IBIS Setup/Registration
Last updated
Last updated
Setting up and registering all students for the appropriate exams can be time-consuming.
It also needs to be completely accurate, so try to set aside some extended focused time for this task. It can be useful to use two separate screens or a split screen if possible.
Make sure you’re in the correct exam year (click on the year to change it if necessary).
Go to ‘Candidate’ and click on ‘Candidate registrations’.
Go to ‘school subjects offered’ to set up subjects (you can copy over from previous year, but you may need to make some changes - go to ‘edit subjects’ and add/remove). Be sure to add all EE subjects (for example, Biology EE in English). When registering, be sure to pay attention to SL/HL (you may need both for some subjects).
Compile student exam registration data to prepare for import into IBIS. If using Total Registration, find ‘Download Candidate Data to Import into IBIS’ on the dashboard. You’ll get a file with info, but sometimes things are missing. Double-check by printing/opening ‘student list for IBIS’ and cross-checking or filling in information.
From IBIS, click on the ‘registration’ tab and select ‘Upload personal details (step 1 alternative)’ (it’s about the 4th option).
Download the template (excel doc) and fill in (or copy and paste from the Total registration document). Save the template and upload. Make sure birth date is in the correct format (either DDMMYY or MMDDYY).
Enter students into IBIS. (You can do the following steps by selecting ‘multiple students’ above the chart or doing them one at a time - the multiple student option is much faster.) Indicate for each student:
Select the appropriate exams for each student.
Run report to double-check registration.
Request Inclusive Access arrangements where necessary.
(Optional) Renumber candidates
Log in to .
Status (diploma, anticipated, course, or retake. Anticipated is for 1st year diploma students (year 11), course is for course candidates, and diploma is for full DP year 12 students. Retake would be students taking the exam again hoping to get a higher score - often retakes are for students who already graduated. Grade level (11, 12, or 13. 13 would be for retakes for graduated students.)
CAS - yes or no - only full DP year 12 students should be yes.
If you have a course with a lot of course candidates (only taking 1-2 exams), it can be easier to do ‘bulk add.’
For full DP students taking 5+ exams, adding every exam for a single candidate may work better than a bulk add. Be sure to select all of their courses plus TOK and their EE subject. DP students will have between 6-8 exams listed (depending upon whether they took exams in year 11).
Confirm/submit registrations. You can ‘select all’ and submit them all together.
Go to candidate registration -> reports -> Candidate Report.
This report will provide registration for each student (one page per student).
Tip: Print off info for each student. Distribute to students, have them double-check exams, level, etc-- make sure everything is correct, sign it and return to you. This ensures that students are taking some of the responsibility of ensuring that they are registered for the correct exams, which could make a big difference if there were an exam error later.
Be sure that your arrangements necessitate permission: some things are at coordinator’s discretion, such as preferential seating or hearing devices (hearing aids, cochlear implants, etc.).
For inclusive access arrangements that require IB approval, go to ‘Candidates’ in IBIS and find ‘Request Inclusive Access Arrangements’
Provide category and accommodation details.
Provide requested evidence (some categories require two types- educational and medical). Documentation may include - an IEP (individualized education plan), a 504 plan, an IHP (individual health plan), a psychological or medical documentation.
You have to sign off saying that you’ve gotten permission to share the documents with the IB. Prior to submitting, call or email the parent and ask for permission.
Under ‘candidate’ then ‘Candidate registration’, then ‘registration’ tab - renumber candidates. (It defaults to how they were entered)
Most coordinators renumber alphabetically or by D A R C (student ‘type’ - diploma, anticipated, etc)
Send personal codes out to subject teachers-- they may need them for IAs or for forms