Knec lists requirements for registration of Grade 9 for KJSEA 2025

THE KENYA NATIONAL EXAMINATIONS COUNCIL

KNEC/GEN/EA/EM/REG/KJSEA&KPLEA/2025/01                      
24^th February, 2025

To: i) All Sub-County Directors of Education
ii) All Heads of Institutions presenting Learners for the 2025 KJSEA and KPLEA

SUBJECT: REGISTRATION OF CANDIDATES FOR THE 2025 KENYA JUNIOR SCHOOL EDUCATION ASSESSMENT AND KENYA VOCATIONAL LEVEL EDUCATION ASSESSMENT

Registration of learners eligible to sit the 2025 Kenya Junior School Education Assessment (KJSEA) and Kenya Pre-vocational Level Education Assessment (KPLEA) is scheduled to commence on 3 ^rd March and end on 28^th March, 2025.

Assessment centres are required to download and read the User Manual from cbasa.knecacke for detailed instructions.

In this regard, the Kenya National Examinations Council (KNEC) wishes to bring the following information to your attention:

1.0 Registration of learners for Kenya Junior School Education Assessment (KJSEA)

Heads of Institutions are expected to register their Grade 9 learners for KJSEA, while ensuring adherence to the following instructions:

1.1 All learners who are in Grade 9 MUST be registered afresh for the assessment through the KJSEA Registration portal (cbasa.knec.ac.ke) which shall be accessible from 3 ^rd to 28^th March, 2025. Learners in Grade 9 portal SHALL NOT be automatically uploaded onto the KJSEA portal.

1.2 Eligible learners presented for KJSEA MUST:

1.2.1 be existing in the Grade 9 database;

1.2.2 have a KPSEA Performance Report;

1.2.3 have SBA scores for Grades 7 and 8 in all the Learning Areas.

1.3 Registration of ghost candidates constitutes an assessment malpractice, which attracts sanctions, including de-registration of the schools as a KNEC assessment centre.

1.4 The Heads of Institutions must ensure accuracy of the registration data for all learners, Including the following:

1.4.1 Correct spelling and order of learners’ names as documented in their Birth Certificates;

 1.4.2 Gender;

 1.4.3 Year of birth;

 1.4.4 Citizenship;

 1.4.5 Religious Education option registered for;

1.4.6 Category of special needs and disabilities (where app/icab/e), coded as follows:

i) B: for visually impaired candidates who require Braille (totally blind);

ii) LV: for visually impaired candidates who require Large Print papers (Low Vision);

iii) HI: for candidates with hearing impairment;

iv) PH: for candidates with physical impairments.

1.5 Any requests for transfer at Grade 9 must be done online to avoid double registration of candidates. Transfer of candidates will not be allowed after the closure of the registration portal on 4^th April 2025.

1.6 Heads of the institutions must confirm from their school portals that the School Based Assessment (SBA) scores for Grades 7 and 8 are uploaded, for all candidates registered for KJSEA.

2.0 Registration of Learners for Kenya Pre-Vocational Level Education Assessment (KPLEA)

Identification of learners to be registered for KPLEA shall be guided by the teachers handling the learners, upon confirmation of the learners’ readiness to sit the Assessment.

The institutions will register the learners through the KPLEA Registration portal (cbasa.knec.ac.ke)

3.0 Registration of Non-citizen Learners and payment of Assessment Fees

Centre Managers with learners who are not Kenyan citizens are requested to note that:

3.1 the Government of Kenya, through the Ministry of Education (MOE), shall pay Assessment fees for all learners in public and private schools except for those who are not Kenyan citizens;

3.2 Assessment fees for a non-citizen learner wishing to register for KJSEA or KPLEA is Kes. 4,500.00. The fees should be paid through e-citizen platform.

4.0 Identification of Assessment centres

Heads of institutions wishing to present candidates for the 2025 KJSEA/KPLEA are hereby informed that:

4.1 Schools with less than five (5) candidates shall not be allowed to register candidates for the 2025 KJSEA as independent Assessment centres. Such schools are advised to liaise with their respective Sub-County Directors of Education (SCDEs) to identify an approved KNEC Assessment centre with more than five (5) candidates for registration of their learners;

4.2 Assessment centres with less than thirty (30) candidates shall be hosted in Assessment centres to be identified by the SCDEs, in line with the guidelines provided by KNEC on the same;

4.3 KNEC reserves the right to deregister and/or place an Assessment centre and its candidates in another centre if deemed necessary, as provided for in the KNEC Rules and Regulations (2015).

5.0 Registration of new Assessment centres

5.1 KNEC is in the process of inspecting new institutions that have submitted their applications to be registered as KNEC Assessment centres for the 2025 KJSEA, Feedback on the acceptance/non-acceptance of such requests will be communicated in writing, through the SCDEs’ offices once validation of the requests is complete.

5.2 Assessment Centres to be considered for inspection by KNEC are those that submitted the following to KNEC at the time of application:

5.2.1 A certified copy of a valid Registration Certificate from the County Director of Education; (expired certificates will not be accepted);

5.2.2 A certified Inspection questionnaire from the SCDE’s office, duly filled;

5.2,3 A certified Inspection questionnaire from the Public Health and Sanitation Department, duly filled;

5.2.4 An Application Form, duly filled by the school;

5.2.5 A Bank deposit slip as evidence of payment of Assessment Centre Registration fees of Kes. 5,000.00 for public schools and Kes. 15,000.00 for private schools.

5.3 KNEC will conclude the process of inspection of new Assessment centres by 21^st February, 2025. Centres that will not have been inspected by this date will be expected to liaise with their respective SCDEs for identification of approved Assessment centres to host their candidates.

6.0 Coding of New Sub-Counties and Distribution Centres

Newly created sub-counties requesting for coding of their sub-counties and re-coding of the Assessment centres within their jurisdiction are expected to submit the following documents to KNEC:

6.1 A copy of the Kenya Gazette notice legalizing creation of the Sub-county;

6.2 List of schools within the new sub-county, indicating their previous codes and the proposed new codes; and

6.3 Location of their Distribution Centre (Container); and

6.4 Details of the Deputy County Commissioner (DCC) or Assistant County Commissioner (ACC) office.

7.0 Other important information

7.1 All SCDEs and Heads of Institutions will log into the cbasa portal (cbasa,knec.ac,ke) using their usernames and passwords.

They are therefore responsible for the use and security of the Passwords issued by KNEC for access to the KNEC portals. It is important to note that:

7.1.1 passwords are confidential and are intended for use by the designated user. Heads of institutions are therefore responsible for the security, custody and access of the passwords for their institutions;

7.1.2 it is the responsibility of Heads of institutions to safeguard their passwords so as to restrict access of the school’s registration and assessment related data by unauthorized persons;

7.1.3 in case of loss or forgotten password, the heads of institution should send an email to KNEC (js@knec.ac.ke) requesting for assistance or contact the SCDE;

7.2 All new Assessment centres (once approved and uploaded on the website) shall access the registration platform by keying in their Centre Code as the Username and password. Thereafter, the system will prompt them to change the password from the Centre Number to a password of their choice to maintain confidentiality.

7.3 All Centre Managers must confirm their Collection Centres (Distribution Centres/containers) where they will be served from during field administration of the Assessment with their SCDEs.

7.4 Heads of institutions will be informed when to present registration documents for their centres to their respective SCDEs’ offices.

8.0 Handling of the registration data

8.1 In line with the provision of Sections 25, 26 and 29 of the Data Protection Act of 2019, all Centre Managers are requested to:

8.1.1 ensure that parents/guardians of the KJSEA/KPLEA candidates consent to the collection of personal data of their learners;

8.1.2 inform them that the data collected will be solely used for the purpose of conducting the assessment and that KNEC will adhere to all the regulations and requirements for data protection.

8.2 The candidates will sign the nominal rolls and other accountability documents after confirming accuracy of the data.

Finally, please note that the KJSEA Registration portal shall be closed on 28^th March, 2025 and there will be NO provision for late registration of candidates once the portal is closed.

All the relevant process owners and stakeholders, including parents and candidates must therefore be informed on the need to adhere to the set deadlines.

Dr. David Njengere, MBS
CHIEF EXECUTIVE OFFICER