H3Mailing examination material to examiners
After the examiner allocations are complete it is sometimes necessary to change one or more examiners allocated to a school. Alternatively, an examiner’s address may change. Such changes are kept to a minimum, but some changes will always be necessary owing to factors beyond the control of IB Cardiff, such as an examiner having to withdraw from marking owing to illness. For this reason it is essential to check the name and address details of examiners on IBIS at the latest possible opportunity before mailing examination material. When a change is necessary, IB Cardiff will normally inform the coordinator by email.
The examiner notifications include the telephone number of each examiner. Do not contact an examiner by telephone, even to inquire about the safe arrival of the examination material. The telephone number is included in case it is required by a courier company to deliver a package.
Some examiners have a post office box for an address; this cannot be avoided. Courier companies normally deliver to a post office box if they are given a telephone number for the person receiving the package. Before sending a package to an examiner who uses a post office box number, it would be wise to first check with the courier company that it can be delivered. If the company cannot deliver the package, contact the coordinator help desk at IB Cardiff by email to ask for advice.
All examination material for the same assessment component must be sent to an examiner in one batch on the same date. If examination material for two different assessment components must be sent to the same examiner the material must be sent separately, even if being sent by courier. This is to reduce the risk of examination material for two components for the same candidate(s) being mislaid in the post.
If a candidate fails to submit his or her work for assessment (for example, an extended essay) in time to send it to the examiner with the rest of the candidates’ work, it must not be sent at all. Unless there are extenuating circumstances that justify submitting Form D2, the candidate will receive an “F” for that assessment component resulting in no grade being awarded for the subject concerned.
Do not send correspondence to an examiner. Any unusual circumstances affecting a candidate or groups of candidates must be reported directly to the coordinator help desk. Under no circumstances may a candidate, a candidate’s legal guardian(s) or representative be given the name and contact details of an examiner.
It is important to retain proof of postage, including the date when each package was sent to an examiner or to IB Cardiff. If the package is mislaid in the post, IB Cardiff will request proof of postage and a list of those candidates for whom work was or was not included. Unless this information can be produced, candidates will not be eligible for grades in the subjects and levels concerned.
Checklist
When mailing examination material to an examiner or to IB Cardiff:
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use IBIS to check whether the examiner or his or her contact details have changed
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if an examiner’s address includes a post office box number, check that the package can be delivered by the postal company
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use courier whenever possible, especially if the material is being sent to another country (whatever method of postage is used, it must be swift and traceable)
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if there is a requirement to declare the value of the package for customs, indicate a nominal value (for example, the equivalent of 1 UK pound sterling) so that the examiner who receives the package does not have to pay customs duty
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do not include any form of correspondence addressed to the examiner
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mail each package to arrive before the deadline
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mail examination scripts within 24 hours after the examination
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if more than one component is being sent to the same examiner, send them in separate packages in case a single package is mislaid in the post
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retain proof of postage and a record of which candidates’ material was included in each package.