IB results day preparation should begin before scores appear in IBIS. A Diploma Programme coordinator needs verified access, accurate candidate records, prepared communications, university support procedures and a controlled process for handling Enquiries Upon Results (EURs).
The coordinator connects candidates, families, school leaders and the IB. Preparation ensures that each result receives an accurate, timely and confidential response, especially when a candidate faces a university deadline or unexpected outcome.
Confirm the timetable and access arrangements
For the May examination session, the IB normally issues results to schools on 5 July, with candidate access beginning on 6 July at scheduled times. November arrangements differ, so coordinators must confirm the exact timetable in IBIS and current IB communications rather than reusing previous dates.
Students access results using a personal code and individual PIN supplied by their school. The IB's assessment FAQ states that the personal code is case-sensitive, while the PIN is not. Candidates should not give these credentials to universities or other third parties.
Several days before release, confirm that:
- The coordinator and an authorized backup can access IBIS.
- Candidate names, session numbers and contact details are correct.
- Every student has received their code, PIN and release time.
- Students know whom to contact if access fails.
- Counsellors, school leaders and office staff understand their roles.
- Secure devices, reliable internet and a private workspace are available.
Use the IB's official getting-results guidance as the authority. RevisionDojo's IB results day countdown can supplement student and family communications.
Results day coordinator checklist
Verify records and university conditions
Create a secure list showing each candidate's contact route, university destination, relevant offer conditions and transcript-request status. Include only information staff need for their assigned responsibilities.
Record university conditions precisely. An offer may require an overall total, the award of the Diploma, a particular Higher Level profile or a minimum subject grade. RevisionDojo's guide to conditional university offers can help students interpret the wording, although the university remains responsible for admissions decisions.
Check transcript requests
Before release, current-session candidates can ask their coordinator to send results to up to six higher education institutions without charge, subject to current IB conditions. After the pre-release deadline, graduates generally use the IB Request for Results service and pay the applicable fee.
Check the IB's current transcript and certificate guidance because deadlines, restrictions and charges may change. Entering a request does not prove that a university has processed it, so verify its status before advising the candidate.
Prepare communications
Draft separate messages for access problems, successful outcomes, missed offers, EUR questions and possible retakes. Messages should be factual and individualized. Never send identifiable results through group emails, shared spreadsheets or informal channels, and establish identity checks for remote enquiries.
What to do when school results appear
Securely download or record the reports needed for school analysis, then validate them before contacting candidates. Look for pending results, missing grades, unexpected statuses and records requiring clarification.
Use triage rather than processing candidates alphabetically:
| Priority | Coordinator response |
|---|---|
| Access or missing-result issue | Verify records and contact IB support if necessary |
| University condition narrowly missed | Review the exact condition, transcript status and marks |
| Diploma not awarded | Check the complete result and Diploma requirements |
| Unexpected subject grade | Examine scaled marks, boundaries and available component information |
| Condition met | Explain administrative steps without promising university confirmation |
A difference between a predicted and final grade justifies investigation, but it does not prove a marking error. Decisions should use the official result, boundary position, assessment evidence and practical consequence of any possible change.
The first 24 hours after release
Ask candidates to confirm their subject grades, points total, core outcome and Diploma status before deciding what to do. RevisionDojo's parent guide to IB results day provides a useful sequence for recording, confirming and investigating results.
Coordinators should resolve access problems, clarify results securely, check transcript delivery and help students compare outcomes with the literal wording of offers. Record every request for advice and avoid encouraging an immediate EUR before examining the evidence.
A university, not the school or IB, decides how to handle a missed offer. Candidates should contact admissions promptly with their applicant number, achieved results and a concise request for guidance.
Handling Enquiries Upon Results
An Enquiry Upon Results is the IB's formal post-results service. Under the current DP general regulations, the school submits every EUR on the candidate's behalf. Candidates and parents cannot submit one directly.
A Category 1 EUR, often called a remark, covers eligible externally assessed components in one subject. The grade can rise, remain unchanged or fall. The school must obtain written consent from the student or legal guardian, as applicable, before submitting a request that could change the grade.
For each proposed EUR, document:
- The scaled mark and distance from the relevant boundaries.
- The assessment material covered by the service.
- Whether a change would affect the Diploma or an offer.
- The fee, payment policy and deadlines.
- Written acknowledgement that the grade could decrease.
- The submission date, outcome and people notified.
Categories, fees and deadlines are session-specific. Consult current assessment procedures instead of copying last year's timeline. The IB's assessment principles guide explains the assessment context, while RevisionDojo's EUR and remarks guide supports family discussions.
Follow-up during days 2-7
Once urgent cases are stable, review subject patterns, monitor EURs, follow up on transcript problems and share available IA feedback with relevant teachers. For potential retakes, verify registration feasibility, subject availability, deadlines and coursework implications.
Students do not ordinarily repeat the entire Diploma Programme because one result needs improvement. Options depend on individual circumstances and current procedures. RevisionDojo's IB retake policy guide provides an overview, but official requirements govern registration.
Common coordinator mistakes
Avoid promising that a remark will increase a grade, treating predicted grades as proof of examiner error or assuring candidates that universities will accept near misses. Other serious errors include using outdated deadlines, submitting an EUR without consent, overlooking transcript authorization and discussing one candidate's result with another family. A written workflow, secure case log and designated backup reduce these risks.
Conclusion
Effective IB results day preparation combines secure access, verified records, precise communication and evidence-based post-results decisions. Prepare credentials, transcripts, university conditions and EUR procedures before release, then validate results and document every formal action. RevisionDojo's results-day, remarks and retake resources can support communication, while official IB documentation remains the authority for procedures and deadlines.
Sources and referenced URLs
- IB getting-results guidance
- IB assessment frequently asked questions
- IB transcript and certificate guidance
- IB Diploma Programme general regulations
- IB assessment principles guide
- RevisionDojo IB results day countdown
- RevisionDojo conditional university offers guide
- RevisionDojo parent guide to results day
- RevisionDojo EUR and remarks guide
- RevisionDojo IB retake policy guide