What should an IB coordinator complete first in September for the November session?

Begin with a complete reconciliation of IBIS registrations against the school's subject lists and candidate confirmations. Check names, subjects, levels, response languages, categories, retake status, and every required paper. Next, confirm the school's examination zone and build individual timetables from the final official schedule. Review approved access arrangements and identify the rooms, staffing, equipment, and modified materials each candidate requires. Once these data are stable, assign owners and deadlines for secure storage, invigilation, candidate briefings, dispatch, and contingencies.

Can a coordinator change the time of a November IB examination?

A coordinator cannot independently move an examination away from the requirements of the official schedule. The school must follow its assigned examination zone and the local start times published for that zone. If an exceptional circumstance appears to require rescheduling, the coordinator should use the current IB procedure and seek authorization through the designated support route. Ordinary school events, transport preferences, room shortages, or candidate convenience do not justify an informal change. Any emergency action must preserve examination security and be documented fully.

How should coordinators check examination-paper deliveries?

The coordinator should follow the current session's secure-storage and preparation instructions when receiving and checking a consignment. The delivery should be transferred promptly to the approved secure location, with access limited to authorized staff. Checks must confirm that the expected materials have arrived without opening or exposing confidential examination content contrary to IB instructions. Missing, damaged, incorrectly labelled, or potentially compromised materials should be reported immediately through the official channel. Maintain a dated record of receipt, checks, secure transfer, authorized access, and subsequent movement.

What must be included in an IB invigilator briefing?

The briefing should explain admission, identity checks, attendance, authorized materials, prohibited items, timing, candidate supervision, and script collection. Invigilators also need the current procedures for lateness, illness, temporary absence, disruption, emergencies, and suspected academic misconduct. Demonstrate the opening and closing sequence rather than relying only on a distributed document. Make clear who can be contacted outside the room and who has authority to make operational decisions. Record attendance and provide every invigilator with the current instructions they need for their assigned session.

How should approved inclusive access arrangements be organized for November exams?

Convert every approved arrangement into a practical plan for the candidate and each affected examination. Specify the room, timing, supervision, equipment, rest-break procedure, modified materials, and any required documentation. Check the exact authorization because some arrangements require IB approval while others may be implemented by the school under policy conditions. Confirm that the arrangement reflects the candidate's established way of working rather than an untested exam-day change. Brief relevant staff privately and rehearse any equipment or unusual process before the examination period.

What should an IB examination contingency plan cover?

The plan should address candidate illness, staff absence, severe weather, transport disruption, venue loss, power failure, technical failure, missing materials, security concerns, and courier problems. Each scenario needs a decision-maker, backup contact, communication route, alternative location or resource, and clear trigger for contacting the IB. Include procedures for maintaining supervision and preventing communication when examination security may be at risk. Staff should know what evidence to preserve, including times, attendance records, statements, photographs where appropriate, and dispatch tracking. Test the contact tree and at least one operational scenario before the first examination.

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Preparing IB November Session Exam Logistics

IB Coordinators Seasonal Planning IB Exam Tips

• 24 Sept 2026•7

Preparing IB November Session Exam Logistics

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Preparing IB November Session Exam Logistics | RevisionDojo

Back to all posts

Preparing IB November Session Exam Logistics

IB Coordinators Seasonal Planning IB Exam Tips

• 24 Sept 2026•7

Preparing November session exam logistics requires IB coordinators to convert current regulations into a precise local plan. By September, candidate entries, access arrangements, rooms, staffing, secure storage, materials, dispatch procedures, communications, and contingencies should have named owners and documented checks.

For the November 2026 DP and CP session, the final published examination schedule runs from Friday 23 October to Friday 13 November 2026. Schools must follow their assigned examination zone and the local start times in the official schedule.

Start with current official documents

Session-specific instructions on IBIS and the Programme Resource Centre are authoritative. Coordinators should download the final November 2026 examination schedule and monitor official communications for operational updates.

The working document set should include:

Current Diploma Programme Assessment procedures
Current Conduct of examinations booklet
Current Preparation for examinations policy
Final timetable and assigned examination zone
Subject instructions and permitted-material rules
Approved inclusive access arrangements
Packing, dispatch, incident-reporting, and adverse-circumstances instructions

The 2026 General regulations: Diploma Programme confirms that schools are responsible for secure storage and compliant examination administration. Current IB instructions always take precedence over inherited local checklists.

Use a September-to-November control plan

A calendar shows dates, but a control plan also records the owner, deadline, completion evidence, and backup person for every task.

Period	Coordinator priorities	Evidence to retain
Early September	Reconcile registrations, subjects, levels, languages, papers, retakes, and candidate details	Candidate checks and IBIS reconciliation record
Mid September	Confirm examination zone, timetable conflicts, access arrangements, rooms, and staffing	Master timetable, room plan, and access plans
Late September	Audit secure storage, stationery, equipment, calculators, authorized materials, and couriers	Storage audit and inventory
Early October	Train invigilators, brief candidates, test communications, and rehearse contingencies	Attendance records and briefing materials
Final two weeks	Check consignments, seating, signage, clocks, lists, script workflow, and daily packs	Signed session checklists
Exam period	Complete opening and closing checks, record incidents, secure scripts, and dispatch materials	Daily logs, reports, and tracking details

Build this plan around the session's first examination, not the first paper taken by a large class. One candidate sitting an early paper still activates all security and conduct requirements.

Reconcile every candidate and paper

Registration is completed through IBIS, but the school remains responsible for accuracy. Reconcile candidate records against teacher lists, student confirmations, fee records, and retake documentation.

For each candidate, verify:

Legal name, identifying details, category, and session
Subject, level, response language, and required papers
Retake or anticipated status where applicable
Approved access arrangements
Every examination date and session

Issue an individual timetable showing arrival time, venue, examination session, and the contact procedure for illness or delay. Candidate acknowledgement can expose mistakes, although it does not transfer responsibility away from the school.

An examination must not be moved because of transport, room availability, school events, or convenience. Rescheduling requires authorization from the IB Assessment Division under the applicable procedure.

Operationalize inclusive access arrangements

Convert every approved arrangement into a room-level implementation sheet. It should state the room, timing, equipment, supervision, rest breaks, modified papers, assistive arrangements, and required records.

The Access and inclusion policy explains that arrangements reduce barriers without changing the learning being assessed. Some require IB authorization, while others can be implemented by schools under specified conditions. Classroom support does not automatically apply in final examinations.

Review each case privately with the inclusion lead and operational staff. Share only necessary information and confirm that the candidate has previously used comparable arrangements.

Protect materials and the chain of custody

Secure storage is more than a locked cupboard. Audit the approved location against the current preparation policy, restrict access to authorized staff, and establish an access log before confidential materials arrive.

Check consignments without opening or exposing sealed content contrary to IB instructions. Missing, damaged, incorrectly labelled, or potentially compromised materials must be reported immediately through the official route. The General Regulations require schools to notify the IB through IB Answers if secure-storage procedures are breached.

Map the complete chain of custody:

Receipt and transfer to secure storage
Logged access by authorized staff
Selection of the correct sealed packet
Controlled movement to the examination room
Opening under current IB instructions
Collection and reconciliation of scripts
Secure post-examination storage
Packing, dispatch, and retention of tracking evidence

Use a paper-level checklist containing the subject, level, paper, language, date, session, candidate count, stationery, permitted materials, and script destination. A second trained person should verify packet selection and script counts.

Prepare rooms and invigilators

Reserve rooms for setup, approved additional time, script reconciliation, and delayed release where applicable. Check seating, sight lines, lighting, ventilation, noise, clocks, exits, accessibility, and secure storage for unauthorized belongings. Prevent bells, maintenance, deliveries, events, and fire-drill practice from disrupting examinations.

For on-screen components, verify current technical requirements, devices, power, peripherals, support, and fallback procedures. Because the IB is phasing in digital examinations, confirm the delivery mode of every registered component rather than relying on previous sessions.

Train invigilators from the current conduct booklet. Briefings must cover admission, identity, attendance, timing, permitted materials, calculator checks, temporary absence, late arrivals, illness, disruption, emergencies, suspected misconduct, script counting, handover, and confidentiality.

The Academic integrity policy explains that possessing unauthorized material may constitute a breach regardless of intent or use. Candidate briefings should explicitly identify phones, smartwatches, notes, and unauthorized electronic devices.

Build practical contingencies

Prepare written responses for severe weather, transport disruption, candidate illness, staff absence, venue loss, power or technology failure, missing materials, courier failure, and suspected security breaches. Each response should identify the decision-maker, backup contact, supervision arrangements, alternative resources, IB contact trigger, evidence requirements, and communication owner.

Never improvise an unauthorized rescheduling. Protect people first, preserve examination security, record times and actions accurately, and follow the current IB reporting route.

Keep logistics separate from revision support

Revision resources must not be presented as confidential knowledge about live papers, and practice examinations should be identified clearly as simulations. The RevisionDojo guide for IB coordinators explains how schools can coordinate academic support without weakening operational boundaries.

Departments can use Questionbank practice and Mock Exams for preparation. The November 2026 schedule and study plan can help students identify pressure points, but the school-issued timetable remains authoritative.

Common failures include using outdated instructions, copying another school's start time, overlooking a one-candidate paper, assigning an untrained replacement, failing to implement access arrangements, and counting scripts only once. A trained deputy should be able to run a session, secure scripts, contact support, and document an incident if the coordinator is unavailable.

Conclusion

Effective November session exam logistics depend on accurate candidate data, current IB instructions, secure materials, trained staff, suitable rooms, clear communication, and rehearsed contingencies. RevisionDojo can support revision through coordinator resources, Questionbank practice, and Mock Exams, while official administration remains governed by the IB and the school coordinator.