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NEMIS GUIDE- How to register a continuing Learner/ student on NEMIS

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There are cases of learners who missed out registration last year due to one reason or another. Some learners failed to have their details captured as they did not have Birth Certificates; which are mandatory requirements for registration on the National Education Management Information System (NEMIS). Consequently, such learners lack the Personal unique Identifiers, UPI.

To register continuing learners:

  1. Visit the NEMIS portal at https://nemis.education.go.ke
  2. Log onto the system by using the official log in credentials; User Name and Password.
  3. Click on the ‘LEARNER’ tab and select ‘View my learners’ from the drop down list.
  4. Select the Class/ Form of the learner. A list of learners will be displayed.
  5. At the top left corner of the list, locate and click on the ‘ADD NEW STUDENT’ tab. A new window titled ‘Learner Bio Data’ is displayed.
  6. Enter the learner’s details correctly i.e Surname, First Name, Other Names, Birth Certificate Entry Number, Date of Birth, Gender, Nationality and Special Condition (if any). Click on ‘SAVE BASIC DETAILS’ once done.
  7. The Learner will be accorded a new UPI.
  8. Select and correctly update details on the other two tabs; Contact details and Special Needs.
  9. NOTE: To edit the Learner’s details, open the form that the learner is currently placed by using the ‘LEARNER’ tab, locate the learner in the list and Click on ‘VIEW’.

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How to complete the new students’ (2019 form ones) admission process by updating their Bio data on NEMIS
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2019 Form ones’ Admissions by schools through the NEMIS system- Step by step guide

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The admission of the 2019 form ones in all private and Secondary schools shall be, exclusively, done via the Education Ministry’s National Education Management Information System (NEMIS).

The ministry said students will present their letters upon arrival for admission. The schools will then verify the existence of their names in the system. The form ones who report to Secondary schools, as placed by the Ministry, will undergo the following admission process:

  1. The form one reports to the school where placed by the NEMIS system and presents the admission letter that must be downloaded from the Education Ministry’s portal at https://www.education.go.ke/index.php/online-services/form-one-selection. (This is applicable to National, Extra County and County Schools)
  2. The admission letter is received by the principal or any other individual as may be delegated by the principal.
  3. The Principal or delegated individual will then log onto the NEMIS system by using a smartphone, tablet or computer that has been connected to the internet (Since the admission process can only be executed online). Log onto the NEMIS system by using the official Ministry’s links: https://nemis.education.go.ke/ or https://nemissystem.education.go.ke/
  4. Once logged in (by entering the User Name and Password which is at the disposal of the Principal), Click on the tab indicated as ‘LEARNER’.
  5. From the drop down list, select Admit/Capture request.
  6. On the new window, type in the Kenya Certificate of Primary Education, KCPE, index number on the search UPI/INDEX box and click on search.
  7. The NEMIS system will automatically load, and display, the student’s details showing that the learner is selected to join the school. In case the learner has not been selected to join the school, please advise him/ her to go to the school where the placement has been effected as shown on the NEMIS system or get help from the local Education office. If the student is selected to join the school, then click on ‘ADMIT’.
  8. Fill in the required information to successfully complete the admission process.
  9. Repeat steps 1 to 8, above, for all the 2019 form ones selected to join the school.
  10. You can confirm whether the learners have been captured correctly by Selecting ‘View my Learners’ from the ‘LEARNER’ tab.
File Photo- Form ones reporting to school. The over one million 2018 KCPE candidates are expected to start reporting to Secondary Schools tomorrow, Monday 7th January 2019

Please note that:

  1. The NEMIS system may experience down times as it will be processing thousands of requests during the admissions. It is thus advisable that the schools Print out the ‘Form 1 admission Lists’  that will serve as backups in case of internet connection down times.
  2. The lists will be used to verify that the reporting learners are selected to join the school, to ensure schools only admit learners apportioned to them; as per the NEMIS system. In case the manual back ups/ print outs are used during admissions, the schools will be required to follow steps 3-10 later to complete the Electronic registration process, later.
  3. There shall be no direct admissions of form ones by schools; without express approval from the Ministry of Education. Read the Related content, below:
CARRYING OUT ADMISSION OF FORM ONES, 2019, THROUGH NEMIS- MINISTRY OF EDUCATION
https://newsblaze.co.ke/2019-form-ones-placements-how-schools-will-handle-placement-changes-transfers/
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NEMIS- Latest communication from Education Ministry and how to update staff module

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The Education Ministry has directed schools to update the staff module on the National Education Management Information System, NEMIS, platform. In a note sent to all County Directors of Education, all Primary and Secondary Schools are expected to update the teaching and none teaching staff details by the end of this month; April, 2019.

“Dear CDEs (County Directors of Education), staff module is now functional. Kindly inform principals and head teachers to capture staff details for both teaching and non teaching. All teachers including (those employed by) BOM (Board of Management) need to be captured. Thank you for your continued support . Data capture need to be done on or before 30/4/2019,” reads the memo.

Other areas that schools are also to update include: the learners’ contact details and the power (electricity) supply status. Schools are also expected to ensure that all learners are captured and the learners’ photographs are uploaded as they will be used in sports and National Hospital Insurance Fund, NHIF, verifications. Other areas that need attention are pending registration records and school information i.e Constituency and ward where the school is found.

Details of staff members required in order to be fed onto the NEMIS portal include: Employee Number, Name, Gender, ID Number, KRA PIN, Date of Birth, Employee Type, Employee designation and contact details among others.

The Education Ministry uses information fed onto NEMIS to disburse Free Education Funds and for Education Planning and Reporting. Already, the parent Ministry has collected the data on students without birth certificates in order to assist the learners get the documents; in some parts of the country. “It has been noted that some students do not have birth certificates. This has affected FDSE (Free Day Secondary Education) disbursement as well as KCPE and KCSE registration,’ reads, in part, a circular by the County Director of Education- Nyamira County.

In the past, schools with incomplete information on NEMIS have, in the past, missed the government’s Free Secondary Education (FSE) and Free Primary Education (FPE) capitation. Read full details here:Schools with incomplete learners’ data on NEMIS to miss government fees capitation.

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