THE KENYA NATIONAL EXAMINATIONS COUNCIL

A USER MANUAL FOR 2012 KCPE EXAMINATIONS REGISTRATION SYSTEM

Table of Contents
1.0. 2.0. 3.0. 4.0. Introduction ..................................................................................................3 Requirements ................................................................................................4 Getting started...............................................................................................5 Registration Application ...............................................................................5

4.1. Download Registration application ....................................................................5 4.2. Opening the KCPE Registration application.......................................................6 4.3. Registration of candidates ..................................................................................7 4.3.1. Candidates Registration details ............................................................7 4.3.2. Entering Candidates Registration details ..............................................7 4.3.3. Candidates details ..............................................................................7 4.3.3.1. Biodata .........................................................................................8 4.3.3.2. Disabilty .......................................................................................8 4.3.3.3. Selecting secondary schools ..........................................................9 5.0. Exploring through the system - Buttons in use ............................................ 11

6.0. Creating the Candidate Registration File .......................................................... 13 6.1. Uploading the Candidates Registration File ..................................................... 15 6.1.1. Logging In ........................................................................................ 16 6.1.2. Changing Password ........................................................................... 17 6.1.3. Uploading file ................................................................................... 18 i. Editing centre details ..................................................................... 20 7.0. Confirming Registration.............................................................................. 21

7.1. Centers (already logged in) - The Nominal roll ................................................ 21 7.3. Confirming an individual candidate ................................................................. 23 8.0. Registration of New candidate(s) online ...................................................... 24

8.1. Entering New Candidates online ...................................................................... 25 8.1.1. Index Number ................................................................................... 25 8.1.2. Bio-data ............................................................................................ 26 8.1.4. Disability........................................................................................... 26 1
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8.1.5. Secondary school choices .................................................................. 26 8.1.8. Submitting Candidate Registration Records ....................................... 27 9.0. Editing Existing Candidate(s) online ........................................................... 27

APPENDIX A: ....................................................................................................... 29

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KCPE REGISTRATION SYSTEM

1.0. Introduction This system is meant to be used by KNEC Examination centers to register candidates for Kenya Certificate of Primary Examination (KCPE). Centers are required to access the KNEC website on www.knecregistration.ac.ke/kcpe to register and download the KCPE Registration application. This application is used to enter the candidates details as per KNEC regulations and is later uploaded to the KNEC database through the registration website. Centers will be provided with a USERNAME and PASSWORD to upload the file, as every center will only registers/ uploads its own students. Once logged on, the centers can also edit candidates details (already registered candidates), or register additional candidates and view or download the nominal roll Candidates can also confirm if they registered, through the KNEC Website, [www.knec-registration.ac.ke/kcpe]. (Confirmation does not require login i.e. username and password) Registration process has four simple steps; 1. Step 1: Visit the KNEC website and register your Center 2. Step 2: Download the candidates registration application (offline mode- Optional) 3. Step 3: Fill the candidates details to create the registration file (offline mode- optional) 4. Step 4: Login into the KNEC website and; Upload the registration file Register new candidates (fully online) Edit existing candidates 3
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 Edit centre details Generate and print nominal roll Generate and print the school invoice NB: THIS APPLICATION IS ONLY AVAILABLE UP TO THE LAST DAY OF THE REGISTRATION PERIOD 2.0. Requirements Your computer should be installed with the following software programs; Windows operating system. Microsoft office. Internet connection (Those registering using the offline mode, should note that the EXPORT BUTTON does not work with windows 7, windows XP is recommended.)

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3.0.

Getting started

1. Open Internet Explorer

Type in the following web address www.knec-registration.ac.ke/kcpe 1. Click Go button or press Enter Key from your keyboard.

2. Wait for Login form (First Page) to appear as shown below.

4.0.

Registration Application 4.1. Download Registration application 1. Click on Download button on the Login form (First Page) to download

the registration Application. A pop up window (new screen within the main screen) appears as below:

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2. Click on save file and select the location to save the file:

4.2. Opening the KCPE Registration application 1. Locate the application file that you downloaded (you can either copy, move it to another location/ computer, or work on it from where it is)

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2. Double Click the file to open. The following window appears:

4.3. Registration of candidates 4.3.1. Candidates Registration details It is assumed that the schools have ready, a record of the candidates registration details as outlined in the window form above 4.3.2. Entering Candidates Registration details 1. Enter the centre number/code (must be entered first) (Eight digit number, the first two numbers must be the county code in which the school is). 2. Enter candidates details one by one. 4.3.3. Candidates details 1. Enter candidates Index Number, three digits e.g. 001, 010, 099, 100, 501.etc. and Candidates name as shown below 7
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4.3.3.1. Biodata 1. Birth Certificate No: This should be entered as it appears on the Birth certificate of the candidate. 2. Year of Birth: Enter the correct year of birth. 3. Religious Education Paper to sit: select candidate religion paper to sit if CRE, IRE or HRE 4. Gender: You can either choose female or male 5. Status: Select if you are a citizen (Kenyan) or non-citizen (Non Kenyan).

NB: The figure above shows the following candidates details; Birth Certificate No. : 1234321111, Year of Birth: 1997. Religious Education: Christian, Gender: Male and Status: Citizen (Kenyan) 4.3.3.2. Disabilty Use the drop down menu to complete this section appropriately.

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1. Example if applicable e.g physically handcapped

2. If Deaf, then select SUBJECT i.e SIGN LANG. (Kenya Sign

or KISWAHILI.

3. Example - If not applicable i.e All NO.

NB: Do not select any if none is applicable (NO to all) 4.3.3.3. Selecting secondary schools Selection of schools is based on: The county and disttrict where the center belongs to, and The gender of the candidate 9
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Use the drop down menu to select a choice in each group for each candidate as filled in the form.

Select 4 national schools, 2 county schools, an extra-county school and a District school. NB: Do not select a school more than one time.

SAVING The details entered will be saved automatically on clicking the save or the next button. The next button also allows you to input the next candidates details. See an example below for fully registered candidate

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5.0.

Exploring through the system - Buttons in use 1. SEARCH button[ ]: finds the specific candidates details for

editing, removing or viewing. This is done by clicking the search button which produces a screen within the normal screen, type in the candidates number as below i.e. 001 and the results are displayed by clicking Find Next. See the figure below. Searching record for candidate 001

Buttons 2. NEW button [ 3. SAVE button[ 4. NEXT button [ to the next record. 5. PREVIOUS button [ ] : saves the displayed candidate details and ] : enters a new candidates details. ] : saves the displayed candidates details. ] : saves the displayed candidate details and move

moves back to the previous record. 6. HELP button : displays the assistance you may require when

working with the system. 7. DELETE button [ from the system. 11

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] : removes the displayed candidates details

Deleting or removing a record.

REPORT & EXPORT Buttons Caution: On confirming that you want to delete the record as required above (by clicking yes) the record will be removed.

8. REPORT Button[

] : dispays a report of registered or keyed in

candidates details. The report should be printed for candidates to verify, before Exporting and subsequent Uploading is done. Any changes should be indicated on the report for correction and a final copy printed which is again verified if correct.

EXPORT Button [

] : produces a registration file that need to be

uploaded through the KNEC website. This action should be done after candidates have confirm that the registration details are true and valid after going through their details on the above report. Please 12
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note that the EXPORT button does not work with with windows 7, Windows XP is recommended.

6.0. Creating the Candidate Registration File NB: Before this process make sure that all candidates details are correct and confirmed

1. Click the Export button, the following screen is displayed.

2. Click the ok. 3. The file will be exported to Drice C\: of your computer 4. Browse to drive C\: to confirm that the file has been created.

NB: This is done by clicking the START button on the computer, then click MY COMPUTER icon which will show drive C\: as shown below, double click it to open. The file name should prefixed your center code followed by a dash(-) and the word KCPE-REG. 13
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NB: Example: If your center code is 01101205 your file will be: 01101205-KCPEREG.dll

The Drive C location in the computer.

Drive C\:

5. Find the produced file (centre code-KCPE-REG.dll). For example in the figure below, file220022-KCPE-REG.dll

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6. Upload these file through KNEC web site. 6.1. Uploading the Candidates Registration File NB: Ensure Internet connection is active 1. Open Internet Explorer

Type in the following web address www.knec-registration.ac.ke/kcpe

2. Click Go button

or press Enter Key from your keyboard.

NB: Wait for the home page to load completely (appear)

3. Click Register button, you will be required to log in before proceeding.

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6.1.1. Logging In 1. You will need to have your user name and password. The username is the school code. Kindly note that the code is now an 8-digit number. The county code has been appended to the earlier 6-digit school code. To obtain the school password, send an SMS message of your full school code e.g. KCPE#01101101 to 5052, you will then receive an 8-digit number which you shall use as the password to log in. 2. Enter your username and password

3. Click Log In 4. Upon successful login, you will be required to change your password as security measure ensuring that only authorized persons can access your registration details. The form below will appear that will allow you to change your password. NB: Appears only if accessing the system for the first time.

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6.1.2. Changing Password

1. Type in your default password in the input labeled Current Password. 2. Enter the new password (Can be any combination of letters or numbers) in the input labeled New Password. 3. Confirm the new password (Please dont copy-paste), by re-typing the password in the input labeled Confirm Password. 4. Click Change Password 5. to effect the changes

You will get a successful confirmation as show by screen below

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6. Click Continue candidates.

to proceed to the upload registration of

6.1.3. Uploading file Select the upload registration file below from Task selection, drop down menu.

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Click Continue Button.

Browse the file from the location you had saved it. The file should be prefixed as follows: [CenterCode-KCPE-REG.dll]

Where CenterCode is your School assigned Code. NB: You have to select the file that belongs to the center you logged in with. Example: If you have logged in with User Name 01101205, then the file will be 01101205-KCPE-REG.dll. As shown in these window.

The file

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Click upload to register the candidate(s)

If successfully uploaded, the following similar message appears:

i.

Editing centre details

In the case of centre details being wrong or the centre head wishes to change the details, from the task selection drop down menu, select Edit centre details and click Continue Button Click on the Button to see the window below.

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7.0.

Confirming Registration

Centers and individual candidates can confirm their registration details for accuracy. Centers are required to use the Nominal roll to confirm candidates details 7.1. Centers (already logged in) - The Nominal roll From the task selection screen, (You can Click on Back button to move to the task selection screen) but this time use CONFIRMATION REGISTRATION section.

Click Continue, since the Nominal Roll is by default selected. Enter your Centre code and click View report 21
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The above window appears, displaying the Nominal roll, which should be printed for candidates to confirm their details and sign if correct. The duly signed Nominal roll by the candidates and the head teacher is then sent to KNEC.

7.2. School invoice From the task selection screen, select school invoice and click Continue Enter your Centre code and click View report

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The above window appears, displaying the school invoice, which may be printed and use it to pay to the bank. 7.3. Confirming an individual candidate Ensure internet connection is active Log in to KNEC website www.knec-registration.ac.ke/kcpe On the first page that appears- log in page, click on Confirm button

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The following window will appear then, enter the candidates index number and again, click the Confirm button.

Below is a sample interface confirming a registered candidate.

8.0. Registration of New candidate(s) online Schools can also register their new candidates online (while connected to the Internet); however, Internet connection must be available throughout the 24
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exercise, hence may not be preferred where Internet cost is billed based on time. The schools can however use the method when registering a few candidates after the initial submission such as late registration. NB: KNEC therefore recommends that Schools should download the registration application, fill in their candidates details and later connect to the internet to upload. To register a new candidate directly, From the task selection page, select Enter New Candidates and then click Continue button

8.1. Entering New Candidates online Enter the actual details of candidate as show below: 8.1.1. Index Number Candidates Index Number must be entered first

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8.1.2. Bio-data All information for a candidate should be provided including birth certificate numbers.

8.1.4. Disability Select any special need for a candidate on this section.

If Deaf, then select subject choice, either Sign Language or Kiswahili.

8.1.5. Secondary school choices Depending with the location of your county and gender of the candidate, the schools are displayed for selection as per KNEC secondary schools-selection rule.

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Navigation Buttons

NB: Do not select a school twice as the system will not submit. 8.1.8. Submitting Candidate Registration Records When finished entering a new candidate, click submit button save. to

9.0.

Editing Existing Candidate(s) online

The uploaded candidates details (or the newly/ already registered candidates) can be changed, if need be, by logging online. From the task selection screen, select the Edit Existing Candidate Option in Task selection, drop down menu.

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Enter the candidates index number as shown below and click search button.

The candidates details will be displayed for editing.

Edit appropriately. Click the update button to save.

Caution: Clicking Delete Button will cause the whole candidate record be removed from the KNEC database.

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APPENDIX A: INSTRUCTIONS FOR ACCESSING KNEC EMAILS To access the email account please follow the below link: 1. http://mail.reg.knec.ac.ke/ You will be presented with the page below:

2. Enter the username and password For instance if your email address is stmichaels@reg.knec.ac.ke then your username is stmichaels 29
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On successful login, you will be presented with the following screen:

Remember to Type the characters you see in the picture. Click on the I accept. Continue to my account button. 3. You will then be presented with the page below:

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On successfully filling the current password, entering the new password and clicking submit, you will have access to your email account.

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