1

Upload process for Visual arts materials

Please read the following information before uploading or submitting any

work to the IB.

The upload screens were released to schools on 25 February 2013 for the May 2013 examination

session.

Prior to beginning the visual arts upload and submission

It is recommended that best practice will be to create a folder for each candidate on the

computer to be used for the upload and submission rather than use removable devices such as a

USB pendrive. Students might log all information relating to their selected studio works and

investigation workbook pages into one document for ease of use (sample attached as Appendix

1).

It is important that the location of the file, and so the filepath, remains unchanged until after the

files have been successfully transferred to the IB. For example, if the files are on a USB device,

that device must remain present for the complete process.

Whereas schools have been used to creating two copies of student visual art work, now work

will only need to be submitted once, against the external component for the course they are

registered for (HLA/SLA part A studio work or HLB/SLB part B investigation workbook). Work

will automatically be made available to the IA moderator for candidates identified as being part

of the sample for the other component.

Schools are advised to require candidates to sign a declaration that the work is the final version

and that they have acknowledged each use of the words or ideas of another person, whether

written, oral or visual. A template declaration is available from the teacher resource area of the

OCC (sample attached as Appendix 2).

Where students elect not to submit a recording (audio or visual) of their candidate interview

schools should ensure they submit evidence for all markband descriptors in the other elements

submitted. The file for the interview is compulsory and so it will be necessary to submit a short

audio file confirming that no interview recording is being included. (A checklist is included for

candidate use to check evidence for all markband descriptors is included as Appendix 3).

2

Step by step guide to electronically submitting visual

arts material to IB

Please note:

screens may show earlier session date in order to produce this document ahead of release to schools

some screens may appear to display differently depending on browsers

some details have been blanked in order to anonymise screens.

Terminology

Queue – directing IBIS where to locate each file on the host computer

Upload – transferring the files from the host computer to the IB

Submit – files transferred and stored at the IB

To queue work for upload

To queue visual arts materials in order that it can uploaded to the IB via IBIS:

log in to IBIS (the admin assistant and teacher roles can also undertake this task)

select the ‘Subject’ tab followed by ‘Ecoursework’, ensuring that the correct diploma session

is selected at the top of the screen

enter the details for the external component in the search fields and press ‘Search

coursework’

the external component will appear in the list displaying an overview of the submission

status of the candidates’ work (studio work for HLA/SLA students or investigation workbook

for HLB/SLB students)

select the ‘View candidates’ option to view options for the registered candidates for the

selected component

3

If a candidate is not presenting work for assessment ‘Non submission confirmed’ should be

selected.

Click on ‘Select upload’ to queue work for upload and submission for each candidate.

For the first piece of candidate work to be uploaded the following screen will appear. There will be

two checkboxes available to select. The first to indicate that you are prepared to run the application

(without which the application will not work) and the second to indicate that you will always trust

the content from the publisher (not selecting this checkbox will result in the security message

displaying every time a new upload is selected).

Click on the two checkboxes displayed and select the ‘Run’ button:

To avoid the same request for each file, tick the box to accept and run this operation, and then

select ‘Run’.

4

Either the most recent or preceding version of Firefox or Internet Explorer should always be used.

The most recent version of Java should always be used. This can be downloaded without charge

from http://java.com/en/download/index.jsp Once installed the computer should be restarted

before proceeding.

To continue:

select the ‘Select upload’ link in the Actions column next to the candidate. You will then be

presented with the following screen

(This will display as one screen, with the ability to scroll)

The screen will list each of the documents to be uploaded and submitted for the candidate

indicating the types of accepted files - before queuing any studio work files ensure the

5

additional details are available (title, medium, size of original, month and year of

completion)

For each file click on the ‘ Browse’ button to locate the correct candidate and then select the

file to be queued (the following screens demonstrate how this might work when files have

been saved for a candidate in a folder on the computer’s drive – this is also demonstrated on

a short video that can be found from a link on IBIS and the OCC)

6

A success message will appear on screen if the selected file is saved to the upload queue

successfully

Please note that the candidate interview file is compulsory: where a candidate has elected not to

submit a recording of their candidate interview, a short recording confirming that no interview will

be submitted is required.

Further information will be required for:

the candidate statement word count

the studio work files title, medium, size of original, month and date of completion

7

When this information is complete, select ‘Save additional details’ and the window will close. A

success message will appear on screen to indicate that the information for that file has been saved

successfully:

IMPORTANT: It is not possible to close this window until all the fields have been populated so

please ensure that this information is available when adding these files

Once all of the required files by course and option have been queued, further information will be

requested as seen on the screenshot below:

8

Please ensure the teacher’s mark for the internal assessment component and their

statement justifying the mark are available in order to complete this information. The

additional details data cannot be saved until each of the fields have been populated

If No or Partly is selected as an answer to any of the statements, an additional box will

appear on screen

When all the information has been entered, select ‘Save additional details’.

The screen will reload and a success message will appear to indicate that this has been saved

successfully:

9

When all the required files for a candidate have been queued and the coursework additional details

have been entered, the ‘Complete coursework submission’ button is enabled at the bottom of the

upload screen.

This button will not be enabled until all of the required information has been entered for the

candidate.

When the Complete coursework submission button is selected:

the upload of the work for this candidate is complete

the submission status will have been updated to Ready to submit:-

10

you will be taken back to the list of candidates in order to queue work for the next candidate

Please note:

it is still possible to amend any of the files added and details entered for the candidate by selecting the ‘Update upload’ link in the Actions column

if the wrong file has accidentally been added, the file can be removed by clicking on the

‘Remove file’ link next to the relevant file and the correct file can then be selected

if any files are removed and replaced at this point, you will need to select ‘Complete

coursework submission’ once again to confirm that the correct files are in place and for the

status of the candidate’s work to return to Ready to submit once again

Submit

Although it is possible for work to be uploaded by more than one computer, it is only possible to

submit work to the IB from one computer at a time.

When the status of the candidate’s work is Ready to submit, their work can be submitted to the IB

for marking

Please remember it is important that the file location, and so the file path, remains

unchanged until after the files have been transferred. For example, if the files are on a USB

device, that device must remain present for the complete process

*******

*******

*******

*******

*******

********

********

********

********

********

*******

11

Click into the box under the Select to submit column, next to the candidate(s) and then

select ‘Submit upload’. If all candidates work is ready to upload click ‘all candidates’. The

following window will appear on screen:

Please note:

it is not necessary to remain with the computer while files are uploading and submitting to

the IB. This step can be left to run overnight.

the automatic timeout of IBIS will not affect the files being uploaded and submitted to the

IB.

The status of each of the files will update as the files are submitted to the IB.

Please do not close this window, although it is safe to switch off the computer monitor, until

each of the files is successfully submitted:

12

Once work has been submitted to the IB, a success message will appear on screen and the window

can be closed by clicking on the ‘X’ in the top right corner:

If one of the files cannot be uploaded for a particular reason, this will be shown on screen:

If this happens, you will need to return to the candidate’s list of uploaded files and rectify the issue,

for example by removing/replacing a file uploaded in error.

Should you have any queries in regard to the upload process for internal assessment audio material,

please contact IB Answers via ibid@ibo.org

The submission status for each candidate will change as their work is uploaded:

‘Not submitted’ indicates that the candidate’s work has not yet been selected for upload.

‘Ready to submit’ indicates that the candidate’s work has been selected for upload and that

this is ready to be submitted to the IB for marking.

13

‘Submitted not checked’ – indicates that the candidates work has been submitted and is

undergoing security checks.

‘Submitted’ indicates that the candidate’s work has been submitted to the IB successfully.

‘Failed submission’ indicates the work of the candidate has been selected for upload but

the submission of all or part of the work was not successful.

14

Appendix 1

Visual arts work for submission

Candidate session number Candidate Statement 300 words maximum : /300 Studio Work Images ( ensure only correct amount for option and level)

Title Medium Size of original Month of Completion

Year

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

Coursework Additional details

Course level & option HLA / SLA / HLB/ SLB

The material adequately reflects the investigation Yes / No

The pages adequately reflect the investigation Yes / No

Do you wish to copyright your work Yes / No

15

Appendix 2

Visual arts candidate declaration

Candidate session number 0 0

Candidate name

School number 0 0

School name

Examination session (May or November)

Year

Level and option (indicate HL option A, SL option A, HL option B, SL option B)

The IB may request a copy of a signed declaration from the school should

academic honesty be investigated for the candidate

Candidate declaration: This declaration may be requested from the school should academic honesty be investigated

I confirm that this work is my own work and is the final version. I have acknowledged each use of the

words or ideas of another person, whether written, oral or visual.

Candidate's signature: Date:

Teacher declaration:

To the best of my knowledge, the material presented is the authentic work of the candidate.

Teacher's name:

Teacher's signature: Date:

16

Appendix 3

Visual arts checklist

Checklist to ensure visual arts candidates are submitting evidence of the markband descriptors in the selected studio work (SW), investigation workbook pages (IWB) the candidate statement (CS), or if submitted the audio or video recording of the video (CI)

Please note this checklist is for internal use only and not to be included in the electronic

submission to the IB.

The markband descriptors for the studio work component refer to: SW / IWB / CI / CS Note as appropriate

The understanding of the ideas and techniques that underpin artistic expression

The production of personally relevant artworks

that show exploration of ideas reflecting cultural and historical awareness and artistic qualities

The development of ideas and strategies for expression

Sensitivity to materials and their use

the work having been reviewed, modified and refined to a resolution of ideas and medium

Technical competence

Confidence and inventiveness

Self-direction

and reflective judgment

The markband descriptors for the investigation workbook component refer to:

The analysis and comparison of art from different cultures and times

and the consideration of its function and significance

The demonstration of skills, techniques and processes

when making and analysing images and artifacts

The demonstration of investigative strategies into visual qualities, ideas and their contexts

and a range of different approaches towards study

and connections between them

The demonstration of depth and breadth

through the development and synthesis of ideas

and the connections between the work and that of others

The demonstration of the specialist vocabulary of visual arts

The use of a range of sources,

which are properly acknowledged

The effective and creative presentation of work

that demonstrates critical observation, reflection and discrimination

The presentation of a relationship between investigation and studio