MINISTRY OF EDUCATION

STATE DEPARTMENT FOR EARLY LEARNING AND BASIC EDUCATION

INSTRUCTIONS ON RECORDING AND SUBMITTING DATA

These instructions are to guide headteachers on how to prepare, record and submit data for
the 2021 School Year which begun in August 2021 and ended in March/ April 2022. The
scope of the data to be submitted include number of teachers by sex, learners’ enrolment per
class disaggregated by sex, enrolment of learners with special needs per class disaggregated
by sex, and basic infrastructure in the schools.
It is required that headteachers capture the total number of eligible learners for pre-primary,
primary and secondary respectively based on official age of schooling for the respective
levels. That is learners aged 4 years to 5 years in pre-primary, pupils aged 6 - 13 years for
primary and students aged 14 - 17 years for secondary schools.
Data shall be submitted (1) in signed and stamped hard copy forms to the SCDE and
CDE, and (2) online to the national office.
The following steps shall be carried out in preparing, recording and submitting the data:

1. Preparation of a summary of the data by recording all required information in the

questionnaires;
2. Confirming the completeness and accuracy of the provided information by
headteacher by recording the official names, mobile contact and affixing the official
school stamp;
3. Submitting the approved data online using the link
https://bit.ly/2021_School_Year_Census
4. All required information in the online questionnaire must be completed before
submission;
5. In case of a required information that is not applicable, zero (0) in figures should be
recorded;
6. Upon successful submission of the completed online questionnaire, the headteacher
shall forward a hard copy of the officially signed and stamped completed questionnaire
to the Sub-County Director of Education;
7. The Sub-County Director of Education shall sign the hard-copy questionnaire
submitted by the headteacher, append an official stamp and forward a hard copy to
the County Director of Education;
8. The County Director of Education shall sign the hardcopy completed questionnaire
and append an official stamp;
9. County Director of Education and Sub-County Director of Education shall maintain
records of institutional data for decision making and reference.
All inquiries on the submission of data for the 2021 School Year may be directed to
the Director Planning, State Department for Early Learning and Basic Education.
 MINISTRY OF EDUCATION
STATE DEPARTMENT FOR EARLY LEARNING AND BASIC EDUCATION

A: DATA CAPTURE FORM FOR PRE-PRIMARY CENTRES/ SCHOOLS

1. Name of School/ Centre:……………………………………… 2. NEMIS Code (UIC): …………….

3. County:……………………4.Sub-County:……………………. 5.Constituency: …………………….

6.Category of school (tick appropriately): Public [ ] Private [ ]

7. Is the School/ Centre within a Primary School? (tick appropriately): Yes[ ] No[ ]
8. Number of teachers
No. of TSC Teachers No. of BOM Teachers
Male Female Total Male Female Total

9. Learners enrolment (August 2021 to April 2022) (Including SNE Learners)

PP1 Learners PP2 Learners Total Learners
Boys Girls Total Boys Girls Total Boys Girls Total

10. Learners enrolment by Age (August 2021 to April 2022)

Class Age 3 Years and Below 4 Years 5 Years 6 Years Over 6 Years Total
Boys
PP1 Girls
Boys
PP2 Girls

11. SNE learners enrolment (August 2021 to April 2022)

Class VI HI PH MH Others
Boys
PP1 SNE Learners Girls
Total
Boys
PP2 SNE Learners Girls
Total
Boys
Total SNE Learners Girls
Total

12. How many learners are fully registered in NEMIS? ________________

13. Basic infrastructure in Pre-Primary Schools/ Centres
No. of Classrooms Toilets/ Pit Latrines (Doors/Holes) ICT Learning
Permanent Temporary Staff Boys Girls No of Computer/ Tablets Internet (Yes/No)

14. What is the main source of electricity in the school? (tick appropriately)

None [….] Power Grid […..] Solar [ ] Generator [ ]

15. What is the main source of water in the school? (tick appropriately)

None [ .] Piped Water [ ] Borehole [ ] River/Stream/Well [ ] Rain Water [ ]

16. Learners enrolment in Term 1 and 2 of 2022 School Year (April 2022 to September 2022) (Including SNE
Learners)
PP1 Learners PP2 Learners Total Learners
Boys Girls Total Boys Girls Total Boys Girls Total

17. SNE learners enrolment in Term 1 and 2 of 2022 School Year (April 2022 to September 2022)
Class VI HI PH MH Others
Boys
PP1 SNE Learners Girls
Total
Boys
PP2 SNE Learners Girls
Total
Boys
Total SNE Learners Girls
Total

Recorded by Headteacher
Name: ………………………….. Mobile: ………………Signature…………….. Date & Stamp…………….

Received by Sub-County Director of Education

Name: ……………………… Mobile: …………… Signature………..……….. Date & Stamp…………

Received by County Director of Education

Name: ……………………… Mobile: …………… Signature………..……….. Date & Stamp…………
 MINISTRY OF EDUCATION
STATE DEPARTMENT FOR EARLY LEARNING AND BASIC EDUCATION

B: DATA CAPTURE FORM FOR PRIMARY SCHOOLS

1. Name of School:……………………………………….… 2. NEMIS Code (UIC): ……………. ….

3. County:……………………4.Sub-County:………………… 5.Constituency: …………………….

6.Category of school (tick appropriately): Public [ ] Private [ ]

7. What is the Accommodation Status of the school? (tick appropriately):
Day [ ] Boarding [ ] Mixed Day & Boarding [ ]
8. Number of teachers
No. of TSC Teachers No. of BOM Teachers
Male Female Total Male Female Total

9. Pupils enrolment (August 2021 to April 2022), including SNE learners

G1 G2 G3 G4 G5 Std 6 Std 7 Std 8 Total
B G B G B G B G B G B G B G B G B G

10. Leaners enrolment by Age (August 2021 to April 2022),

Class Below 6 Yrs 6 Yrs 7 Yrs 8 Yrs 9 Yrs 10 Yrs 11 Yrs 12 Yrs 13 Yrs 14 Yrs Over 14 Yrs Total

B
G1
G
B
G2
G
B
G3
G
B
G4
G
B
G5
G
B
Std 6
G
B
Std 7
G
B
St 8
G

11.How many learners are fully registered in NEMIS? ________________

12. SNE pupils enrolment by type of disability (August 2021 to April 2022)
Class/Grade VI HI PH MH Others Total
Boys
Grade 1
Girls
Boys
Grade 2
Girls
Boys
Grade 3
Girls
Boys
Grade 4
Girls
Boys
Grade 5
Girls
Boys
Standard 6
Girls
Boys
Standard 7
Girls
Boys
Standard 8
Girls

13. SNE learners enrolled in stage-based educational programme

Foundational Intermediate Pre-Vocational Vocational
B G B G B G B G

14. Basic infrastructure in Primary Schools

No. of Classrooms Toilets/ Pit Latrines (Doors/Holes) ICT Learning
Internet
Permanent Temporary Staff Boys Girls No of Computer/ Tablets
(Yes/No)

15. What is the main source of electricity in the school? (tick appropriately)
None [….] Power Grid […..] Solar [ ] Generator [ ]

16. What is the main source of water in the school? (tick appropriately)
None [ .] Piped Water [ ] Borehole [ ] River/Stream/Well [ ] Rain Water [ ]

17. What was the average annual fees payable by parents during the 2021 school year? (Including all levies)
(tick appropriately):
Below 1000 [ ] 1000-2000 [ ] 2000 -3000 [ ] 3000 – 5000 [ ] 5000-10000 [ ]
10000-15000 [ ] 15000-20000 [ ] 20000-30000 [ ] 30000-50000 [ ] over 50000 [ ]
18.Learners enrolment in Term 1 and 2 of 2022 School Year (April 2022 to September 2022) (Including SNE
Learners)
G1 G2 G3 G4 G5 Std 6 Std 7 Std 8 Total
B G B G B G B G B G B G B G B G B G

19.SNE pupils enrolment by type of disability in Term 1 & 2 of 2022 School Year (April 2022 to September
2022)
Class/Grade VI HI PH MH Others Total
Boys
Grade 1
Girls
Boys
Grade 2
Girls
Boys
Grade 3
Girls
Boys
Grade 4
Girls
Boys
Grade 5
Girls
Boys
Standard 6
Girls
Boys
Standard 7
Girls
Boys
Standard 8
Girls

Recorded by Headteacher

Name: ………………………… Mobile: …………… Signature………..….. Date & Stamp…………

Received by Sub-County Director of Education

Name: ……………………… Mobile: …………… Signature………..……….. Date & Stamp…………

Received by County Director of Education

Name: ……………………… Mobile: …………… Signature………..……….. Date & Stamp…………

 MINISTRY OF EDUCATION
STATE DEPARTMENT FOR EARLY LEARNING AND BASIC EDUCATION

C: DATA CAPTURE FORM FOR SECONDARY SCHOOLS

1. Name of School:……………………………………….… 2. NEMIS Code (UIC): ……………. ….

3.County:……………………4.Sub-County:………………… 5.Constituency: …………………….

6.Category of school (tick appropriately): Public [ ] Private [ ]

7. What is the Accommodation Status of the school? Day [ ] Boarding [ ] Mixed Day & Boarding [ ]
8. Number of teachers
No. of TSC Teachers No. of BOM Teachers
Male Female Total Male Female Total

9. Students enrolment (August 2021 to April 2022), including SNE learners

Form 1 Form 2 Form 3 Form 4 Total
Boys Girls Total Boys Girls Total Boys Girls Total Boys Girls Total Boys Girls Total

10. Students enrolment by age

Class Below 13 Yrs 13 Yrs 14 Yrs 15 Yrs 16 Yrs 17Yrs 18 Yrs Over 18 Yrs Total

Boys
Form 1
Girls
Boys
Form 2
Girls
Boys
Form 3
Girls
Boys
Form 4
Girls

11. SNE Students enrolment (August 2021 to April 2022)

Class/Grade VI HI PH MH Others Total
Boys
Form 1
Girls
Boys
Form 2
Girls
Boys
Form 3
Girls
Boys
Form 4 Girls
Girls

12. How many learners are fully registered in NEMIS? ________________

13. Basic infrastructure in Secondary Schools

No. of Classrooms Toilets/ Pit Latrines (Doors/Holes) No of Other Facilities ICT Learning
Permanent Temporary Staff Boys Girls Labs Workshops Libraries No of Computer/ Tablets Internet (Yes/No)

14. What is the main source of electricity in the school? (tick appropriately)
None [….] Power Grid […..] Solar [ ] Generator [ ]

15. What is the main source of water in the school? (tick appropriately)
None [ .] Piped Water [ ] Borehole [ ] River/Stream/Well [ ] Rain Water [ ]

16. What was the average annual fees payable by parents during the 2021 school year? (Including all levies)
Below 5000 [ ] 5000-10000 [ ] 10001-20000 [ ] 20001-30000 [ ]
30001-40000 [ ] 40001-50000 [ ] 50001-70000 [ ] over 70000 [ ]

17.Learners enrolment in Term 1 and 2 of 2022 School Year (April 2022 to September 2022) (Including SNE
Learners)
Form 1 Form 2 Form 3 Form 4 Total
Boys Girls Total Boys Girls Total Boys Girls Total Boys Girls Total Boys Girls Total

18. SNE Students enrolment in Term 1 and 2 of 2022 School Year (April 2022 to September 2022)
Class/Grade VI HI PH MH Others Total
Boys
Form 1
Girls
Boys
Form 2
Girls
Boys
Form 3
Girls
Boys
Form 4 Girls
Girls

Recorded by Principal

Name: ………………………… Mobile: …………… Signature………............. Date & Stamp……………

Received by Sub-County Director of Education

Name: ……………………… Mobile: …………… Signature………..……….. Date & Stamp…………

Received by County Director of Education

Name: ……………………… Mobile: …………… Signature………..……….. Date & Stamp…………