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Me / My Role as an Evaluation Leader - Coggle Diagram
Me / My Role as an Evaluation Leader
Before the Evaluation Visit
Document Review & Preparation
Review all IB documentation to develop an informed perspective on the school's progress, including: Guide to Programme Evaluation, Self-study questionnaire, Previous evaluation or authorization report and Relevant IB manuals and supplemental resources.
Ensure the Programme Leader (PL) has reviewed all relevant school documentation.
Confirm access to the school event in IB Concierge and ensure proficiency in report-writing tools.
Communication with IBWS Manager
Schedule a meeting (or email) with the IBWS Manager to: Review the school context, confirm expectations for sharing the agenda. For remote visits, ensure the IBWS Manager is invited to meetings.
Agenda Preparation & Coordination
Identify which classes the team will visit using the school’s timetable.
Organize access to digital learning management systems and documents, if required.
Coordinate with the PL to: Prepare question sets for each meeting. Confirm and share the evaluation visit agenda with the IBWS Manager (if requested). Review the preliminary review report and action plan, if submitted.
For On-Site Visits
Make travel arrangements in accordance with the Global Visit Event Guide (PRC).
Plan travel to attend the evaluation team meeting the afternoon/evening before the school visit.
Review country-specific requirements, including: Visa and entry requirements, dress code and security measures and dietary needs
(inform the school if necessary).
Confirm with the PL that flight and travel details are shared with the school.
Finalize arrangements with the PL or, in multiple-programme visits, with the team chair.
For Remote Visits
Request videos of the school facilities in advance.
Share the evaluation team’s introduction (photos, bios, or video) with the school.
Schedule a pre-visit team meeting to coordinate roles and focus areas.
Arrange to dedicate full attention to the visit, just as in an on-site visit.
Evaluation Leader Roles
DP/CP evaluation visits:
Responsible for coordinating and managing the pre-visit meetings, evaluation visit and for completing the evaluation report.
Multiple-programme and continuum evaluation visits:
Evaluation leader (one per programme): Represents the assigned programme in the cross-programme pre-visit meetings. Organizes and manages the pre-visit meeting with the coordinator for the assigned programme. Leads the programme team during the evaluation visit and is responsible for completing the evaluation report for the assigned programme. Ensures that the evaluation report reflects the assigned programme.
Single-programme evaluation visits:
Responsible for coordinating and managing the pre-visit meetings, evaluation visit and for completing the evaluation report.
During the Evaluation Visit
Professional Conduct & Leadership
Encourage collaborative discussions with the PL and school stakeholders
(teachers, students, parents, leadership)
Show respect for the school community and hosts.
Model the IB Learner Profile in all interactions
(open-minded, balanced, and reflective approach).
Facilitating the Evaluation Process
Lead and coordinate meetings with different stakeholder groups
(ensures holistic feedback)
Ensure consistency and alignment across findings, discussions, and observations.
(Maintains credibility in the evaluation process)
Conduct classroom observations to assess programme implementation
(Verifies alignment with IB standards)
Provide guidance and feedback to the PL(s).
(Supports collaborative evaluation efforts)
Identify and address any emerging concerns with the school leadership.
Daily Team Meetings & Documentation
Organise team discussions each evening to synthesise findings and ensure consistency in reporting.
Ensure findings are aligned across IB Programme Standards and Practices (PSP).
(Avoids discrepancies)
Support the PL in refining focus areas based on ongoing observations.
(Ensures adaptability)
Modify and refine question sets as needed based on new insights from school meetings.
For Single-Programme Visits
Meet with the Head of School as needed to address concerns.
Lead evening reflection meetings with the evaluation team.
(Ensures consistency in findings)
Conduct the conclusion meeting with the school leadership team.
Serve as the evaluation team spokesperson during the final school community meeting on the last day.
(Summarises key strengths and areas for improvement)
After the Evaluation Visit
Finalising the Evaluation Report
Export and review the report in Word format: Navigate to IB Concierge and Export DOCX. Ensure all edits and findings are accurately recorded.
Before submission to the IBWS Manager or Team Chair, confirm: The report is final and complete. It is ready to be shared with the school without further edits. All evaluation findings are aligned and consistent.
Work with the PL to ensure clarity, consistency, and alignment with IB standards.
(Prevents misinterpretation of findings)
Verify alignment with IB Programme Standards and Practices (PSP).
Ensuring Quality & Reflection
Reflect on best practices and lessons learned from the visit.
(Enhances future evaluation processes)
Provide feedback to IBEN on evaluation experiences for programme improvement.
Engage in IBEN professional learning to refine evaluation leadership capabilities
(Continued professional growth)