The 2022 National examinations’ field administration season will commence with the rehearsals of the KCSE examinations scheduled to take place on 18th November
1.1. Key Dates
1.1.1 KCSE examination Rehearsals: 18th November 2022;
1.1.2 KCSE examination Oral and practical papers: 21st to 25th November, 2022;
1.1.3 KCSE written papers: 28th November to 23rd December, 2022;
1.1.4 KPSEA and KCPE examination rehearsals: 25th November 2022;
1.1.5 Kenya Primary School Education Assessment (KPSEA); and KCPE
examination administration: 28th to 30th November, 2022;
1.1.6 KILEA administration: 28th November to 1st December, 2022.
1.2. Objectives of the briefing and sensitization sessions:
1.2.1 To jointly cascade the guidelines and instructions on administration of the
2022 National examinations, this being a unique year with the roll out of
KPSEA and KILEA, alongside KCPE and KCSE examinations;
1.2.2 To sensitize all field personnel on the innovations that have been introduced
in the examination administration process in 2022;
1.2.3 To create a forum to discuss the challenges faced in the examination
administration cycle for future improvement.
1.3. Key Processes in Examination Administration to be discussed
During this briefing the following shall be discussed in relation to administration of
the 2022 National examinations:
1.3.1 Registration of examination centres
1.3.2 Registration of candidates;
1.3.3 Recruitment and Deployment of field officers;
1.3.4 Management and Administration of Examinations;
1.3.5 Assessment of learners following stage-based pathway;
1.3.6 Quality assurance during national examinations;
1.3.7 Handling of candidates answer scripts;
1.3.8 Receiving and handling of scripts.
NB: Roles of Personnel involved in the management are well documented in the
‘Manual on the conduct of examinations’ document which is available in all schools as well as in the KNEC website.
2.0.REGISTRATION OF EXAMINATION CENTRES
2.1 On registration of examination centres, it should be noted that only those centres that have been registered with the Ministry of Education as learning institution ,apply to the Council to be an examination centre one (1) year before they register candidates and have the necessary basics such as adequate examination rooms/halls (which can accommodate at least 20 candidates, spaced at 1.22 metres in all directions) with good lighting, ventilation, security, qualified staff, reference materials and adequate furniture.
2.2 It has been noted that there are institutions that acquire fake certificates of approval as examination centres while others get provisional certificates which expire before they get their full registration certificates. Such institutions will not be recognized by KNEC.
2.3 Some of these institutions do not have the required facilities and usually have small examination rooms which not only compromise examination security but also stretch KNEC’s budget on supervision and invigilation as more invigilators end up being recruited.
2.4 Coding of KPSEA assessment centres; There are a number of discrepancies in the CBA portal as far as the coding of assessment centres is concerned. Some of the assessment centres have been assigned more than one KNEC code by the SCDEs.
Others have been uploaded in the CBA portal without the pre-requisites like being registered to operate as schools by the Ministry of Education. The Council is in the process of cleaning the registration database for assessment centres.
2.5 The SCDEs are requested to communicate to the Council in writting the assessment centres that have since closed so that they are removed from the CBA portal.
2.6 The SCDEs to also communicate to the Council those assessment centres that were coded without pre-requisites for action. In case, the affected centres have learners, he/ she should facilitate their transfer to recognized assessment centres.
2.7 New assessment centres should be coded at grade 3 if they meet the pre-requisites.
The role of the SCDEs will code the centre, then with the attachments forward to the Council for uploading of the assessment centre in the CBA portal.
The SCDEs willnot have the right to upload the assessment centre in the cba portal as has been the practice before. No assessment centre will be coded beyond grade 3. This should be
brought to the attention of all persons/ organizations planning to set up an
institution of learning so that they make prior arrangements.
2.8 All new schools wishing to be considered as KNEC examinations centres both for KPSEA and KCPE examination must submit valid registration document to KNEC by
30th December 2022.
3.0.REGISTRATION OF CANDIDATES
3.1 Registration of candidates is done online and within set timelines. The Centre Managers, SCDE and TSC SCD are required to ensure all their candidates are
registered to avoid errors and penalties it attracts.
3.2 The Centre Managers should ensure accuracy of candidates’ biodata, subjects to be taken, correctly capture of repeaters’ and non-citizens candidates’ details.
Registration fees for these candidates should be remitted upon registration to avoid pending of their results.
3.3 They should upload the correct candidates ‘photographs and provide sufficient information on learners with Special Needs.
3.4 It is the responsibility of the centre managers to advise candidates with foreign qualifications to seek equation before registration of candidates.
3.5 Over-reliance on cyber-cafes is discouraged as they end up submitting erroneous data.
3.6 A signed copy of the photo album should be printed and handed over to the
supervisor on the rehearsal day for use in the identification of candidates during
administration of the examination.
3.7 KPSEA registration data for the current grade 6learners has a lot of errors. Most schools never edited the data when they were required to do so. The Council has been requesting so many requests on daily basis to edit the data, and it has since become overwhelming – some of the requests are yet to be concluded.
3.8 To avoid this scenario in future for the current grade 5, Heads of Institutions are reminded to be regularly logging in their CBA portal to verify and clean registration data for grades 3, 4 & 5. They should not wait until the learners are in grade 6.
3.9 All corrections on registration data to be done on the printout with a red pen. Any letter written by the supervisor or head teacher to be stapled to the attendance register.
4.0. RECRUITMENT AND DEPLOYMENT OF SUPERVISION PERSONNEL
4.1 The Council, like it has been the case before will use the multi-agency approach to administer the 2022 KPSEA, KCPE and KCSE Examinations. The organizations will work closely with the Ministry of Education, Ministry of Interior and National Administration and the Teachers Service Commission (TSC) to manage national examinations.
4.2 The Ministry of Education through the Sub County Directors of Education (SCDE) are expected to identify and nominate officers to oversee the management of the examinations at the container and at the Sub County. Officers to be deployed at the container and the number required are well indicated in the cp2 system.
4.3 During KPSEA and KCPE an additional clerk can be recruited to ease the distribution of examination materials for the two examinations.
4.4 The Ministry of Interior and National Administration has identified the Deputy,
Assistant County Commissioners and security to be in charge of security of the
containers and examination centres.
4.5 Examination centres with more than two hundred and fifty (250) candidates are allowed to engage an additional security officer.
4.6 The Teachers Service Commission (TSC) through the Sub County Directors (SCD) have identified, nominated and vetted Centre Managers (CM), Supervisors (SUP) and Invigilators (INV); and deployed them to examination centres.
TSC Sub County Directors will be expected to ensure accurate data of supervisors and invigilators has
been captured online and in the declaration form before it is submitted to theCouncil.
4.7 All teachers in a school must be deployed as supervisors and invigilators.
4.8 Erasing details of officers who have worked and replacing them with persons who have not worked will be treated as fraud and the fraud and will result in not
engaging the officers in charge of deployment in future due to integrity issues.
4.9 Centre Managers are the heads of the institutions/ examination centres upon
deployment by the TSC SCD. They are supposed to take online attendance of the officers deployed in the examination centre. These officers include Centre managers Supervisors, Invigilators and Security officers. All unauthorised staff must keep off the examination centre. They will not be allowed in the examination centres during the following timeline, KCPE and KPSEA from 7am to 2pm and KCSE from 7am to 3pm.
4.10 The following are the authorized persons expected in the examination centre:
4.10.1 Centre manager;
4.10.2 Deputy Principal/Headteacher;- where an examination centre has more
than one deputy then the centre manager shall designate one deputy to assist him/her;
4.10.6 Laboratory technician and science teacher only during practicals;
4.10.7 Authorized support staff to prepare meals for candidates;
4.10.8 The Centre Manager should prepare a list of the authorized centre staff at
the start of the examination as guided by the list above. The list should
indicate the Name, ID Number, TSC Number, Telephone number,
Designation/Role, and Teaching subject.
4.11 Supervisors are teachers from within the Sub County. Every examination centre
must have a Supervisor who is expected to ensure successful conduct of
examinations in the centres they have been appointed to serve. The number of
supervisors in an examination centre is determined by the number of candidates in
the centre. For every two hundred (200) candidates there should be one (1)
4.12 Invigilators on the other hand are identified and recruited to ensure that
examinations are conducted according to KNEC rules and regulations in an
examination room. They work under the instructions of the supervisor. The number
of invigilators is determined by the number of candidates in an examination centre.
For every twenty (20) candidates, there should be one (1) invigilator.
4.13 Centre managers, Supervisors and Invigilators are responsible to the TSC Sub County Directors. When recruiting the personnel, the TSC Sub County Directors should ensure they do not:
4.14 Over recruit since the Council operates on a budget like any other organization.
4.15 Deploy supervisors and invigilators in one examination centre for more than two consecutive years;
4.16 Source supervisors and invigilators from adjacent examination centres. This mainly applies where examination centres are located in the same compound or close to one another.
4.17 The hosted centres will be entitled to one invigilator or two invigilators depending on number of hosted candidates. Hosted centres must be accompanying their candidates and ensure they maintain discipline of their candidates throughout the examination period.
4.18 Deploy supervisor to manage examination for a candidate in hospital/prison.Candidates in hospitals are supposed to be assigned an invigilator and security officer who are supposed to sign declaration form on the space allowed of the Examination centre of the candidate clearly indicating the candidates’ details number of days they have invigilated in the hospital/prison as required.
4.19 Identification badges: All centre managers, supervisors and invigilators must have identification badges.
4.20 Roles of Personnel involved in the management are well documented in the
instructions on the conduct of examination document which is available for download from KNEC website.
Below is the full details of the circular