IB Coordinators: Registering students efficiently
- Kieran Burgess
- Sep 23
- 2 min read
One of the most important operational tasks in any IB coordinator's year is the registering of students for the Middle Years Programme (MYP), Diploma Programme (DP) or Career-related Programme (CP). For May session schools, the deadline is 15 November (DP & CP) or October 20 (MYP) - and includes all MYP 5, DP 2 and CP 2 students.
While the official, accredited IB workshops for coordinators are great at developing pedagogical leadership, change leadership, programme development and people management, they lack some of the nuts and bolts, nitty gritty of getting stuff done with IB systems and processes.
I recently hosted a webinar with Ibicus taking coordinators through the process of using IBIS to register students, including:
Timelines & Deadlines (including late, and late late registrations)
Pre-registration (carrying subjects and students forwards)
Registration via Managebac, Excel template and manual entry
Editing entries
Sign & Refine workflows
Troubleshooting
The slides from the webinar are here:
My two top tips:
Start early. Workload rises exponentially with cohort size. You need time for several rounds of correction, issuing letters, receiving signatures, and possibly then applying for inclusive access arrangements in exams (e.g. extra time, word processing etc). Beginning the process in September should give you enough time to complete with a high degree of confidence in the accuracy.
Use my templates for processing the IBIS data download, and for preparing your mail merge letters for presenting the IBIS registration data to students and guardians in a user-friendly format.
For processing your IBIS registration data CSV file, here's my free template to organise the data, allowing for easier processing of data for mail merging registration sign-off letters, tracking student progress against reported grades, mock exams, results analysis and more:
For mail-merging your registration data into personalised student (& guardian) letters for scrutiny and sign-off, here's my free template for you to copy and adapt for your own mail-merge programme. MS Word works well, as do plugins for Gmail and other apps.
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