2023 SBA Registration for Schools and Learners Guidelines

To: i) All Sub-County Directors of Education

ii) All Heads of Primary and Junior Secondary Schools

Registration of Institutions and Learners for Conduct of 2023 School-Based Assessments at Grades 3 and 7; Foundation and Pre-vocational Levels

Following earlier communication from KNEC on the conduct of 2023 School Based Assessments (SBAS) through a circular referenced KNECJGEN/TD/C1B/CBA/2023/00 dated 17th April 2023, the Kenya National Examinations Council (KNEC) hereby wishes to Issue the following guidelines concerning registration of institutions and learners for Grades 3 and 7; Foundation and Pre-vocational levels:

Sub-County Directors of Education (SCDEs) shall be responsible for the provision of information on institutions offering Junior Secondary School Education (JSS) in their sub-counties.

The information shall be used to establish the database for the administration of SBAS in Primary and JSS.

SCDEs are therefore requested to submit the following to KNEC:

Lists of all approved and coded Junior Secondary Schools through em@knec.ac.ke in MS-Excel, in the format provided by KNEC, by 30th July 2023;
Lists of all new institutions wishing to register learners for Grade 3 Monitoring Learner Achievement (MLP);
Junior Secondary Schools that require coding and activation.

Headteachers shall be responsible for the identification and registration of learners in their institutions and are required to ensure that all learners are registered in the CBA portals for Grade 3 and Grade 7; Foundation and Pre-Vocational levels as follows:

JSS learners at Grade 7 shall be registered using the learners’ Assessment Numbers while Grade 3 learners will be assigned an Assessment Number automatically upon uploading the learners’ details;

Learners’ birth certificates will be used to ensure that learners’ Update is correctly captured including subject entries;

Registration details for learners with special needs in the regular pathway, Foundation, and Pre-Vocational levels should be accurately captured during registration;

Learners without Assessment Numbers at Grade 7 should be brought to the attention of the CEO KNEC through the Sub County Directors of Education per Sub County;

All transfer cases should be brought to the attention of KNEC through the SCDEs’ offices;

Headteachers with learners who are not Kenyan citizens in Grade 7 are requested to contact KNEC, Archives and Records Section (archives@knec.acke) for guidance.

The registration portal for Grades 3 and 7 is open and will remain open until 30 October 2023.

2023 SBA Registration for Schools and Learners Guidelines

All learners must be registered within this period.

It is important to note that all learners must be registered at Grades 3 and 7 to enable them to undergo their School Based Assessments as required by the Basic Education Curriculum Framework (BEEF), 2019, hence there will be no provision for registration of learners at Grades 4, 5 and 8 except under special circumstances, for which sufficient legal documentation will be required.

Such requests will also attract payment/penalty, to be determined by KNEC.

You are hereby requested to ensure that the contents of this circular are adhered to, for effective administration of the assessments.

Dr. David Njengere, MBS CHIEF EXECUTIVE OFFICER