THE KENYA NATIONAL EXAMINATIONS COUNCIL

BRIEFING AND SENSITIZATION NOTES FOR FIELD OFFICERS INVOLVED IN THE ADMINISTRATION OF THE NATIONAL EXAMINATION AND ASSESSMENTS: KCSE, KPSEA & KILEA

1.0     INTRODUCTION

1.1     The Kenya National Examinations Council recognises the critical roles played by yourselves and  hereby  takes  this  opportunity  to  appreciate  each  and  every  one  of  you  for  your invaluable   contributions   towards   successful   conduct   and   administration   of   National examination and assessments.   It is for this purpose that KNEC considers it important to hold  consultative  engagements  with  you,  ahead  of  the  2024  National  examination/assessments’ season.

1.2     Key Dates:

NOTE: Examination Day: – KPSEA – 6.00am to 12.30pm

KCSE – 7.00am to 5.00pm

1.3    Objectives of the Briefing and Sensitization Sessions

The key objective of the sessions is to disseminate information on the innovationsin placeand any emergingissuesregarding, among other issues:

1.3.1  Innovations put in place in 2024 for the administration of Examination and

Assessments;

1.3.2  Daily management and Conduct of Examination and Assessments;

1.3.3  Recruitment, Deployment and responsibilities of field officers;

1.3.4  Quality assurance during National Examination and Assessments;

1.3.5  Security of Examination and Assessments.

2.0     INNOVATIONS IN THE 2024 NATIONAL EXAMINATION AND ASSESSMENTS

The following are the key innovations that KNEC has put in place to enhance efficiency in the conduct of the 2024 KPSEA and KCSE examination:

2.1    Packaging ofexaminationandassessmentmaterials

2.1.1  KPSEA boxes will contain question paper packets for different centres, labelled

Session 1 and Session 2. The packet for each session will contain the following:

1. i) Question papers;
2. ii) OMR forms;

iii)   OMR return envelope; and

1. iv) Return cover sheets. Centres with large candidature may have more than 1 packet.

2.1.2  KCSE  examination  cartons  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:

1. i) Question papers;
2. ii) Question paper cover sheet;

iii)   Scripts return envelope(s);

1. iv) Scripts return cover sheet; and
2. v) A sma l(C5size)envelope for parking scriptscounterfoils for  the candidates.

2.2     Personalisation oftheKCSEExaminationQuestionPapers

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:

1. i) School details;
2. ii) Candidate’s index number and name;

iii)   A space for the candidate to sign; and

1. iv) A space to indicate the date of the paper.

2.2.2  The lower part of the perforation will only contain the candidate’s random number. Thecandidatewi lalsobeexpectedtosignand indicatethedateof thepaperonthelowerpart.

2.2.3  Upon  opening  the  question  paper  polybag  (depending  on  the  number  of candidates per paper), the Supervisor will find the following:

1. i) Personalized candidates’ question papers;
2. ii) Question paper cover sheet, with  the  list  of  candidates  taking  the  paper, attached to the Returnofscriptscoversheet;

iii) Black envelope(s) for return of the answer scripts;

1. iv) A transparent C5 size envelope for return of detached script counterfoils.

2.2.4  Supervisors and Invigilators should ensure that every candidate is issued with a question paper bearing their names and random numbers.

2.2.5  The candidate will be expected to append their signature and date on the two parts of the question papers:

1. i) The upper part of the question paper (counterfoil) and
2. ii) Lower part of the question paper (just below the counterfoil).

2.2.6  At the end of the examination paper, the Invigilator will be required to ensure that  the  candidates  detach   the  upper  part  (counterfoil)  containing  the candidate’s personal details from the answer script without tampering with any written details.

2.2.7  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.

2.2.8  No candidate should be issued with a question paper or OMR sheets for another candidate or an ABSENT candidate.

2.3     Handling of question papers for ABSENT KCSE examination candidates

2.3.1  Question papers for absentee candidates MUST be enclosed, sealed and stapled in  the  question  paper  packet  and  placed  on  top  of  a  desk in  the  examination room in full view of the candidates during the examination session, as has been the  practice.  The  counterfoils  for  absentee  candidates’  question  papers  should NOT be detached but sealed as whole.

2.3.2  At the end of the paper, the Supervisor shall hand over the absent candidate(s)

question paper(s) for return to the container.

2.3.3  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.

2.4     Handling  of  the  question  paper  to  be  used  by  the  Chemistry  Teacher  during Practicals

2.4.1  The Chemistry  teacher question paper  should be enclosed in the question paper packet together with those for AB candidates (if any), sealed and placed on a desk in the examination room (laboratory).

2.4.2  The  Teacher  shall  be  issued  with  the  question  paper  Thirty  (30)  minutes towards end of the practical to complete his/her part as required.

2.4.3  If the sessions are two (2), the question paper shall be returned and sealed in the question paper packet for issuance towards the end of session two.

NB: The Chemistry teacher question paper and for AB Candidate(s) (where applicable)MUSTbereturnedthecontainer.

2.5     Handling of KCSE Examination hardship cases

All  hardship  cases  MUST  be  reported  through  the  SCDEs,  who  shall  report  the  same  to

KNEC through the Call Centre for guidance on how to handle each case.

2.6     Handling of KCSE Candidates’ Answer Scripts and the Counterfoil

2.6.1  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.

2.6.2  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.

2.6.3  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.

2.6.4  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.

2.6.5  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 polybags.

2.6.6  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 and placed in the examination room in full view of the candidates until the end of the session.

2.6.7  At the end of the entire process, the centre manager must return the following to

the container:

1. i) Sealed candidates’  answer  scripts  return  envelopes  corresponding  to  the number of question paper polybags;
2. 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).

2.7     Handling of KPSEA OMR forms

All OMR forms must be arranged in the same order, facing the same direction (not some facing upside down etc) for ease of OMR scanning.

2.8     For  KILEA,   the  Assessment   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  who  will  assume  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.

2.9     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.

2.10    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.

2.11    The Supervisor and Centre Manager will be required to  fill in the Supervisor Report and

Head Teacher reports online through the CP2 system.

2.12    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.

2.13    The supervisor should fill the Supervisor Report weekly.

2.14    The  Centre  Managers  will  also  be  required  to  capture  online  through  the  CP2  system

Absent Candidates details per paper indicating the reasons.

2.15    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.

2.16    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  and  KCSE  seating  plan  for  a  compulsory  paper  shall  be  drawn  and submitted together with the other supervision materials.

2.17    The Centre manager should prepare a list of all authorised personnel in examination centre containing the Name, ID Number, TSC Number, Telephone number, Designation/Role. The authorised persons shall include:

2.17.1 The Centre Manager (CM) who should be the principal or the Head teacher;

2.17.2 The deputy principal or the deputy head teacher;

2.17.3 Supervisor(s);

2.17.4 Security officer(s);

2.17.5 Invigilator(s);

2.17.6 The gatekeeper(s);

2.17.7 Cooks (reasonable number depending on the candidature);

2.17.8 Laboratory assistants and teachers of sciences on the day of practical.

2.18    Attendanceregistersformonitoringofficers, visitors’books, listofauthorised personsat the centre and schoolstampshould be placed at the examination area and notintheCentreManager’soffice.

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/ Assessment

Session      Opening  Time for Containers

Administration period

3.2.1          KPSEA                All sessions

6.00am

Between 8.30am and

12.10pm

3.2.2          KCSE

examination

Morning       7.00am               Between 8.00am and

11.00am

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 supervisor(s) 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  direct  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 3.2.

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.

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,  One  (1)  armed  security  officer  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. Nosecurityofficerssha l 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 EXAMINATION 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 officers 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 examination and assessment centre and rooms without first reporting to their offices.

7.4     During Practical papers, thepracticalsessionsshouldnotexceedtwosessionsfor

eachpracticalpaper.

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(s) during the practical paper.

7.8     The Biology and the Physics teachers should not carry out the practical.

Note:Onlythechemistryteacherisa lowedtoco lectdataforeachquestion foronwardtransmissiontoKNECtogetherwithcandidates’answerscripts.

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 KNEC Rules 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/KSL and any other 5 best subjects.

8.3     The 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

9.1     The  portal  of  uploading  previous  SBA  scores  is  open  until  30th   October,  2024  and  the centre managers are urged to ensure that the candidates sitting for 2024 KPSEA and those in Grade Eight have their grade Four (4) and Five (5) and Seven (7) SBAs scores uploaded.

9.2     After  30th   October  the  portal  will  be  closed  and  all  candidates  with  no  scores  will  be

automatically declared absent.

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.