THE KENYA NATIONAL EXAMINATIONS COUNCIL
BRIEFING AND SENSITIZATION NOTES FOR FIELD OFFICERS
INVOLVED IN THE ADMINISTRATION OF THE 2024 NATIONAL
EXAMINATIONS AND ASSESSMENTS
OCTOBER 2024
1.0 INTRODUCTION
The Kenya National Examinations Council takes this early opportunity to thank you all for
the various roles you have played in the past towards successful registration and
administration of National examinations and assessments.
1.1 Objectives of the Briefing and Sensitization Sessions:
The key objective of the sessions is to disseminate information on the
innovations in place and any emerging issues regarding, among other
issues:
1.1.1 Innovations put in place in 2024 management and conduct of Examinations
and Assessments;
1.1.2 Daily management and Conduct of Examinations and Assessments;
1.1.3 Recruitment, Deployment and responsibilities of field officers;
1.1.4 Quality assurance during National Examinations and Assessments;
1.1.5 Security of Examinations and Assessments.
1.2 Key Dates
Examination/ Rehearsal Administration
Assessment
KPSEA 25th October, 2024 28th to 30th October 2024;
KILEA 28th to 31st October 2024;
KCSE 18th October, 2024 Orals, Aurals and Practicals
22nd to 28th October 2024
Written papers
31st Oct. to 22nd Nov. 2024.
NOTE: Examination Day: - KPSEA – 6.00am to 12.30pm
KCSE – 7.00am to 5.00pm
2.0 INNOVATIONS IN THE 2024 NATIONAL EXAMINATION AND ASSESSMENTS
2.1 Packaging of examination and assessment materials
The following innovations have been introduced to improve on the packaging of the
examination and assessment materials:
2.1.1 KPSEA boxes at the container will have question paper packets for different
centres. The packets are labelled session 1 and session 2. The packets for
each session will contain the following: question papers, OMR forms, OMR
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return envelope and return cover sheets. Centres with large candidature may
have more than 1 packet;
2.1.2 KCSE examination cartons at the container are packaged per session. The
cartons for morning sessions have blue straps, while cartons for the
afternoon sessions have black straps. The boxes are also clearly labelled
Morning and Afternoon. A carton will contain packets for different
examination centres. A packet for each centre will have the following: question
papers, return envelope, return cover sheet, and small (C5 size) envelope
for parking scripts counterfoils for the candidates.
2.2 Personalisation of the KCSE Examination Question Papers
2.2.1 The 2024 KCSE examination question papers have candidate’s details
preprinted. The top part of the first page has a perforated section which
contains the index number, name and school details for the candidate, as
well as provision for the candidate to sign and indicate the date of the paper.
The lower part of the perforation will only contain the candidate’s random
number. The candidate will also be expected to sign and indicate the date of
the paper on the lower part.
2.2.2 Upon opening the question paper polybag (depending on the number for the
centre and the paper), the Supervisor will find the following:
i) Personalized candidates’ question papers;
ii) Return of scripts cover sheet attached to the question papers cover sheet;
iii) Black return envelope(s) for the scripts;
iv) A transparent C5 size envelope for return of detached script counterfoils.
2.2.3 Supervisors and Invigilators should ensure that every candidate is issued with
a question paper bearing their names and random numbers.
2.2.4 The candidate will be expected to append their signature and the date on the
two parts of the question papers -the upper and lower parts of the
perforation –the counterfoil and just below the counterfoil.
2.2.5 At the end of the examination paper, the Invigilator will be required to ensure
that the candidates carefully detach the upper part (counterfoil) containing
the candidate’s personal details from the answer script without tampering with
any written details.
2.2.6 The invigilators shall collect and count all the candidates’ scripts and the
counterfoils. They MUST ensure scripts collected tally with the counterfoils and
present candidates.
2.3 KILEA tools will be uploaded onto the KNEC CBA Portal https://cba.knec.ac.ke the
week preceding the assessment period and administered by the teachers will assume
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the role of assessors and invigilators. At the end of the assessment, schools should
upload learners' performance outcomes into the same portal and submit hard copies
of the school's summary assessment score sheet for each paper through the
respective Sub-County Directors of Education (SCDE). A copy should be retained at
school for reference and quality assurance.
2.4 ABSENT KCSE Examination candidates
2.4.1 Question papers for absentee candidates MUST be enclosed, sealed and
stapled in the question paper packet and placed on a desk in the examination
room in full view of the candidates during the examination session;
2.4.2 At the end of the paper, the Supervisor shall hand over the absent
candidate(s) question paper(s) for return to the container. All question papers
for absent candidates MUST be handed over to the SCDEs at the container
who will issue to the KNEC officer collecting the script for scanning and return
to KNEC.
2.5 Handling of KCSE Candidates’ Answer Scripts
2.5.1 In preparation for packing of candidates’ scripts at the end of the examination
session, the Supervisor shall cut out the return of scripts cover sheet from
the perforated cover sheet that is used to indicate the content of the question
paper packet.
2.5.2 Fill in all the required details on the return of scripts cover sheet(s) including
the fraction of the number of the packets and slot each of them (where
several) into the respective return envelope.
2.5.3 At the end of the session, receive from the invigilator(s) the candidates’ scripts
arranged in the order of index numbers and the respective counterfoils.
2.5.4 Slot the candidates’ answer scripts into the respective return envelopes as per
the number of candidates indicated on the cover sheet. They shall also enclose
the dully signed Script Control Form and the Sitting Plan . This is by ensuring
that the scripts packed in the return envelope match the details on the cover
sheet. The scripts must be packed in relation to the number of question paper
polybags received and should not be over-stuffed in one return envelope.
2.5.5 Insert the detached counterfoils into the transparent C5 size envelopes as
provided and seal. For ease of transportation, place all the counterfoils return
envelope(s) for the paper into one of the used question paper polybag.
2.5.6 Place the cover sheets that are used to indicate the content of the question
paper packet in their respective empty envelopes together with question paper
for an absent candidate (where applicable). These should have been stapled
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and placed in the examination room in full view of the candidates until the end
of the session.
2.5.7 At the end of the entire process, the centre manager must return the following
to the container:
i) Sealed candidates’ answer scripts return envelopes corresponding to the
number of question paper polybags;
ii) Sealed counterfoil envelopes corresponding to the number of script
return envelopes;
iii) Unused question papers for absentee candidates, empty question papers
envelope(s) with their cover sheet(s).
2.6 Centre Managers, Supervisors, Invigilators, Security Officers and all other
personnel involved in the administration of examination/assessments are NOT
allowed to be in a possession of mobile phones or other electronic gadgets when an
examination/assessment paper is in progress, nor enter examination/assessment
room with them. All mobile phones and other electronic gadgets shall be kept
under lock and key outside the examination/assessment room under the
vigilance of a security officer. The key will be kept by the Supervisor.
2.7 There will be no Declaration Forms (DF) for the Centre Managers, Supervisors,
Invigilators and the Field Officers at the Containers. Instead, the Online Attendance
Registers which shall be marked daily by the centre managers beginning on the
rehearsal day to ensure all personnel have been deployed and provided for. At the
end of the period, it should be downloaded, printed and signed by all officers involved
in the administration of the examination/assessment. The Centre Managers and SCDE
will sign, stamp and submit this to KNEC for use during processing. The attendance
register will serve as a reference document. KNEC will only pay officers captured on
the attendance registers. KNEC shall not deploy officers and shall not provide any
declaration forms. The Attendance Registers for the County and Regional officers
shall however be provided.
2.8 The Supervisor and Centre Manager will be required to fill in the Supervisor Report
and Head Teacher reports online through the CP2 system.
2.9 The Centre Managers, Supervisors and Invigilators’ badges will be attached to the
appointment letters. It is therefore important that letters of appointment are
downloaded and printed for identification and this purpose.
2.10 The supervisor should fill the Supervisor Report weekly.
2.11 The Centre Managers will also be required to capture online through the CP2
system Absent Candidates details per paper indicating the reasons.
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2.12 All private candidates will sit all their examination papers at the county
headquarters except in Nairobi County where candidates will sit their
practical examination papers in their respective sub counties.
2.13 The KCSE examination seating plan shall be drawn for each paper and
enclosed together with answer scripts. The KCSE seating plan and Script Control
Forms MUST NOT BE STAMPED by the centre manager, nor any details of the
school indicated on them. Only One (1) KPSEA seating plan shall be drawn and
submitted together with the other supervision materials.
2.14 The Centre manager should prepare a list of all authorised examination centre
containing the Name, ID Number, TSC Number, Telephone number,
Designation/Role. The authorised persons shall include: -
2.14.1 The Centre Manager (CM) who should be the principal or the Head teacher;
2.14.2 The deputy principal or the deputy head teacher;
2.14.3 Supervisor(s);
2.14.4 Security;
2.14.5 Invigilator(s);
2.14.6 The gatekeeper;
2.14.7 Cooks (reasonable number depending on the candidature).
2.14.8 Laboratory assistants and teachers of sciences on the day of practical
2.15 Attendance registers for monitoring officers, visitors’ books, list of
authorised persons at the centre and school stamp should be placed at the
examination area and not in the Centre Manager’s office.
3.0 TIMINGS ON COLLECTION OF EXAMINATION AND ASSESSMENTS MATERIALS
FROM DISTRIBUTION POINTS
3.1 The examination and assessment materials will be collected from containers as per the
registration data.
3.2 KPSEA materials for each assessment day will be collected once in the morning as has
been the practice, while KCSE examination materials will be collected twice a day. To
ensure that examination and assessments are administered in adherence to the
timetables released by KNEC for the 2024 examination and assessments, the following
timings will apply:
S/No. Examination/ Session Opening Time Administration period
Assessment for Containers
4.2.1 KPSEA All Between 8.30am and
6.00am
sessions 12.10pm
4.2.2 KCSE Morning 7.00am Between 8.00am and
examination 11.00am
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S/No. Examination/ Session Opening Time Administration period
Assessment for Containers
Afternoon 12.30pm Between 2.00pm and 5.00
pm
3.3 To enable timely delivery of question papers to examination centres, the SCDEs are
requested to give priority to Centre Managers whose schools are far away from the
containers during issuing of materials.
3.4 All Centre Managers MUST leave the Distribution Centre accompanied by security
officers; in the official assigned vehicles; and must go straight to their respective
examination centres without detouring and hand the examination question papers to
the supervisors in an examination room.
4.0 DISPATCH OF EXAMINATION MATERIALS AND COLLECTION OF 2024 KCSE
GROUP IV EXAMINATION PROJECTS
KNEC will communicate to SCDEs on dates of dispatch of examination materials on weekly
basis. KCSE examination Group IV projects will be collected by the KNEC officers delivering
administration materials. Orals and Practical papers materials will be returned with KPSEA
materials.
5.0 ADMINISTRATION OF EXAMINATION AND ASSESSMENTS
5.1 The Centre Manager should take the examination papers for the day straight to the
examination and assessment room designated for holding of question papers and
other materials without detouring and they should remain there till he/she hands
them over to the Supervisor.
5.2 Question paper packets should be opened Five (5) minutes before the start of the
examination.
5.3 Desks for deceased candidates should be withdrawn from the examination and
assessment room.
5.4 No unauthorized persons will be allowed in the examination and assessment centres
on an examination day during the time indicated in 1.1.
5.5 During the KCSE examination optional papers, where candidates are less than ten
(10) in each examination, the candidates should be grouped in one or more
examination room(s). They must move with their desks. They will be expected to go
back to their rooms during the compulsory papers. The Supervisor should coordinate
to have only the required number of invigilators. Invigilators who are not required
should stay away from the centre. The supervisor should rotate them accordingly.
5.6 For KPSEA, the absent candidates’ OMR form (answer sheets) should be placed
on the desk of the candidate. After the examination paper, the supervisor should
shade AB and enclose together with other candidates’ answer sheets.
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5.7 Teaching in the examination and assessment centre is prohibited from 6.00am when
the distribution Centres are opened to the end of the examination day.
5.8 All candidates taking papers on a particular examination day are expected in the
examination centre at the start of the examination day. Some candidates have been
observed not to report in the morning, especially on the day of elective subjects.
5.9 All host head of institutions will be the one authorized to collect examination
materials from the container, coordinate the conduct of the examination and
assessment and return the answer scripts to the container. Candidates’ answer
scripts for hosting/hosted centres MUST BE PACKED SEPARATELY.
6.0 SECURITY DURING CONDUCT OF EXAMINATIONS
6.1 During the conduct of KPSEA, security officers shall be engaged to escort the
assessment materials accompanied by the centre managers of a designated route
by dropping them off in all the centres allocated on that route. The security officers
shall remain in the last drop off point until the end of the assessment before
escorting back the assessment materials and picking from the drop off points. No
security officers shall be deployed in KPSEA assessment centres expect in
high-risk areas prone to terrorism as guided by the County Security Committee and
approved by KNEC at the beginning of examination and assessment.
6.2 Two (2) security officers shall be deployed at each KCSE examination centre. The
officers shall escort each Centre Manager to and from the containers to the
examination centres, remain in the centre throughout the assessment period, and
ensure adherence to the rules and regulations governing the administration of
examination and assessments.
NOTE: No one should curtail police officers from carrying out their assigned roles
during examinations.
7.0 QUALITY ASSURANCE DURING ADMINISTRATION OF NATIONAL
EXAMINATIONS AND ASSESSMENTS
7.1 KNEC, through a multi-agency approach, shall monitor the conduct of examination
and assessment to ensure adherence to the laid down regulations and to prevent
examination and assessment malpractice.
7.2 All Monitoring officers will be issued with identification badges that shall be worn
while at the distribution and examination centres.
7.3 Centres Managers will be expected to allow access for Monitoring by ensuring that
examination centres can be accessed without hindrance. All field officers and
Centres Managers should be aware that KNEC monitoring officers can go to the
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examination and assessment centre and rooms without first reporting to their
offices.
7.4 During Practical papers, the practical sessions should not exceed two
sessions for each practical paper.
7.5 Examination centres should start preparations early and not interfere with the
ongoing theory papers. No teachers of science subjects should be found in the
laboratory purporting to be preparing for the practical examinations on days and
times that they should not have been in school.
7.6 All the candidates taking the practical paper on a particular examination day should
be in the examination centre before the start of the first session.
7.7 Only authorized subject teachers should be in the laboratory/workshop and be
confined to the preparation room during the practical paper.
7.8 The Biology and the Physics teachers should not carry out the practical.
Note: only the chemistry teacher is allowed to collect data for each
question for onward transmission to KNEC together with candidates'
answer scripts.
7.9 Candidates at all levels should not be allowed to have wrist watches in the
examination room.
7.10 Cases of candidates who gained undue advantage through examination malpractices
will be investigated and handled in accordance with the Law and Regulations.
Contracted professionals should support KNEC in averting examination malpractices
during National Examinations.
8.0 REVISED KCSE GRADING SYSTEM
8.1 In line with the recommendations of the Presidential Working Party on Education
Reform (PWPER), the Kenya National Examinations Council adopted a revised KCSE
grading system w.e.f the year 2023.
8.2 The determination of the KCSE examination mean grade now considered the
candidates grade in Mathematics, English/Kiswahili and any other 5 best subjects.
8.3 However, this revised grading does not change the clustering of subjects during
registration, hence the candidates are required to register for subjects as they did
previously.
9.0 KPSEA SCHOOL BASED ASSESSMENTS (SBA) SCORES
The portal of uploading previous SBA scores is open until 30 th October, 2024 and the
centre managers are urged to ensure that the candidates sitting for 2024 KPSEA have
their grade Four (4) and Five (5) SBAs scores uploaded. After 30th October the portal will
be closed and all candidates with no scores will be automatically declared absent.
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10.0 CONCLUSION
10.1 All field officers, centre managers and the supervision personnel are reminded to
read their appointment letters and circulars from KNEC on the administration and
management of examination and assessments.
10.2 As we administer the 2024 national examination/assessments, let us be conscious of
our own safety. Most of you will be required to move from one point to another by
road, water or air. It is therefore important to prioritize your safety and health.
Always stay alert to your surrounding and pay attention to any possible hazard that
may occur.
10.3 The Council takes this opportunity to thank you for attending this important
meeting. It is important to cascade the information you have acquired today to
those under you, to ensure that those who will be involved in this exercise are well
informed and equipped to manage the 2024 KPSEA and KCSE examinations in the
most efficient way without experiencing cases of dishonesty.
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