An Introduction to IB Student Registry
You have questions, we have answers.
How do I sign up for IB Student Registry?
From http://registry.ibo.org, select “Sign Up” from the top right menu and choose your profile type — student, school, or university. You will then be prompted to enter personal details to create your profile.
How can I get help using IB Student Registry?
You can browse through our Help tutorials to better understand what IB Student Registry offers. We shall respond promptly by email during normal business hours. Please contact us at 'firstname.lastname@example.org' .
In which languages is IB Student Registry available?
IB Student Registry interface is provided in English, but there is a feature that allows for input of international characters in all major languages.
What Hardware and Software does IB Student Registry support?
What Terms and Conditions Apply to My Use of IB Student Registry?
Questions about IB Student Registry Data Protection and Security
The IB is committed to protecting the privacy and security of its IB Student Registry and its users. To learn more about each section, click on the hyperlinks provided below:
1. Data Protection and Security
What is the IB’s Data Protection Policy?
The Privacy Supplement provides users with additional information about personal data in the IB Student Registry, including how it is collected, used, disclosed and transferred.
Universities and colleges who subscribe for access to the IB Student Registry must also agree to a subscription agreement which includes strict data use restrictions, described in detail in section 4.
How secure is IB Student Registry?
Student, IB World School, university and college profiles on IB Student Registry are secure and password-protected using SSL 256-bit encryption. Only authorized users with passwords can add, edit or remove the personal data or information about themselves or their institutions that is in IB Student Registry.
The IB uses an independent third party vendor to perform security and penetration testing that ensures application-level and network security of IB Student Registry.
Security management for IB Student Registry comprises four layers of responsibility:
- Application-Level: responsibility of Faria Systems, Inc. (see Section 5)
- Server Security: responsibility of IB
- Access Controls and Validation Procedures: responsibility of IB (see Section 2)
- Data Use Restrictions: responsibility of universities and colleges and IB (see Section 3)
Who has access to IB Student Registry?
There are 3 types of users of IB Student Registry. Each has information about them in IB Student Registry in the form of profiles. Only authorized users may create profiles in IB Student Registry:
A) IB World School:
- Head of School or Principal
- Guidance & University Counselor
- IB Coordinator
- Admissions Officer
B) Universities and Colleges:
- International and Domestic Admissions Officer
C) IB Students:
- IB Diploma Programme Student
- IB Career Related Programme Student
- IB Middle Years Programme Student
The profile information of IB World Schools, and universities and colleges in IB Student Registry can be viewed by the general public and people who visit the IB Student Registry website. Student profile information cannot be viewed by the general public and is only accessible to students themselves (their own profile only), all subscribing colleges and universities, and the IB (for purposes of administering the IB Student Registry).
2. Access Controls and Validation Process for Students, IB World Schools & Universities and Colleges
IB independently manages, validates and controls access to IB Student Registry by students, IB World Schools and universities and colleges. Outlined below are the procedures intended to prevent, and mitigate the risk of, unauthorised individual access to IB Student Registry. Users are reminded that they each have obligations to appropriately use their accounts and to protect the security of their accounts and access credentials under the IB’s Terms & Conditions available at http://ibo.org/en/terms-and-conditions.
1. Authorization, Validation & Audit Logs
- When processing a new user registration for a student, IB World School or university or college, the IB makes all reasonable efforts to properly validate the identity of the individual to prevent unauthorised access (e.g. checking that the email address used is an official e-mail of the institution or comparing against existing user records on IB’s information systems)..
- Once authorised, the user is required to validate his/her e-mail address. Without validating the e-mail, the user will be unable to login or access the IBSR system.
- All data exports and usage on the system is recorded in audit logs with the IP address of those users, which are accessible to the IB.
2. Additional steps
- IB ensures that the e-mail address used by a university is an official e-mail of the institution, and not a personal e-mail address.
- IB compares university users against its existing user records on IBIS. If a match is found, then the user is authorised. Non-match users are verified by internet search to ensure such an institution exists and that the e-mail address used is an official e-mail of the institution.
- IB requires IB World School users to select a school from the drop down menu and the e-mail address entered must align with the e-mail address domain of existing school contacts (head of school, coordinator, university counselor, admissions officer), which is checked automatically by the system.
- IB reviews all student user accounts for any inconsistency or oddity, such as a university e-mail address or incomplete name. Students’ self-entered school, programme and birthday information is automatically checked by the system to ensure compliance with documented policies.
3. Additional Users
Once the first user is authorised for an institution (i.e. for IB World Schools or a college or university), they have the ability to add additional users. All prior authorised users will receive an e-mail notification when an additional user is added as a security notice and will be advised to ensure that the subsequent user is valid. This process is not applicable for student users.
3. Data Use Restrictions for Universities and Colleges
Your institution’s use of student personal data and information in IB Student Registry student profiles is restricted.
An institution can view and export a student’s personal data and information, but it may only be used to contact the student and to provide them with recruitment-related materials, which are materials and information related to the institution’s admissions, academic programs and opportunities, campus/student life, scholarships and financial aid.
No other uses of student personal data and information are permitted, including any unsolicited or unauthorised advertising, other promotional materials, “junk mail”, “spam”, “chain letters”, “market research”, or any other form of solicitation whether it be for commercial or non-commercial purposes. Also, student personal data cannot be exported to or shared with any third parties for any purpose (including other student matching or recruitment tools). This includes all marketing or data mining/analytics organizations that might be engaged by your institution for recruitment or enrollment management purposes.
For more information, review the terms of the Subscription Agreement entered into by the IB and your institution at the time of subscribing to the IB Student Registry for more details.
4. Reporting a Safety Incident or Violation and Opting Out
How can I report a safety incident or violation of acceptable use?
If you experience a safety incident or would like to report a violation of data use restrictions or other acceptable use of the IB Student Registry, please e-mail email@example.com with the following details:
- Organization or institution
- Description of incident
- Any supporting evidence (e.g. e-mail, mailing received)
How can I opt out of the IB Student Registry?
Under Edit Profile you can suspend your account at any time by clicking Suspend Account in red on the right navigation menu. This will immediately hide your profile from search results. To fully close your account, please email the IB at firstname.lastname@example.org with your request. Subscribing colleges and universities may be subject to additional requirements under the Subscription Agreement.
5. Role of Faria Systems, Inc.
The IB has engaged Faria Systems, Inc. (“Faria”) to develop IB Student Registry. The IB is the “data controller”, while Faria Systems acts as “data processor” of all data in the IB Student Registry.
The IB owns all the intellectual property for the service located at http://registry.ibo.org including the software code, user interface design, and database.
The IB is the contracting party for any fees charged for the IBSR service to universities and colleges including any annual license fees, and Faria’s responsibilities are limited to the above.
Both Faria and the IB share a joint commitment to student privacy and safety; however, Faria does not have management control of IBSR nor is this a partnership or joint venture between the IB and Faria.
The IB is independently and solely responsible for the application of the access control procedures outlined in Section 2, for ensuring acceptable use of data by HEIs, and managing & investigating safety incidents that may arise, which are reported by students, schools or parents.
Faria’s responsibility is limited to software development, including maintenance and development of new features, maintaining application-level security, meeting a service-level agreement requirements (e.g. minimum uptime, etc.), and importantly, data protection requirements as a data processor for IB Student Registry.
Faria is required to use best industry security practices in the development and deployment of IB Student Registry, as well as to maintain application-level security for IB Student Registry. Application-level security means steps and methods taken by Faria Systems, Inc to ensure that the IB Student Registry software itself is secure and does not have potential weak spots, gaps or vulnerabilities.
The IB and Faria have also entered into standard contractual clauses established by the EU as part of their data controller and data processor relationship.
What programme do I have to be in to access IB Student Registry?
Students who are entering or already in year 5 of the Middle Years (MYP), Diploma (DP) and Career-Related (CP) programmes can sign up to create a profile.
Why should I create a profile in IB Student Registry?
IB Student Registry will permit you to find a specific university destination, create favorites, browse through credit and award policies at universities and colleges that interest you, and showcase the IB courses you take, marks and other activities. This new resource enables you to make the best possible first impression on your top university or college choice, research universities and colleges that you may want to attend, and learn about others you may not have considered yet.
How will my personal information in IB Student Registry be used?
Universities, colleges and other institutions of higher education who subscribe to IB Student Registry will be able to run customized searches of the personal information in student profiles using criteria that matches their admission profile. In this way, they may identify you as a prospective student and share more information about their academics and campus life directly with you. The IB may also use your personal information to send you promotional and marketing materials about IB and IB services, events or topics IB believes might be of interest to you, including alumni-network materials, unless you later opt-out of receiving such materials by following the prompts on them.
Please see the IB Student Registry Privacy Supplement for additional information about uses of your personal data.
How much does it cost to create a student profile?
All student features of IB Student Registry are free of cost. There is no charge to create a profile or search university profiles.
Who has access to my profile in IB Student Registry?
The published view of your profile is visible only to universities and colleges who have subscribed to IB Student Registry through password-protected accounts, agreed to the Terms & Conditions, and paid a fee.
IB World School User
Why should our school create a profile?
The IB World School profile provides an opportunity to showcase the school life and curriculum that your students are exposed to, as well as their university destinations. University recruiters can use this information to identify schools they would like to contact for more information or to arrange a school visit.
Who should be responsible for maintaining our school profile?
A counselor at your school is the most likely profile creator and can invite other staff (Heads of school, IB coordinators, etc.) to contribute, as needed. In schools without a designated counselor, the IB coordinator should claim, customize and maintain the school profile.
How much does it cost to create a school profile?
There is no cost for IB World Schools to create a profile, or to browse other IB World Schools, and university and college profiles.
Once the first user is authorised for an IB World School, they have the ability to add additional users. All prior authorised users will receive an e-mail notification when an additional user is added as a security notice and will be advised to ensure that the subsequent user is valid. This process is not applicable for student users.
Higher Education User
Who should be responsible for maintaining our university profile?
A staff member in admissions is the most likely profile creator and can invite other staff (admission officers, recruiters, enrollment managers, etc.) to contribute, as need. Each profile is maintained by an administrator user appointed by the university. Responsibilities include updates to the university’s profile, granting access to other colleagues, subscribing to gain access student data, etc.
Why should our university create a profile?
The free University profile provides the opportunity to showcase your academics, campus life and IB recognition policy directly to IB students. With a subscription to IB Student Registry, you can browse student profiles and interact with those who interest you from over 2,000 IB World Schools. IB Student Registry provides access to rich, detailed information on IB students, aiding your recruitment and admission decisions.
How much does it cost to create a university profile?
There is no cost to create a university profile, publish a recognition policy, and browse IB World Schools and other university and college profiles. A subscription is required to access student profiles.
How much is a university subscription fee to access student profiles?
The subscription feature will launch in 2016. Universities with profiles in IB Student Registry will be notified when this feature is available for purchase. Subscriptions can be renewed on an annual basis and automatic renewal is available. The 4 year fee schedule is as follows:
- 2016: $2,500.00
- 2017: $2,875.00
- 2018: $3,300.00
- 2019: $3,795.00
What is the subscription cancellation and refund policy?
To cancel your Subscription at any time, you must logon to your account and follow the cancellation procedures or call or email us at email@example.com and we will do it for you. If you cancel, you may use your subscription until the end of your then-current subscription term, but no refunds shall be provided.
No refunds are available to universities or colleges that purchase an annual subscription.
What are the requirements for purchase of a subscription?
A university must have an approved profile in IB Student Registry. The account holder/subscriber must use an institutional email address and accept all agreements and conditions:
Once the first user is authorised for a college or university, they have the ability to add additional users. All prior authorised users will receive an e-mail notification when an additional user is added as a security notice and will be advised to ensure that the subsequent user is valid. This process is not applicable for student users.
Violations of Data Use Restrictions
If a student, parent or IB World school reports a violation of the data use restrictions or other acceptable use of IB Student Registry by a university or college to IB or to Faria Systems, Inc., it will be promptly investigated. IB, at its sole discretion, may suspend or delete the university’s or college’s account without notice, and take appropriate action, legal or otherwise.
IB Student Registry should only be provided to authorized employees of your institution and under no circumstances should you share your password or access credentials with a third party, subcontractor or external marketing agency.
A service of the International Baccalaureate Organization
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