Prepare KEMIS and KNEC files

KEMIS (the Ministry of Education’s learner register) and KNEC take files through their own portals. Kila writes the files from your learners’ records and reads the identity numbers back, so you do not type them twice.

Not available yet

“KEMIS and KNEC take uploads through their portals; there is no public API. Check the columns against the portal’s current template before uploading.”

The learner list for KEMIS

1. Open KEMIS, KNEC and certificates

   Choose Learners › KEMIS, KNEC and certificates. The KEMIS tab opens first.

2. Choose the classes

   Under Learner list for KEMIS, tick the classes to include: “UPI, admission number, names, gender, date of birth, birth certificate, grade and stream, guardian. Nothing chosen: every class.”

   Zoom

   

3. Tap Download

   Kila saves kemis-learners.csv, one row per learner in the classes chosen, with the columns UPI, Admission number, Full name, Gender, Date of birth, Birth certificate number, Nationality, Grade or form, Stream, Class, Special needs, Date admitted, Previous school, Guardian name, Guardian phone and Guardian ID number.

Bring the identity numbers back

When KEMIS gives learners their UPIs, or KNEC their assessment numbers, save them to each learner in one go.

1. Make the file

   A CSV with the column admission_no and any of upi, kemis_number, assessment_number and birth_certificate: “Saved to each learner’s identity record.”

2. Tap Choose a file

   Under Identity numbers back from KEMIS, tap Choose a file and pick the CSV. Kila reads it at once and says how many rows it took, such as 2 rows: 1 taken, 1 not., with the reason for each row it did not take.

   Zoom

   

A row whose admission number is not at the school says, for example, Row 3: No learner with that admission number. Correct the file and choose it again: rows already taken are saved again with the same numbers.

KNEC candidates and marks

1. Open the KNEC tab

   Under Candidates (KPSEA, KJSEA, KCSE): “Assessment or index number, UPI, bio-data and the subjects each candidate sits (KNEC codes where set).”

2. Choose the classes sitting it, and tap Download

   Download stays grey until a class is ticked. Kila saves knec-candidates.csv: Assessment or index number, UPI, Admission number, Full name, Gender, Date of birth, Birth certificate number, Class and Subject codes.

   Zoom

   

3. Download an exam's marks

   Under School-based assessment marks and results, choose the Exam and tap Download marks. The file has one row per learner and subject: Assessment or index number, UPI, Admission number, Full name, Subject code, Subject, Score, Out of and Level.

Import results brings results back into an open exam: “Download an exam’s marks for upload; import results (assessment number or admission number, subject code, score or grade) into an open exam.”

What if

The menu has no KEMIS, KNEC and certificates

It shows for roles that keep learners’ records or run academics, such as the admissions secretary, the deputy head and the head teacher. Teachers do not see it.

A learner has no UPI in the list

Their UPI column is empty until it is saved, from a file as above or under Learners › Learner identity numbers.

Related

• Admit a learner: the records the files are made from.
• Enter marks: the marks the KNEC file carries.
• Admissions secretary and Deputy head teacher.

Next: upload the files on the KEMIS and KNEC portals, checking the columns against their current templates.