Essential MYP Coordinator Handover Guide

Introduction

The MYP Coordinator handover checklist is an effective tool for ensuring smooth transitions in educational leadership. This template empowers educators to navigate changes with ease.

When we plan to leave our current teaching job for the next, it’s important to make sure that everything runs as smoothly as possible after we’ve gone. The goal is not to disrupt teaching and learning but help main some levels of stability. It is especially important when there is a significant shift in the leadership team. As a result of Covid, many schools are experiencing this challenge. I imagine many teachers want to just go home or go someplace else to start a new chapter of their lives. It is critical to ensure a smooth handover during such periods. However, this is easy to say, not easy to do. Factors like procrastination, tiredness can complicate this, and not feeling like we have the time to do everything that needs doing before we hand over the reins. Along with this, some of us will relocate to a new country and there are many different kinds of documentation that need to be processed. The closer a transition is, the less important preparation for handing over is, and the less of a priority it becomes. New staff of the school have often been handed to them various different folders, without any clear idea of where to start. It’s sometimes an intimidating and overwhelming experience for new teachers to begin their jobs. To make the transition a smooth one and to ensure that the incoming MYP Coordinator is fully in the know, I’ve prepared an MYP Coordinator’s handover list to use in my school. This structured approach will help the new coordinator feel supported and fully informed, ultimately maintaining stability during this critical changeover period.

Clarify Responsibilities

When a new MYP Coordinator is appointed, they don’t need to mimic exactly what has been done before, just like teachers shouldn’t try to use an old lesson plan. This handover checklist is more of a resource to assist in the transition. I structured the handover checklist based on the IB programme four standards identified as purpose, environments, culture and learning to help the incoming MYP Coordinator identify what is already in place and what might be missing. My current school will prepare for the IB/CIS evaluation, so I also created a section to note down the evaluation process as of now.

Collaborate with the Team

One way to identify areas for improvement is to ask heads of departments and/or teachers to reflect on the school’s progress so far and determine what went well, what needs improvement, and what will change during the following academic year. I scheduled meetings with all MYP teachers at the beginning of the school year and collected their feedback. Coming to the end of the school year, the school department heads might ask teachers for feedback and get clarification on what needs to be changed to be better. It can help ensure a sense of teacher ownership and encourage teachers to give input on how the school can continue to improve when leadership changes are in the works. The more returning staff are involved in identifying areas for further development and challenges, there more likely they are to stay accountable and continue improving those areas with the incoming MYP Coordinator. Additionally, they can help assess which tasks should be prioritized considering the school’s resources.

Organize Key Documents

A well-organized handover starts with a thorough review of all digital and physical files. Begin by identifying outdated, duplicate, or unnecessary materials, and archive or delete them to keep only the most relevant documents. Categorize the remaining files by priority—labeling them as essential (like policies, curriculum maps, or assessment templates), helpful (such as past reports or training materials), or reference-based (including IB guidelines or school handbooks).

To streamline access, create a master index listing each key document with a brief description and a direct link to its location. Avoid overwhelming the new coordinator by sharing entire folders—instead, provide hyperlinks to the most critical files, ensuring they can quickly find what they need. For added clarity, include short summaries, usage notes, or pending action items alongside complex documents.

Once organized, test the system by asking a colleague to locate specific files using your index, and refine it based on their feedback. For example, assessment documents might include updated MYP rubrics or moderation guidelines, while curriculum materials could feature subject overviews aligned with current IB standards. A structured approach like this ensures a smooth transition, saving time and reducing confusion for the incoming coordinator.

Address Unresolved Issues

Looking at it from my perspective, I would appreciate any thoughts and advice on the new job. It would be very helpful to document any lingering questions or challenges the new coordinator might face. For example, note ongoing student concerns, pending curriculum changes, or unresolved parent inquiries. Highlight departmental issues, such as resource gaps or scheduling conflicts, and suggest potential solutions or contacts for further assistance. If certain processes are still evolving, provide context on why and how the new coordinator can contribute to improvements.

I added a column with thoughts and tips for my school’s incoming MYP Coordinator. A suggestion is to write them in bullet points for ease of reading. I’m hoping that the incoming MYP Coordinator will become more familiar with the school with this additional information.

Communicate with Stakeholders

Once the MYP Coordinator handover checklist draft is ready, the next step is to share it with the incoming coordinator and school leaders. Effective communication is essential for a smooth transition. By allowing the new coordinator time to review the checklist and ask questions before their official start date, you set the stage for success.
Involving school leaders, department heads, and key teachers will help align expectations and provide additional support. Scheduling a transition meeting allows the outgoing coordinator to explain the checklist and emphasize critical priorities. Encouraging the new coordinator to connect directly with stakeholders will help build relationships and clarify responsibilities. This transparent approach minimizes disruptions and fosters collaboration during the handover period, ultimately aiding the new coordinator in understanding how the school operates.

Handover Checklist Template

Preparing the MYP Coordinator handover checklist has been a reflective and rewarding process, allowing me to assess my role and the progress we’ve made as a team. Although it was initially daunting to sift through numerous documents in my Google Drive, I am grateful for the collaborative efforts that helped us overcome many challenges, particularly those imposed by COVID-19, which significantly impacted our motivation and contributed to teacher burnout.

This checklist serves as both a practical resource and a reflection of the strengths and areas for growth within the MYP program. By organizing files and documenting processes, I aim to set the new coordinator up for success while sharing insights on past challenges—ranging from logistical issues to adaptations made during remote learning. Including lessons learned and effective strategies will help ensure continuity and prepare future leaders for similar hurdles.

I am sharing this MYP Coordinator handover checklist template to help others navigate transitions with confidence. My hope is that it fosters adaptability and teamwork as we all look forward to a new school year filled with renewed energy and enthusiasm.

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