Ministry Circular: Guidance on Learner Validation in KEMIS

MINISTRY OF EDUCATION
STATE DEPARTMENT FOR BASIC EDUCATION
KENYA EDUCATION MANAGEMENT INFORMATION SYSTEM

GUIDANCE ON LEARNER VALIDATION IN KEMIS

As part of the ongoing KEMIS data quality improvement initiative, the Learner Validation Engine is now operational.

The validation engine automatically compares learner records against official examination and assessment databases to determine whether the learner information is accurate and consistent.

Schools may now observe that learners are marked either Valid or Invalid within KEMIS.

1.0 MEANING OF THE VALIDATION STATUS

1.1 VALID

• The learner’s details have successfully matched the official records.
• No further action is required by the school unless there are genuine changes that require approval through the established process.

1.2 INVALID

• The learner’s details could not be matched with the official records.
• The school must review and correct the learner information before the record can be validated successfully.

---

2.0 GUIDANCE TO SCHOOLS ON COMMON CAUSES OF INVALID RECORDS

2.1 INCORRECT INDEX NUMBER

The learner’s KNEC index number may have been entered incorrectly.

Schools should verify that:

• All digits are correct.
• The examination year is correct.
• No digits are missing or duplicated.
• The index number belongs to the learner.

Examples of errors include:

• Missing digits.
• Extra digits.
• Digits entered in the wrong order.
• Wrong examination year.
• Using another learner’s index number.

---

2.2 INCORRECT ASSESSMENT NUMBER

For learners identified using assessment numbers, schools should ensure that:

• The assessment number entered is the official one issued to the learner.
• The number is complete.
• No digits have been omitted or interchanged.

2.3 UNNECESSARY SPACES

Some learner records fail validation because of spaces inserted before, after, or within the index or assessment number.

Schools should:

• Remove all leading spaces.
• Remove trailing spaces.
• Remove spaces appearing within the number.

Example:
Incorrect:

• 12345 6789
  Correct:
• 123456789

2.4 FULL STOPS (DOTS) AND OTHER SPECIAL CHARACTERS

Some records contain punctuation that prevents successful validation.

• Examples include:
• Full stops (.)
• Commas (,)
• Slashes (/)
• Hyphens (-)

Other special characters

• Example:
• Incorrect:
• 12345.678
• 12345/678
• 12345-678
• Correct:
• 12345678
• Only the official examination or assessment number should be entered.

2.5 TYPOGRAPHICAL ERRORS

• Schools should check for:
• Letters entered instead of numbers.
• Numbers entered instead of letters.
• Digits entered in the wrong sequence.
• Duplicate characters.

2.6 INCORRECT LEARNER INFORMATION

• Where applicable, schools should also verify that:
• Learner names correspond with official records.
• Examination year is correct.
• Examination or assessment type is correct.

3.0 LEARNERS WITHOUT A UNIQUE LEARNER IDENTIFIER (ULI)

Some learners may not yet have a Unique Learner Identifier (ULI) generated in KEMIS. In most cases, this is because the information required to establish and verify the learner’s identity is incomplete.

• Schools should:
• Complete all mandatory parent or guardian information.
• Ensure the parent’s or guardian’s identification details are accurately captured.
• Verify that all required learner demographic information has been completed.
• Save the updated learner record and allow the system to process the information for ULI generation.
• Completion of the required parent or guardian details is essential for the successful creation of a Unique Learner Identifier and integration with national identity and civil registration records.

4.0 ACTION REQUIRED BY SCHOOLS

• Schools should:

1. Review every learner marked Invalid.
2. Compare learner details with the official examination or assessment records.
3. Correct all identified errors.
4. Complete any missing mandatory information, including parent or guardian details where applicable.
5. Save the corrected information.
6. Resubmit the learner record for validation.
7. Correct all identified errors.
8. Complete any missing mandatory information, including parent or guardian details where applicable.
9. Save the corrected information.
10. Resubmit the learner record for validation.

The validation engine will automatically reprocess the learner record and update its validation status once the corrections have been made.

5.0 ROLE OF FIELD OFFICERS

Field officers are requested to:

• Explain the meaning of the Valid and Invalid statuses to schools.
• Assist schools in identifying common data entry errors.
• Guide institutions in correcting index numbers, assessment numbers and other learner information using official documents.
• Ensure schools complete all mandatory parent or guardian details for learners without a Unique Learner Identifier.
• Discourage schools from guessing, altering or fabricating learner information to obtain a valid status.
• Escalate cases where learner information appears correct but continues to fail validation.

6.0 IMPORTANT ADVISORY

Schools must not alter, invent or fabricate index numbers, assessment numbers or learner details in an attempt to obtain a valid status. All corrections must be based on authentic official records.

The learner validation process is intended to improve the quality, integrity and reliability of education data in KEMIS by ensuring that every learner is linked to verified records and a unique digital identity.

Field officers are requested to support institutions throughout this exercise to ensure that learner records are accurate, complete and validated within the stipulated timelines.

(Signature)
MUJUMBA OBWOYERE
HEAD OF KEMIS