Kcse-reg-manual 4ik1p

THE KENYA NATIONAL EXAMINATIONS COUNCIL

A MANUAL FOR 2011 KCSE EXAMINATIONS REGISTRATION SYSTEM

Table of Contents 1.0.

Introduction ................................................................................................................ 2

2.0.

Requirements .............................................................................................................. 3

3.0.

Getting started ............................................................................................................ 4

3.1. ing a Center ......................................................................................................... 4 4.0.

Registration Application............................................................................................. 7

4.1. Registration application .................................................................................. 7 4.2. Opening the KCSE Registration application .................................................................... 8 4.3. Registration of candidates ................................................................................................ 8 4.3.1. Candidates Registration details ........................................................................ 8 4.3.2. Entering Candidates Registration details .......................................................... 8 4.3.3. Candidates’ details............................................................................................ 9 4.3.3.1. Biodata ...................................................................................................... 9 4.3.3.2. Disabilty .................................................................................................. 10 4.3.3.3. Selecting subject choices......................................................................... 10 5.0.

Exploring through the system - Buttons in use......................................................... 14

6.0. Creating the Candidate Registration File........................................................................ 16 6.1. ing the Candidates Registration File ................................................................... 18 6.1.1. Logging In ...................................................................................................... 19 6.1.2. Changing ........................................................................................ 20 6.1.3. ing file ................................................................................................. 21 6.1.4. Batch ing of photos ............................................................................. 22 7.0 Confirming Registration .................................................................................... 25 8.0. Registration of New candidate(s) online ........................................................................ 30 8.1. Entering New Candidates online .................................................................................... 30 8.1.1. Index Number ................................................................................................. 30 8.1.2. Photograph...................................................................................................... 31 8.1.3. Bio-data .......................................................................................................... 31 8.1.4. Disability ........................................................................................................ 32 8.1.5. Examination Subjects ..................................................................................... 32 8.1.6. Previous Exam Details ................................................................................... 32 8.1.7. Private candidate only .................................................................................... 33 8.1.8. Submitting Candidate Registration Records................................................... 33 8.1.9. Moving to Next Candidate Registration Records ........................................... 33 9.2. Editing Existing Candidate(s) online .............................................................................. 33

1 2011 KCSE REGISTRATION MANUAL-KNEC

KCSE REGISTRATION SYSTEM 1.0.

Introduction This system is meant to be used by KNEC Examination centers to candidates for Kenya Certificate of Secondary Examination (KCSE). Centers are required to access the KNEC website on www.knec-registration.ac.ke to

and



the

KCSE

Registration

application.

This application is used to enter the candidates’ details as per KNEC regulations and is later ed to the KNEC database through the registration website. Centers will be provided with a name and to the file, as every center will only s/ s its own students. Once logged on, the centers can also edit candidates’ details (already ed candidates), or additional candidates, view or : o Nominoll roll o Photo o School invoice. Candidates can also confirm if ed, through the KNEC Website, [www.knec-registration.ac.ke]. (Confirmation does not require i.e. name and ) Registration process has four simple steps; 1. Step 1: Visit the KNEC website and your Center 2. Step 2: the candidates’ registration application 3. Step 3: Fill the candidates details to create the registration file 4. Step 4: into the KNEC website and the registration file and candidates’ photo

NB: This application is only available up to last day of the Registration period 2 2011 KCSE REGISTRATION MANUAL-KNEC

2.0. Requirements Your computer should be installed with the following software programs; • Windows operating system. • Microsoft office. • Internet connection

3 2011 KCSE REGISTRATION MANUAL-KNEC

3.0.

Getting started 3.1. ing a Center

1. Open Internet Explorer

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

1. Click Go button

or press Enter Key from your keyboard.

2. Wait for form (First Page) to appear.

3. Click on button on above page to your School The below window appears

4 2011 KCSE REGISTRATION MANUAL-KNEC

Fill in your school details as required

4. Click button to post the center details to KNEC.

5 2011 KCSE REGISTRATION MANUAL-KNEC

NB: Note your default name and

6 2011 KCSE REGISTRATION MANUAL-KNEC

4.0.

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

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

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

7 2011 KCSE REGISTRATION MANUAL-KNEC

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

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 (must be entered). 2. Enter candidates’ details one by one.

8 2011 KCSE REGISTRATION MANUAL-KNEC

4.3.3. Candidates’ details 1. Enter candidate Number, three digits e.g. 001, 010, 099, 100, 501….etc. and Candidates name as shown below

4.3.3.1. Biodata 1. Birth Certificate No: This should be entered as it appears on the Birth certificate of the candidate. 2. Entry: All candidates should indicate if they are sitting the exam for the first time -first attempt or Second attempt. If for the first attempt the first three subjects (subjects 1, 2 &3) are compulsory. 3. Status: Select if you are a citizen (Kenyan) or non-citizen (Non Kenyan). 4. Gender: You can either choose female or male. 5. Year of Birth: Enter the correct year of birth.

NB: The figure above shows the following candidate’s details; Birth Certificate No. : 34678690, Entry: First Attempt, Status: Citizen (Kenyan), Gender: Female and the Year of Birth: 1990. 9 2011 KCSE REGISTRATION MANUAL-KNEC

4.3.3.2. Disabilty Using the drop down menu to complete this section appropriately. 1. Example – if applicable e.g blind

2. 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 subject choices Selection of subject choices is based on the number of entry - attempts as selected in the BIO DATA. One can either be ing for the first time(1st Attempt) or Second (2nd Attempt). A maximum of nine (9) subjects can be selected according to the subject groupings and depending on the number of attempt. Use the drop down menu to select the right choice in each group for each candidate as filled in the form.

10 2011 KCSE REGISTRATION MANUAL-KNEC

A. First attempt If selected as a 1st attempt,

all the three compulsory

subjects must be selected. These subjects include 101 English, 102 - Kiswahili and 121 – Mathematics as shown in the Subject choices figure below.

NB: The previous details for the first attempt will be the KE examination details.

Selecting the other subjects this is done by clicking the drop down menu which displays a set of choices to select one subject. For example, in subject 4 we have three subjects and only one should be selected from the group. Select the correct subject. For instance in the figure below, PHYSICS (232) is selected.

11 2011 KCSE REGISTRATION MANUAL-KNEC

NB: Do not select a subject more than one time.

The same process of selecting from a group of subjects applies to others. In a group where you have no choice to select, leave it blank.

PREVIOUS DETAILS This details should be correctly filled in, i.e. the KE/KCSE Year and the KE/KCSE index number. For the first attempt, then KE, year and Index number are filled, else if 2nd attempt, then the previous KCSE year and Index is filled.

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 candidate’s details.

See an example below for

fully ed candidate (first

attempt).

12 2011 KCSE REGISTRATION MANUAL-KNEC

B. Second attempt For Candidates repeating KCSE, only the subjects they are repeating should be selected. The same process of selecting by drop down menu is applied to other subjects.

See an example below for fully ed candidate (Second Attempt)

13 2011 KCSE REGISTRATION MANUAL-KNEC

5.0.

Exploring through the system - Buttons in use 1.

SEARCH button[

]: finds the specific candidate’s 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

2. NEW button [ 3. SAVE button[ 4. NEXT button [

] : enters a new candidate’s details. ] : saves the displayed candidate’s details. ] : saves the displayed candidate details and move

to the next record. 5. PREVIOUS button [

] : saves the displayed candidate details and

moves back to the previous record. 6. HELP button

: displays the assistance you may require when

working with the system. 7. DELETE button [

] : removes the displayed candidate’s details

from the system. 14 2011 KCSE REGISTRATION MANUAL-KNEC

Deleting or removing a record.

Caution: On confirming that you want to delete the record as required below (by clicking yes) the record will be removed.

8. REPORT Button[

] : dispays a report of ed or keyed in

candidates’ details. The report should be printed for candidates to , before Exporting and subsequent ing 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

ed through the KNEC website. This action should be done after candidates have confirm that the registration details are true and valid.

15 2011 KCSE REGISTRATION MANUAL-KNEC

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 KCSE-REG. NB: Example: If your center code is 110011 your file will be: 110011-KCSE-REG.dll

16 2011 KCSE REGISTRATION MANUAL-KNEC

The Drive C location in the computer.

5. Find the produced file (centre code-KCSE-REG). For example in the figure below, file 110011-KCSE-REG

6. the file through KNEC web site.

17 2011 KCSE REGISTRATION MANUAL-KNEC

6.1. ing 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

2. Click Go button

or press Enter Key from your keyboard.

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

3. Click button

18 2011 KCSE REGISTRATION MANUAL-KNEC

6.1.1. Logging In 1. Enter your center’s name and as given and as indicated below. By default, your center’s name and is the center code. Example: Name:110011 110011.

2. Click 3. Upon successful , you will be required to change your 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 . NB: Appears only if accessing the system for the first time.

19 2011 KCSE REGISTRATION MANUAL-KNEC

6.1.2. Changing

1. Type in your default in the input labeled Current . 2. Enter the new (Can be any combination of letters or numbers) in the input labeled New . 3. Confirm the new (Please don’t copy-paste), by re-typing the in the input labeled Confirm . 4. Click Change 5.

to effect the changes

You will get a successful confirmation as show by screen below

6. Click Continue

to proceed to the – registration of

candidates. 20 2011 KCSE REGISTRATION MANUAL-KNEC

6.1.3. ing file Select the registration file from Task selection, drop down menu.

Click Continue Button Browse the file from the location you had saved it. The file should be prefixed as follow [CenterCode-KCSE-REG] Where CenterCode is your School assigned Code. NB: You have to select the file that belongs to the center you have logged in with. Example: If you have logged in with Name 110011, then the file will be 110011-KCSEREG.dll.

21 2011 KCSE REGISTRATION MANUAL-KNEC

Click to the candidate(s) If successfully ed, the following similar message appears:

6.1.4. Batch ing of photos • • • • •

scan / transfer/capture candidates’ photo onto a computer rename / save the photos with the candidate index number create a folder named your center code copy all the candidates photos onto that folder zip/ compress the folder a. right click the folder with Photos b. select Send to 22 2011 KCSE REGISTRATION MANUAL-KNEC

c. Click on Compressed (zipped) folder

• • • •

log on back to KNEC website (www.knec-registration.ac.ke) click button enter your name and From the TASKS drop down list, select Candidates Photos and click Continue

2. Browse to the compressed photos folder, and click

23 2011 KCSE REGISTRATION MANUAL-KNEC

If successfully ed, the following similar message appears:

24 2011 KCSE REGISTRATION MANUAL-KNEC

7.0 Confirming Registration Centers and individual candidates can confirm their registration details for accuracy. Centers are required to use the: •

Nominoll roll; to confirm candidates details

•

Photo ; to confirm candidates photographs and

•

School invoice; to confirm registration fee due.

7.1 Centers (already logged in) 7.1 .2 Nominoll 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.

Select Nominoll Roll from the Task menu and click Continue. Enter your Centre code and click View report

25 2011 KCSE REGISTRATION MANUAL-KNEC

The above window appears, displaying the Nominoll roll, which should be printed for candidates to confirm their details and sign if correct. The duly signed Nominoll roll by the candidates and the head teacher is then sent to KNEC.

7.1.3 Photo From the task selection screen, select Photo and click Continue Enter your Centre code and click View report

26 2011 KCSE REGISTRATION MANUAL-KNEC

The above window appears, displaying the Photo , which should be printed for candidates to confirm their pictures and sign if correct. The duly signed Photo by the candidates and the head teacher is then sent to KNEC.

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

The above window appears, displaying the school invoice, which may be printed and use it to pay to the bank.

7.2 An individual candidate Ensure internet connection is active to KNEC website-www.knec-registration.ac.ke On the first page that appears- page, click on Confirm button 27 2011 KCSE REGISTRATION MANUAL-KNEC

Enter the index number and again click Confirm button

Below is a sample interface confirming a ed candidate.

28 2011 KCSE REGISTRATION MANUAL-KNEC

29 2011 KCSE REGISTRATION MANUAL-KNEC

8.0. Registration of New candidate(s) online Schools can also their new candidates online (while connected to the Internet); however, Internet connection must be available throughout the exercise, hence may not be preferred where Internet cost is billed based on time. The schools can however use the method when ing a few candidates after the initial submission such as late registration. NB: KNEC therefore recommends that Schools should the registration application, fill in their candidates’ details and later connect to the internet to . To 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

30 2011 KCSE REGISTRATION MANUAL-KNEC

8.1.2. Photograph • • •

Ensure you have scanned/ captured/ saved the candidate photograph On the Picture - left , click browse to locate the photo Click View to see the photo selected

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

31 2011 KCSE REGISTRATION MANUAL-KNEC

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

8.1.5. Examination Subjects Depending with the number of examination attempts of a candidate, select from drop down menus the subject1 through subject9 as per KNEC examination subject-selection rule. If 1st attempt the compulsory subject that is English, Kiswahili and Mathematics will be automatically selected for you. Choose other subjects to a minimum of 8 (eight) subjects. For other attempts you can select subject1-9 with minimum of one.

NB: Do not select subject twice as the system will not submit. 8.1.6. Previous Exam Details Enter the last previous KNEC examinations details for the candidate on the input provided. 32 2011 KCSE REGISTRATION MANUAL-KNEC

NB: If 2nd attempt, the previous exam details should be 1st attempt details. 8.1.7. Private candidate only This section is filled for sitting private candidate only.

8.1.8. Submitting Candidate Registration Records When finished entering a new candidate, click submit button

to

save. 8.1.9. Moving to Next Candidate Registration Records If you are ing multiple candidates, enter the 1st candidate then click next button

to enter others sequentially.

9.2. Editing Existing Candidate(s) online The ed candidates’ details (or the newly/ already ed 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.

33 2011 KCSE REGISTRATION MANUAL-KNEC

Enter the candidate’s index number as shown below and click search button.

The candidate’s details will be displayed for editing.

34 2011 KCSE REGISTRATION MANUAL-KNEC

Edit appropriately. Click the update button

to save or next button

save

and go to next candidate details. Caution: Clicking Delete will cause the whole candidate record be removed from the KNEC database.

35 2011 KCSE REGISTRATION MANUAL-KNEC