ASIA PACIFIC SCHOOL VISITS EVENT

GUIDE

Consultation/ Verification and Evaluation visit events

for

IB Primary Years – Middle Years – Diploma – Career-related

Programmes

2020

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Table of Contents

Visit event confirmation dates ........................................................................................................................ 3

Visit event documents via IB Concierge or MySchool ................................................................................ 3

a. Sample visit schedule (visit agenda) ...................................................................................................... 3

b. Visit preparation form ........................................................................................................................... 3

Logistic arrangements ..................................................................................................................................... 3

a. Travel ..................................................................................................................................................... 4

b. Ground transportation .......................................................................................................................... 4

c. Accommodation .................................................................................................................................... 4

d. Meals ..................................................................................................................................................... 4

e. Team Meeting Room ............................................................................................................................. 4

Additional information to be provided to visitors by the school.................................................................... 5

a. Visa ........................................................................................................................................................ 5

b. Dress code ............................................................................................................................................. 5

c. Vaccination ............................................................................................................................................ 5

Additional Security Measures ......................................................................................................................... 5

Visit costs ........................................................................................................................................................ 5

a. Fees ........................................................................................................................................................ 5

Visit cancellation and postponement ............................................................................................................. 6

Visit Report ..................................................................................................................................................... 6

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Candidacy Consultation visit event confirmation dates
The school and the consultant will decide on the date of the consultation visit. This visit should be planned
at least two months prior to the dates that the visit is scheduled for. Once you agree on the visit dates
with the school, please advise your authorization manager.

Verification and Evaluation visit event confirmation dates

An email message providing the visit dates and the visitors’ details is emailed to the IB programme
coordinator with a copy to the head of school between 3 months to 3 weeks before the visit. This email is
taken to be an official visit confirmation, therefore a subsequent visit cancellation at the request of the
school, will result in the cancellation fee and related costs already incurred being charged to the school.

The IB may have to postpone a visit if a visiting team has not been identified and confirmed 3 weeks prior to
the visit. If this would occur, the IB will contact the school as soon as possible to agree on new, agreeable
visit dates.

Visit event documents via IB Concierge or MySchool

The school is required to submit the visit documentation through IB Concierge https://concierge.ibo.org, the
IB documents management system or via MySchool. These platforms allow schools that are visited to upload
all required documents for the IB and the visitors. The designated visitors will receive access to the school
documents shortly after they have been confirmed to the school.

Please note that only the final version of the document should be uploaded to the system. Contact
support@ibo.org if you encounter any technical issues with IB Concierge or MySchool.

The list of documents are to be made available on site at the time of the visit event, as per the relevant
programme guide to school authorization: Primary Years Programme / Middle Years Programme/ Diploma
Programme/ Career Related Programme.

a. Sample agenda

The programme coordinator should email the proposed agenda to the visitors for review. Once the agenda
has been agreed on, the programme coordinator should share with the visiting team via email no later than
two weeks prior to the visit. This document is available in the programme resource center (PRC).

b. Visit event preparation form

The programme coordinator should feel free to contact the team leader (or chair where applicable) to
complete all sections of the visit preparation form. The visitors have also been instructed to inform the
programme coordinator of their travel arrangements. The form is to be shared with the visiting team via
email once it is final or at the very latest two weeks prior to the visit. This document is available in the
programme resource center (PRC).

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Logistic arrangements
a. Travel

Visitors are to book flight travel via IB’s designated travel agent. Travel reservations must be made as early
as possible. However, if visa is required, the visitor must obtain the visa before flight bookings are confirmed.
The school is to assist the visiting team with any visa applications if necessary.

Visitors are entitled to cancel if they consider that security is at significant risk or if they have a medical
emergency. In case of cancellation by the school, the school is then responsible for any logistical expenses
already incurred plus the cancellation fee.

b. Ground transportation

The school is to arrange ground transportation for the educators preferably from the airport to the hotel and
from the hotel to the school vice versa per day. If for a specific reason the visitors book local transportation
directly (taxi, shuttle or rental car), they are advised to inform the IB School Coordinator of these
arrangements and have these expenses reimbursed by the school.

c. Accommodation

The school is requested to book hotel accommodation for the visitors and cover all expenses which will
include breakfast and internet connection, for each visitor for the duration of the visit. We request a 3-4-star
hotel be considered or equivalent (a safe, clean and comfortable hotel). If flight availability of the visitors is
limiting, it may result in the arrival of the visitors one to two days prior to the visit and or a day extra after
the visit which could incur costs to the school. If the visitor themselves decides to arrive earlier or extend
his/her stay, all additional costs are at the visitor’s expense.

d. Meals

The school is to arrange breakfast, lunch, coffee breaks and dinner throughout the duration of the visit event,
and for the day time meals to be served in the team meeting room if possible.

e. Team meeting room

The school is to provide a meeting room for the visitors. The room should have the following items available:

• laptop computer with an access to the internet

• a paper set of the required visit event documents
• coffee break refreshments

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Additional information to be provided to visitors by the school

Prior to the visit event, the IB programme coordinator should advise the visitors about the necessary
requirements:

The visitors should be given the information regarding any visa requirements.
a. Visa Where necessary, the school may be required to provide invitation letters for
the visitors’ visa applications.
The visitors should be informed if any specific dress code that is required at your
b. Dress code school or in the country where the school is located.
The visitors should be informed about any vaccination required for an entry into
c. Vaccination the country where the school is located, in accordance with recommendations
from local authorities.

Additional Security Measures

If your school is identified in a High-Risk Country (where an increased safety or security risk has been
identified by a travel bureau or other), your school will be notified and the IB will request to apply the
following additional safety and security measures:

 to organize a security briefing upon arrival of the IB Educator in the country.

 to organize airport pick-up and transportation during the event. The school must ensure that the
vehicle for the IB Educator’s use has a tool box, fully functional seat belt, spare tire and has a medical
kit.
 to provide the IB Educators with reliable communication equipment at all times - mobile phones with
local SIM.
 To provide the IB Educators with the following information, including key contacts, a week before
the assignment:
o List of reputable/ international medical facilities for medical emergencies
o Contact details for Air Ambulance Services in case of evacuation
o Communication details of school representative or contact person
 To ensure that during the entire visit event, the driver is not allowed to stop anywhere for any reason
during the drive from the hotel to school or event location and vice-versa. Refueling of the vehicle
must be done before pick-up of the IB Educators or after they have been dropped off at the hotel. If
possible, it is advisable to use an unmarked vehicle [without school logo or name] during the
assignment.
 If the school is responsible for the booking of the IB Educators’ accommodation, please ensure that
the most suitable accommodation closest to the school is arranged.

Visit event costs

a. Fees

The school will be invoiced only for the evaluation or general consultation visits. Please contact
support@ibo.org for the visit event fees for your region.

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Visit event cancellation and postponement

In case of an unexpected event compromising the completion of the visit event, the school will be held
responsible for any logistics and the ensuing costs such as the cancellation fee of any booked flight tickets on
behalf of the visitors. In addition, the school must ensure the visitors’ safe return if already in the country.
Given the reasons outlined above, we encourage you to consider purchasing an insurance to cover any
cancellation costs.

If security issues arise, the IB are at liberty to cancel or postpone the visit after having considered all other
possible options. In such situations, the IB make no compromise on ensuring the protection of both the school
and visitors. Visitors must consider any travel advice given by their local consulates and decide in consultation
with the IB as to whether they wish to continue with the visit or request that it is cancelled or postponed.

If the school decides to postpone or cancel a visit event after the agreement has been made (after IB sends
school confirmed consultants/team), the school will be subjected to a cancellation fee, plus any related
logistical costs already incurred, not covered by the candidacy or annual school fee.

Visit event report

After the visit event, the visitors will complete a report which will be submitted to the IB for review. A copy
of the final report will be shared with the school by the IB relationship manager. Please do contact them
directly for queries with regards to the school report.

If the school is required to submit a progress report/action plan, the required response should be uploaded
to IB Concierge or MySchool by the indicated deadline. Please contact your school’s relationship manager
upon this matter.

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