Exceptions, risks and decision history | Unwritten assumptions are discussed |
| R: Rehearse | High-risk procedures | The successor completes selected tasks |
| E: Establish ownership | Open actions and review dates | The head of school approves remaining owners |
Catalogue responsibilities by cycle
Organize responsibilities by daily, weekly, termly, annual and examination-session cycles. For each task, record:
- its purpose and trigger;
- the official and internal deadlines;
- the owner and backup owner;
- required inputs, approvals and systems;
- the output and storage location;
- common failure points and escalation route;
- the date the procedure was last checked.
Separate fixed IB requirements from school-designed processes. The IB may establish a submission requirement, while the school chooses an earlier deadline for authentication, marking and administrative checks. This prevents a successor from treating local convention as an IB rule or an official requirement as optional.
Assemble a controlled document hub
Create a school-owned hub rather than transferring a personal drive. Its master index should show the title, owner, review date, status and location of each key document.
Include current regulations, school policies, assessment calendars, examination plans, DP core records, professional development records, evaluation evidence, budgets and communication templates. Store confidential student information separately in approved restricted systems.
Link to current Programme Resource Centre publications rather than relying on uncontrolled downloads. Annual procedures can change, so operational pages should state verify against the current session publication. The IB assessment and examinations overview provides orientation, but it does not replace session-specific material available to authorized schools.
Process-map high-risk workflows
A calendar shows when something happens. A process map explains how it happens, who checks it and what happens when something goes wrong.
Prioritize student registration, inclusive access arrangements, assessed work collection, mark and predicted-grade submission, examination-paper security, invigilation, results services and programme evaluation. Write each workflow as a concise procedure containing its purpose, trigger, inputs, steps, control check, owner, backup, evidence and escalation route.
Record IB deadlines and earlier school deadlines separately. RevisionDojo's guide to IA deadlines explains why schools need internal buffers before final submission dates.
Capture knowledge that folders cannot hold
Ask the outgoing coordinator to create an only I know this list covering recurrent difficulties, sensitive expectations, local workarounds and decisions whose reasoning is not visible in the final paperwork. Useful prompts include:
- Which deadline regularly causes staff difficulty?
- Which process depends too heavily on one person?
- What has the school tried before, and why did it change?
- Which subjects need early planning because of facilities or assessment formats?
- Which unresolved issue could become serious next term?
Record factual context rather than gossip or personal judgments. Health information, access documentation and other confidential records must remain in approved systems.
Build a risk-based transition schedule
Begin early enough for the incoming coordinator to observe, practise and lead. If overlap is limited, transfer the highest-consequence tasks first.
| Period | Main action |
|---|---|
| 4-6 weeks before departure | Inventory duties, risks and document locations |
| 3-4 weeks before departure | Update procedures, contacts and access arrangements |
| 2-3 weeks before departure | Shadow live processes and review active cases |
| Final 1-2 weeks | Successor leads selected tasks under observation |
| First 30 days afterward | Head of school reviews gaps and unresolved risks |
| After one full cycle | Successor updates procedures based on actual use |
If no successor has been appointed, assign interim owners for assessment administration, student support, official communication and secure materials. The head of school should retain oversight until a permanent coordinator is ready.
Validate the handover
A folder receipt is not evidence of readiness. Use three practical checks:
- Retrieval test: Can the successor quickly locate current policies, calendars and escalation contacts?
- Teach-back: Can they explain registration, coursework and examination workflows accurately?
- Simulation: Can they respond appropriately to a registration discrepancy, missing assessment file or security incident?
The head of school should record incomplete areas, responsible owners and resolution dates. This matters because programme continuity remains a school responsibility.
Common handover mistakes
Avoid transferring an enormous archive without priorities or an index. Other mistakes include retaining outdated guides, documenting dates without explaining internal buffers, sharing passwords in documents, omitting backup roles, failing to introduce key contacts and transferring confidential information through inappropriate folders.
Manage access with IT and relevant platform administrators. Use role-based accounts, approved password-management procedures and least-privilege permissions. Review and remove the outgoing coordinator's access at the appropriate time.
Conclusion
A reliable IB coordinator handover captures responsibilities, authoritative sources, workflows, relationships, tacit knowledge and active risks. It also requires the successor to retrieve information, explain procedures and perform representative tasks before taking full responsibility.
Schools using RevisionDojo should include platform access roles, reporting cycles and implementation routines in the handover. The RevisionDojo coordinator guide, progress-tracking guidance, evaluation preparation guide and department implementation guidance can support that documentation.
Sources and referenced URLs
- IB Programme standards and practices
- IB General regulations: Diploma Programme 2026
- IB assessment and examinations overview
- RevisionDojo guide to the IB coordinator role
- RevisionDojo guide to IA deadlines
- RevisionDojo coordinator-led progress tracking
- RevisionDojo evaluation and authorization preparation
- RevisionDojo for IB coordinators
- RevisionDojo for IB teachers and departments