Logistic Arrangements

The programme coordinator should email the proposed agenda to the evaluation leader (or chair where applicable) for review. Once the agenda has been agreed on, the programme coordinator should share it with the visiting team via email no later than two weeks prior to the visit. 

Sample agenda templates are available in the programme resource center (PRC). 

The programme coordinator contact the evaluation 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. 

The visitors will book their flight travel via IB’s designated travel team. Travel reservations will be made as early as possible. However, if a 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. 

The 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. 

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 programme coordinator of these arrangements and have these expenses reimbursed by the school. 

The visitors will book their own accommodation via IB’s designated travel team who will provide the best options according to the IB’s travel policy. If the IB’s travel agency cannot find suitable accommodation, the school can suggest an affordable hotel within close proximity to the school. All visitor accommodations are paid by the IB. 

The school is to arrange lunch and coffee breaks throughout the duration of the visit event, and for the daytime meals to be served in the team meeting room if possible. The visitors will organize their evening meals at their own convenience and breakfast will be provided by the hotel accommodation.

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. If the visitors are making use of their own computer, the host school needs to provide IT support to enable the visitors to connect to the internet and provide the necessary access to intranet or curriculum management systems as appropriate, following the security protocols.

• coffee break refreshments 

There are no logistical requirements for a remote visit (travel, accommodation, meals). However, the school must be well-prepared with the necessary technology to conduct the visit remotely. For hybrid visits, the school must prepare for both on-site visitors and remote visitors. 

Technology requirements for all remote visits are as follows. 

• Internet access with a minimum bandwidth of 10mbps to support extended videoconferencing 

• Equipment necessary to support videoconferencing. Videoconferencing platforms may be used. Any software should be pre-installed and tested before the start of the visit. 

• Computer facilities to send and receive documents 

• Mobile devices to record video and images of the school prior to the visit 

• Mobile devices to allow for virtual live viewing of the school and for live interviews with all stakeholders

• Charging provisions for all devices that will prevent devices from running out of power during the visit 

• Telephone backup for interviews in case of transmission difficulties 

• A “test” to connect with the assigned IB educator(s) or the IB office one week before the visit to confirm that the technology will support the visit

• Software updates and/or add-ons as per the IT platform being used 

Schools must ensure that meetings during the visit are not recorded and any photographs or videos shared with the IB or with the visitor(s) are hosted on the school’s servers and/or remain with the school; they are not to be saved by the IB or by an IB educator on personal devices or in online storage. While the IB requests videos to document specific elements of programme implementation, meetings and interviews with the evaluation team must not be recorded. 

Schools are responsible for complying with relevant laws or local policies regarding student privacy. Schools must also ensure that they follow any local or national policies on safeguarding and child protection during the virtual visit. School staff and/or parents may be present during virtual meetings between students and the visitor(s). 

Schools must follow IB protocols regarding data protection when preparing and sharing evidence for remote visits, as stated in the General Regulations for each programme. 

The school will be invoiced only for the evaluation visits. For more information on evaluation visit fees, please refer to the Fees and billing information for IB World Schools document available on the Programme Resource Centre (PRC). 

In case of an unexpected event at the school compromising the completion of the visit event, the school may 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 take all reasonable measures to ensure the visitors’ safe return if already in the country. Given the outlined above, the school may wish to consider purchasing insurance to cover any cancellation costs. 

If safety issues arise, the IB is at liberty to cancel or postpone the visit after having considered all other possible options. In such situations, the IB will make every effort to ensure 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 event or request that it be cancelled or postponed. 

If the school decides to postpone or cancel a visit event after the IB confirms the consultant or team the school will be subject to a cancellation fee and will be responsible for any related logistical costs already incurred, not covered by other fees.