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Writer's pictureKseniia Begma

Preparing for an IB Evaluation Visit: A PYP Coordinator’s Checklist

Updated: Nov 21

Preparing for an IB evaluation or accreditation visit is a crucial milestone for any school implementing the PYP. These visits ensure the school adheres to IB standards, aligns with the program's philosophy, and demonstrates a commitment to continuous improvement. For PYP Coordinators, the responsibility of steering this process can seem daunting. However, the process can be manageable and rewarding with the right preparation and a clear roadmap.


Here's a practical checklist for PYP Coordinators to ensure compliance, readiness, and a successful IB evaluation visit.


1. Understand the IB Evaluation Process

Key Actions:


  • Review the IB Programme Standards and Practices document to understand expectations.

  • Familiarize yourself with the timelines and requirements for submitting documents ahead of the visit.

  • Know the structure of the evaluation visit, including the schedule, meetings, and focus areas.

Tip: The IB website provides resources, webinars, and guides specifically tailored to the evaluation process. Bookmark these for quick reference.

2. Conduct a Self-Assessment

Key Actions:


  • Collaborate with your leadership team and teaching staff to complete a self-assessment against the IB Standards and Practices.

  • Identify areas of strength and gaps that require attention.

  • Develop an action plan to address areas for improvement before the visit.

Tip: Involve teachers and staff in this process to foster collective accountability and understanding.

3. Document Preparation

Key Actions:


  • Ensure that all required documents (e.g., policies, unit planners, assessment data, and meeting minutes) are organized and up-to-date.

  • Review and refine the following key policies:

    • Academic Honesty Policy

    • Language Policy

    • Inclusion Policy

    • Assessment Policy

Tip: Use a cloud-based storage system to organize documents into categories, making it easy for evaluators to access and review.

4. Showcase the Programme of Inquiry (POI)

Key Actions:


  • Ensure the Programme of Inquiry is comprehensive, vertically aligned, and reflects the transdisciplinary themes effectively.

  • Highlight any recent updates or innovations in your POI during the evaluation.

  • Collect evidence of how the POI engages students and fosters inquiry-based learning.

Tip: Create a visual representation of the POI to display prominently during the visit.

5. Demonstrate Effective Collaboration

Key Actions:


  • Schedule meetings with teaching teams to reflect on collaborative practices and ensure they align with IB expectations.

  • Provide evidence of collaboration, such as meeting minutes, planning documents, and professional development logs.

  • Prepare teachers to discuss their roles in unit planning, inquiry implementation, and assessment strategies.

Tip: Use professional learning communities (PLCs) to address specific areas of focus identified during the self-assessment.

6. Prepare for Stakeholder Interviews

Key Actions:


  • Conduct mock interviews with staff, students, and parents to prepare them for questions evaluators may ask.

  • Ensure all stakeholders understand the school's mission and vision and how they align with the IB philosophy.

  • Encourage stakeholders to share personal examples of how the PYP impacts their learning or teaching experience.

Tip: Provide stakeholders with an overview of key IB terms and concepts to ensure consistent and informed responses.

7. Highlight Evidence of Student Learning

Key Actions:


  • Curate a portfolio of student work that demonstrates the learner profile attributes, transdisciplinary skills, and action-taking.

  • Showcase how formative and summative assessments drive learning and inform teaching practices.

  • Include examples of how students engage with global contexts and take meaningful action.

Tip: Use bulletin boards and digital presentations to create an engaging display of student learning during the visit.

8. Professional Development and IB Workshops

Key Actions:


  • Ensure teachers have attended IB-recognized workshops and document their participation.

  • Provide in-house training sessions to address areas of focus identified in the self-assessment.

  • Demonstrate how professional development is aligned with the school's goals and the IB philosophy.

Tip: Maintain a professional development log that tracks staff participation and reflections on their learning.

9. Create a Welcoming Environment for Evaluators

Key Actions:


  • Plan a school tour highlighting how the PYP philosophy is embedded in the learning environment.

  • Prepare a welcome pack for evaluators, including key documents, the school mission, and a visit schedule.

  • Assign a point person to assist evaluators and answer logistical questions.

Tip: Ensure classrooms and shared spaces showcase student work, inquiry-based projects, and the learner profile attributes.

10. Reflect and Celebrate

Key Actions:


  • After the evaluation visit, meet with staff to reflect on the process and gather feedback.

  • Celebrate the hard work of your team, regardless of the outcome.

  • Use the evaluators' feedback as a springboard for continuous improvement.

Tip: Acknowledge and appreciate everyone’s efforts, as their contributions are vital to the program's success.

A Few Last Words

Preparing for an IB evaluation visit is an opportunity to reflect on your school's journey in implementing the PYP. By approaching the process with clarity, collaboration, and organization, PYP Coordinators can ensure a successful evaluation and showcase the school's commitment to high-quality education. Remember, the goal isn't just compliance—it's growth, learning, and continuous improvement for educators and students.

With this checklist in hand, you're well-equipped to navigate the evaluation process with confidence and purpose.


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Don't let your school blend into the crowd. With a clear strategy and expert guidance, you can create an inclusive, standout school community that excels academically and earns recognition. Let's chat today to start building a legacy of excellence.


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