The National Education Management Information System (NEMIS) is a web-based data management system used in Kenya.
It collects, processes, and reports data from educational institutions, helping to streamline data management and decision-making in the education sector.
Here’s how you can log into the NEMIS portal and perform essential tasks.
What is NEMIS?
NEMIS is an online platform developed by the Ministry of Education in Kenya to manage data related to students, schools, and educational resources.
This system helps track student performance, mobility, and resource utilization to ensure efficiency in the education sector.
How to access the NEMIS portal
- Visit the NEMIS Portal: Open your web browser and go to nemis.education.go.ke
- Enter Login Credentials:
- Username: This is usually a four-character official username assigned to you.
- Password: Enter the password associated with your username.
- Click Login: After entering your username and password, click the ‘Login’ button to access your account.
Tasks you can perform on NEMIS
Once you’re logged into the NEMIS portal, you can perform various tasks. Here’s a breakdown of what you can do:
Updating institution details
You can update your school’s details, ensuring all information is current and accurate. This includes the school’s name, location, and contact information.
Capturing the reporting of learners
This feature allows you to report on the learners enrolled in your school. You can update their biodata, track their progress, and ensure their information is accurately recorded.
Viewing learners at your school
The portal lets you view a comprehensive list of all the learners enrolled in your school. This feature is essential for keeping track of student data and managing enrollments effectively.
Handling admission requests
You can handle new admission requests, including:
- Viewing pending admissions
- Processing new admissions
- Capturing requests for student transfers
- Capturing biodata for new students
Additional features
Other tasks you can perform on the NEMIS portal include:
- Tracking attendance: Monitor and record student attendance.
- Updating staff records: Keep track of teacher and staff information.
- Geolocation analysis: Use GIS components to analyze geographical education indicators.
Benefits of using NEMIS
Using NEMIS provides several benefits:
- Efficient data management: Centralized data management ensures that all information is accurate and up-to-date.
- Informed decision-making: With comprehensive data at your fingertips, making informed decisions becomes easier.
- Resource tracking: Track the allocation and utilization of resources like textbooks and school feeding programs.
- Performance monitoring: Monitor the performance and mobility of learners and teaching staff.
How to capture students on Nemis
- Prepare student data accurately before accessing the NEMIS portal.
- Ensure date formats in your files match NEMIS requirements.
- Use Chrome for better compatibility with the NEMIS portal.
Preparing data for NEMIS
To begin, you will need specific details about each student. Use an Excel sheet to organize this information. Here’s an example of how to set up your columns:
- Number: This will be used as the request number.
- Admission Number: Not required.
- Student Name: Not needed at this stage.
- API: Very important.
- Birth Certificate Number: Crucial. Contact parents if this is missing.
- Date of Birth: Use the format MM/DD/YYYY as required by NEMIS. Update your Excel settings to match this format.
- KCPD: May not be needed.
- Guardian’s ID Number: Ensure accuracy.
- Parent Contact Information: Including phone number and address.
Once you have arranged your data, you are ready to enter it into the NEMIS system. Follow these steps:
- Open your browser and go to the NEMIS portal using Google Chrome for better compatibility.
- Log in with your school’s code and password.
- Navigate to the ‘Admit Student’ section under the ‘Learner’ tab.
- Enter the student’s index number or UPI (if available).
- Verify the student’s details as shown in your Excel sheet.
- Fill in the request form by copying and pasting details such as the guardian’s ID, phone number, and request number.
Continue by clicking ‘Apply’ to process the request. Ensure all data is entered correctly. If the student wasn’t placed in another school, you’ll be able to proceed with immediate admission using their birth certificate number.
When dealing with pending registrations, make sure to update missing information promptly. Check the learner listings and review the data you’ve entered.
Any new student should appear in the Form One list once correctly admitted.
Changing date format in Excel
When working with date formats in Excel, you may come across the need to switch from one format to another. Common formats include DD/MM/YYYY (day, month, year) and MM/DD/YYYY (month, day, year).
Changing the date format can be essential, especially when transferring data between different systems that use different date conventions.
- Select Your Data:
- First, highlight the cells that contain the dates you want to change.
- Open Format Cells Dialog:
- Right-click on the selected cells and choose “Format Cells” from the context menu.
- Choose Correct Date Format:
- Go to the Number tab in the Format Cells dialog box.
- Select Date in the Category list.
- Choose the desired date format from the Type list. For example, if you need MM/DD/YYYY, make sure that format is selected.
- Apply the Format:
- Click OK to apply the new date format to the selected cells.
Here is a quick reference for changing date formats:
Format Type | Example |
---|---|
DD/MM/YYYY | 15/07/2024 |
MM/DD/YYYY | 07/15/2024 |
Remember, consistency in date formats is key to avoiding errors, especially when dates are used for sorting, filtering, or calculations in Excel.
Important data fields
When registering students, several important data fields must be filled out accurately. These fields ensure that the student records are complete and can be processed efficiently.
Key Fields to Include:
- Number: This is the request number used in the system.
- Student Name: Although not always required, it’s good practice to include it.
- API: Essential for the registration process.
- Birth Certificate Number: Critical to verify the student’s identity.
- Date: Ensure the format is MM/DD/YYYY. For example, May 9th should be entered as 05/09, not 09/05.
- Primary Parent Contact Details: Including name, phone number, and ID number.
- Home County, Subcounty, Constituency: Geographic details of the student’s residence.
- Parent’s Address and Email: Important for future correspondence.
Formatting and input rules:
- Dates: Change the date format in your Excel file to MM/DD/YYYY to align with the system. You can do this by selecting your date cells, then formatting cells, and choosing the correct date format.
- Accurate Index Numbers: Double-check the student’s details against your records to avoid mismatches.
- Birth Certificate Number: Always contact the parents if you don’t have this information readily available.
- Parent Details Adjustment: Gather and input both primary and secondary parent details where possible.
Sample data table:
Field | Description |
---|---|
Number | Unique request number |
Student Name | Full name of the student |
API | API code for registration |
Birth Certificate | Number on the student’s birth certificate |
Date | Date in MM/DD/YYYY format |
Parent Contact | Phone number of the primary parent |
Parent ID Number | ID number of the primary parent |
Home County | Sub-county of the residence |
Sub county of the residence | The county where the student resides |
Constituency | Constituency of the residence |
Parent’s Address | Full address of the parent |
Parent’s Email | Email address of the parent |
Make sure all these fields are filled out accurately before submitting the data to the system. This will ensure a smooth registration process for the students.
Accessing the NEMIS portal using Chrome
To use the NEMIS portal efficiently, it’s essential to collect all necessary student data beforehand. Ensure you have key details like the birth certificate numbers, contact information, and their respective UPI numbers ready.
Steps to Access the NEMIS Portal Using Chrome:
- Open Chrome: Start by launching Google Chrome on your computer.
- Search for NEMIS: In the search bar, type “NEMIS” and select the appropriate link provided by Google.
- Login: You will need your school’s code as the username and your password. Enter these details and click on the login button.
- Navigate to Student Admission:
- After logging in, locate the “Admit Students” section under the Learner tab.
- Select “Admit a Student” and proceed to the student’s information page.
- Enter Student Information:
- Use the student index number to populate the student’s details.
- Confirm the details match the data you have collected.
- Enter the parent or guardian’s contact information alongside other relevant data.
- Special Attention to Dates:
- Make sure dates are in the M/D/Y format. Change the settings in Excel if necessary to match this format before uploading.
- Data Confirmation and Submission:
- After entering all necessary details, review the information for accuracy.
- Click on “Save” to submit the data.
Student admission process
To begin registering students, you need to have all the necessary information ready. Start by ensuring you have the student’s index number, birth certificate number, and other crucial details like parent contact information.
In your spreadsheet, you should have columns for the student’s name, admission number, and API. Note that the admission number and API are critical for entering data into the system. Make sure to get the birth certificate from the parents if it is not provided during reporting.
When it comes to dates, remember to use the MM/DD/YYYY format. This differs from what you might be used to, so set up your Excel file accordingly to avoid mistakes. For example, May 9th should be entered as 05/09 instead of 09/05.
The student registration process involves several steps:
- Log in to the online portal using your school’s credentials.
- Navigate to the “Admit a Student” section.
- Enter the student’s index number and personal details.
- Confirm the student’s information.
- Complete the replacement request if the student was not placed in another school.
- Fill in the parent’s ID number, contact number, and request file number.
Ensure that all required fields are accurate. If any information is missing, like a parent’s contact details, follow up to obtain it.
Once a student is admitted into the system, their status shows as pending registration until all required data is added. To confirm a student’s admission, check the Form 1 selection list and the Form 1 reported list.
For students with special needs, make sure their medical conditions are noted accurately in the system.
Finally, remember to save all entered data to generate the student’s unique UPI number. Confirm back in the view students section to ensure the student’s details are correctly recorded.
This indicates their official registration in the school.
Handling replacement requests
To manage replacement requests effectively, you need certain details at hand. You’ll need the student’s index number and birth certificate.
Once you have these, log in to the portal using Chrome for the best experience. Enter the student’s index number in the “Admit/Transfer Student” section.
Steps to follow for a replacement request:
- Log In to the System:
- Use the school’s code and password.
- Navigate to “Admit/Transfer Student.”
- Enter Student Details:
- Type in the student’s index number.
- Confirm the student’s details such as name and region.
- Submit Replacement Request:
- Click on “Accept Replacement Request.”
- Fill in the required details such as the requester’s name, ID number, and contact information.
- Apply the change and confirm the request number.
- Review Pending Registrations:
- Go to “Pending Registrations” to check for students who need additional information.
- Ensure all required fields are completed.
- Capture Bio-data:
- Check for students listed in the “Form 1 Reported List.”
- Complete any missing bio-data for successful registration.
Tips:
- Ensure dates are in the correct format (MM/DD/YYYY).
- Double-check parent contact information.
- Make sure all fields are accurate before final submission.
By following these steps, you can handle replacement requests smoothly and ensure all student data is correctly entered into the system.
Managing pending registrations
Keeping track of pending registrations can be challenging, but with the right steps, it becomes manageable. First, make sure all necessary details are ready.
Details that must be collected include the student’s index number, birth certificate number, and parent’s contact information.
Important Information Needed:
- Student’s Index Number
- Birth Certificate Number
- Parent’s Contact Details (Phone Number, ID Number)
Use the correct date format: Remember to use MM/DD/YYYY as the date format when entering data into the system. This is different from the usual DD/MM/YYYY format you may be used to.
Follow these steps to register a student:
- Log into the system: Use Chrome for better compatibility.
- Go to the ‘Admit/Enroll Student’ section.
- Enter the student’s index number and other required information.
- Check the details to ensure they match the records.
After entering all necessary data, place a registration request. If successful, the student will appear with a UPI (Unique Personal Identifier) in the system. Any students without UPI need further action.
To manage these cases:
- Navigate to ‘Form One Reported List’: This list shows all successfully and unsuccessfully registered students.
- Review pending registrations: Look for students without UPIs.
- Update missing information: Complete any missing details like contact information or special needs.
- Save and confirm: Make sure to save the updates, and generate a new UPI if needed.
This process ensures that all students are properly registered and their information is accurate. By keeping track of your data and following these steps, you can efficiently manage the pending registrations for your school.
Updating learner biodata
Start by gathering all necessary student information. This includes their admission number, name, API, birth certificate number, and parent contact details.
Ensure that parent contact details are complete, including ID numbers and phone numbers. If details are missing, contact the parents to get the necessary information.
Important Fields:
- Admission Number
- Student Name
- API
- Birth Certificate Number
- Parent ID Numbers
- Parent Phone Numbers
Once all information is ready, use Google Chrome to access the portal. After logging in, navigate to the Learner tab and select Admit/Transfer Student.
Copy the relevant details from your records and paste them into the system fields. Check all information carefully to avoid errors. If any required field is not filled, you will need to update it immediately.
When a student is successfully registered, they will receive a unique UPI. Ensure to click Save after entering all data. The system should confirm with a success message. Now, the student is officially registered and can be found in the Learner Listing.
Keep a record of the registration status to ensure all students are registered correctly and efficiently. If any errors occur, revisit the information and correct it immediately to avoid delays.
Conclusion
Logging into the NEMIS portal and utilizing its features is crucial for effective data management in Kenyan schools.
By following the steps outlined above, you can access the portal and perform essential tasks to ensure your institution’s data is accurate and up-to-date.
By understanding and leveraging the NEMIS system, you contribute to a more efficient and transparent education sector in Kenya.