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
2012 KCPE REGISTRATION MANUAL-KNEC

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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2012 KCPE REGISTRATION MANUAL-KNEC

the centers can also edit candidates’ details (already registered candidates). Step 4: Login into the KNEC website and.optional) 4. through the KNEC Website.0.ke/kcpe to register and download the KCPE Registration application. Centers are required to access the KNEC website on www. username and password) Registration process has four simple steps. Introduction This system is meant to be used by KNEC Examination centers to register candidates for Kenya Certificate of Primary Examination (KCPE). 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.KCPE REGISTRATION SYSTEM 1.ke/kcpe]. (Confirmation does not require login i.ac. Step 3: Fill the candidates details to create the registration file (offline mode. Centers will be provided with a USERNAME and PASSWORD to upload the file. or register additional candidates and view or download the nominal roll Candidates can also confirm if they registered.knecregistration.e. Once logged on.knec-registration. 1.ac.Optional) 3. Step 1: Visit the KNEC website and register your Center 2. • Upload the registration file • Register new candidates (fully online) • Edit existing candidates 3 2012 KCPE REGISTRATION MANUAL-KNEC . [www. as every center will only registers/ uploads its own students. Step 2: Download the candidates’ registration application (offline mode.

• Microsoft office.0.) 4 2012 KCPE REGISTRATION MANUAL-KNEC . should note that the EXPORT BUTTON does not work with windows 7. windows XP is recommended. Requirements Your computer should be installed with the following software programs. • Internet connection (Those registering using the offline mode.• 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. • Windows operating system.

Click on Download button on the Login form (First Page) to download the registration Application.knec-registration. Download Registration application 1.3. Wait for Login form (First Page) to appear as shown below. Registration Application 4.0.1. Click Go button or press Enter Key from your keyboard.ke/kcpe 1. Open Internet Explorer Type in the following web address www.ac. Getting started 1. 4.0. A pop up window (new screen within the main screen) appears as below: 5 2012 KCPE REGISTRATION MANUAL-KNEC . 2.

or work on it from where it is) 6 2012 KCPE REGISTRATION MANUAL-KNEC . move it to another location/ computer.2.2. Opening the KCPE Registration application 1. Locate the application file that you downloaded (you can either copy. Click on save file and select the location to save the file: 4.

Enter candidate’s Index Number.2. 2. 501…. a record of the candidates’ registration details as outlined in the window form above 4. The following window appears: 4. Entering Candidates Registration details 1. and Candidates name as shown below 7 2012 KCPE REGISTRATION MANUAL-KNEC .3.2. 099. Candidates’ details 1.3.3. Enter candidates’ details one by one. three digits e. 001. 100. Double Click the file to open. 4.3. Candidates Registration details It is assumed that the schools have ready. 010. the first two numbers must be the county code in which the school is).1.g.3.etc. Registration of candidates 4. Enter the centre number/code (must be entered first) – (Eight digit number.

2.3. Birth Certificate No: This should be entered as it appears on the Birth certificate of the candidate. Disabilty Use the drop down menu to complete this section appropriately. 8 2012 KCPE REGISTRATION MANUAL-KNEC . Status: Select if you are a citizen (Kenyan) or non-citizen (Non Kenyan).3. Religious Education Paper to sit: select candidate religion paper to sit if CRE. Year of Birth: 1997. NB: The figure above shows the following candidate’s details. Gender: Male and Status: Citizen (Kenyan) 4. Gender: You can either choose female or male 5.2.4. 3. : 1234321111. IRE or HRE 4.1. Religious Education: Christian.3. Biodata 1.3. Year of Birth: Enter the correct year of birth. Birth Certificate No.

3.e SIGN LANG.3.g physically handcapped 2. and The gender of the candidate 9 2012 KCPE REGISTRATION MANUAL-KNEC . Example – if applicable e. 3. then select SUBJECT i. (Kenya Sign or KISWAHILI.3. Example . NB: Do not select any if none is applicable (NO to all) 4.e All NO.If not applicable i. If Deaf. Selecting secondary schools Selection of schools is based on: • • The county and disttrict where the center belongs to.1.

an extra-county school and a District school. NB: Do not select a school more than one time.Use the drop down menu to select a choice in each group for each candidate as filled in the form. The next button also allows you to input the next candidate’s details. SAVING The details entered will be saved automatically on clicking the save or the next button. Select 4 national schools. 2 county schools. See an example below for fully registered candidate 10 2012 KCPE REGISTRATION MANUAL-KNEC .

NEXT button [ to the next record. HELP button : displays the assistance you may require when working with the system. See the figure below. 7. ] : saves the displayed candidate details and move moves back to the previous record. 5. SEARCH button[ ]: finds the specific candidate’s details for editing. removing or viewing. ] : saves the displayed candidate’s details. This is done by clicking the search button which produces a screen within the normal screen. 11 2012 KCPE REGISTRATION MANUAL-KNEC ] : removes the displayed candidate’s details .Buttons in use 1.0.e. NEW button [ 3. SAVE button[ 4. Exploring through the system . Searching record for candidate 001 Buttons 2. DELETE button [ from the system. type in the candidates number as below i. 001 and the results are displayed by clicking Find Next. PREVIOUS button [ ] : saves the displayed candidate details and ] : enters a new candidate’s details.5. 6.

The report should be printed for candidates to verify. REPORT & EXPORT Buttons Caution: On confirming that you want to delete the record as required above (by clicking yes) the record will be removed.Deleting or removing a record. Please 12 2012 KCPE REGISTRATION MANUAL-KNEC . Any changes should be indicated on the report for correction and a final copy printed which is again verified if correct. before Exporting and subsequent Uploading is done. 8. EXPORT Button [ ] : produces a registration file that need to be uploaded through the KNEC website. REPORT Button[ ] : dispays a report of registered or keyed in candidates’ details. 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.

then click MY COMPUTER icon which will show drive C\: as shown below. double click it to open. 6. 13 2012 KCPE REGISTRATION MANUAL-KNEC .0. The file name should prefixed your center code followed by a dash(-) and the word KCPE-REG.note that the EXPORT button does not work with with windows 7. Creating the Candidate Registration File NB: Before this process make sure that all candidates’ details are correct and confirmed 1. 3. Click the Export button. NB: This is done by clicking the START button on the computer. Click the ok. 2. the following screen is displayed. The file will be exported to Drice C\: of your computer 4. Browse to drive C\: to confirm that the file has been created. Windows XP is recommended.

file220022-KCPE-REG. Find the produced file (centre code-KCPE-REG.dll). For example in the figure below.dll The Drive C location in the computer. Drive C\: 5.NB: Example: If your center code is 01101205 your file will be: 01101205-KCPEREG.dll 14 2012 KCPE REGISTRATION MANUAL-KNEC .

6. Click Go button or press Enter Key from your keyboard. Upload these file through KNEC web site. Open Internet Explorer Type in the following web address www.6.ke/kcpe 2. you will be required to log in before proceeding. Uploading the Candidates Registration File NB: Ensure Internet connection is active 1. Click Register button. NB: Wait for the home page to load completely (appear) 3.knec-registration.1.ac. 15 2012 KCPE REGISTRATION MANUAL-KNEC .

16 2012 KCPE REGISTRATION MANUAL-KNEC . Logging In 1. The county code has been appended to the earlier 6-digit school code.6.1. To obtain the school password. You will need to have your user name and password. send an SMS message of your full school code e. Upon successful login. Enter your username and password 3.1. you will then receive an 8-digit number which you shall use as the password to log in. 2. Click Log In 4.g. Kindly note that the code is now an 8-digit number. NB: Appears only if accessing the system for the first time. The username is the school code. 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. KCPE#01101101 to 5052.

3.6. to effect the changes You will get a successful confirmation as show by screen below 17 2012 KCPE REGISTRATION MANUAL-KNEC .1.2. 4. Confirm the new password (Please don’t copy-paste). Changing Password 1. 2. Type in your default password in the input labeled Current Password. by re-typing the password in the input labeled Confirm Password. Click Change Password 5. Enter the new password (Can be any combination of letters or numbers) in the input labeled New Password.

Uploading file • Select the upload registration file below from Task selection. to proceed to the upload – registration of 6.3. Click Continue candidates. 18 2012 KCPE REGISTRATION MANUAL-KNEC .1.6. drop down menu.

As shown in these window.dll.• Click Continue Button. NB: You have to select the file that belongs to the center you logged in with. The file 19 2012 KCPE REGISTRATION MANUAL-KNEC . then the file will be 01101205-KCPE-REG.dll] Where CenterCode is your School assigned Code. The file should be prefixed as follows: [CenterCode-KCPE-REG. Browse the file from the location you had saved it. Example: If you have logged in with User Name 01101205.

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.• Click upload to register the candidate(s) If successfully uploaded. select Edit centre details and click Continue Button Click on the Button to see the window below. 20 2012 KCPE REGISTRATION MANUAL-KNEC . from the task selection drop down menu.

Confirming Registration Centers and individual candidates can confirm their registration details for accuracy. Enter your Centre code and click View report 21 2012 KCPE REGISTRATION MANUAL-KNEC .1. (You can Click on Back button to move to the task selection screen) but this time use CONFIRMATION REGISTRATION section. Centers are required to use the Nominal roll to confirm candidates’ details 7. Centers (already logged in) .7.The Nominal roll From the task selection screen. Click Continue.0. since the Nominal Roll is by default selected.

select school invoice and click Continue Enter your Centre code and click View report 22 2012 KCPE REGISTRATION MANUAL-KNEC . The duly signed Nominal roll by the candidates and the head teacher is then sent to KNEC.2. 7. which should be printed for candidates to confirm their details and sign if correct.The above window appears. School invoice From the task selection screen. displaying the Nominal roll.

ac.log in page. displaying the school invoice.3. click on Confirm button 23 2012 KCPE REGISTRATION MANUAL-KNEC .knec-registration. 7.The above window appears. which may be printed and use it to pay to the bank. Confirming an individual candidate Ensure internet connection is active Log in to KNEC website www.ke/kcpe On the first page that appears.

Below is a sample interface confirming a registered candidate. however. Registration of New candidate(s) online Schools can also register their new candidates online (while connected to the Internet).0. click the Confirm button. 8.The following window will appear then. Internet connection must be available throughout the 24 2012 KCPE REGISTRATION MANUAL-KNEC . enter the candidate’s index number and again.

NB: KNEC therefore recommends that Schools should download the registration application. fill in their candidates’ details and later connect to the internet to upload. Index Number Candidates Index Number must be entered first 25 2012 KCPE REGISTRATION MANUAL-KNEC . The schools can however use the method when registering a few candidates after the initial submission such as late registration. • From the task selection page. select Enter New Candidates and then click Continue button 8.1. To register a new candidate directly. Entering New Candidates online Enter the actual details of candidate as show below: 8.1.exercise.1. hence may not be preferred where Internet cost is billed based on time.

8. If Deaf.1. 8. 26 2012 KCPE REGISTRATION MANUAL-KNEC . the schools are displayed for selection as per KNEC secondary schools-selection rule. Disability Select any special need for a candidate on this section.2.5.4. Secondary school choices Depending with the location of your county and gender of the candidate.1. either Sign Language or Kiswahili. 8. then select subject choice.1. Bio-data All information for a candidate should be provided including birth certificate numbers.

Editing Existing Candidate(s) online The uploaded candidates’ details (or the newly/ already registered candidates) can be changed. 27 2012 KCPE REGISTRATION MANUAL-KNEC .8.Navigation Buttons NB: Do not select a school twice as the system will not submit. Submitting Candidate Registration Records When finished entering a new candidate. if need be. click submit button save. by logging online.0. to 9. From the task selection screen. select the Edit Existing Candidate Option in Task selection.1. 8. drop down menu.

Click the update button to save. Caution: Clicking Delete Button will cause the whole candidate record be removed from the KNEC database.Enter the candidate’s index number as shown below and click search button. 28 2012 KCPE REGISTRATION MANUAL-KNEC . The candidate’s details will be displayed for editing. Edit appropriately.

ke then your username is stmichaels 29 2012 KCPE REGISTRATION MANUAL-KNEC . Enter the username and password For instance if your email address is stmichaels@reg.reg.APPENDIX A: INSTRUCTIONS FOR ACCESSING KNEC EMAILS To access the email account please follow the below link: 1.ac.knec.ke/ You will be presented with the page below: 2.ac.knec. http://mail.

3. Continue to my account” button. Click on the ¨I accept. You will then be presented with the page below: 30 2012 KCPE REGISTRATION MANUAL-KNEC . you will be presented with the following screen: Remember to Type the characters you see in the picture.On successful login.

entering the new password and clicking submit.On successfully filling the current password. 31 2012 KCPE REGISTRATION MANUAL-KNEC . you will have access to your email account.

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