B4The IB information system

B4.1Security

The IB provides coordinators with access to a web-based service known as the IB information system (IBIS). The URL for IBIS is https://ibis.ibo.org. This is a secure site and therefore to gain access a user must enter his or her user identification (ID), a password and personal identification number (PIN). To maintain the security of the site users are advised to change their alphanumeric password at regular intervals. These details must be remembered, rather than written down, and not shared with any other person.

B4.2Allowing access to IBIS

If necessary, the coordinator may arrange for up to three members of a school’s administration (excluding teachers) to have access to IBIS. This may include the head of school or an administration assistant who may undertake the duties of the coordinator in his or her absence. To give access, go to School>School persons maintenance on the left-hand menu. This will allow you to create a new person code. This will automatically send an email to the person with instructions on how to set up their own IBIS login credentials.

Teachers can be given access to a restricted area of IBIS in order to enter marks for internal assessment and predicted grades (IA/PG). Access is given in the way described above. It is the coordinator’s decision whether teachers should enter the IA/PG data themselves, although the coordinator must always authorize the submission of data to IB Cardiff.

B4.3Support for IBIS users

The various options on IBIS are supported with help text, which can be accessed by clicking on the link at the top right of each screen. Work is currently being undertaken to provide users with a frequently asked questions (FAQs) section, which will focus on operational tasks and deadlines, rather than on how to use each option.

For any queries regarding access to IBIS, please send an email to ibisaccounts@ibo.org. For queries regarding the use of IBIS options or general administration, send your query to help@ibo.org.

B4.4Changing the Diploma Programme coordinator

To change the name of the Diploma Programme coordinator on IBIS, go to School and then select Programme options in the box on the left of the screen. From the contact information heading select the contact role Diploma coordinator. There are three options available.

Go to Add, enter the new personal details (title, name and gender) and then select Continue. Once the personal details have been entered, the next screen to appear will ask for the contact details (for example, address, telephone numbers and email address). Enter the relevant information and select Submit at the bottom of the page. A message will appear stating that your submission has been successful and that the record will be updated, normally within 24 hours.

Once the changes are made on IBIS, the relevant department at IB Cardiff will send two emails to the new coordinator, one giving the school code and username and the second displaying the password for access to IBIS.

However, there are occasions when a departing coordinator does not know the name and contact details of his or her successor. On these occasions the head of school must send the name and email address of the new coordinator on school letter-headed paper to the coordinator help desk at IB Cardiff. Once the changes have been made at IB Cardiff two emails will be sent to the new coordinator, one giving the school code and username and the second displaying password access to IBIS.