The Kenya Junior School Education Assessment (KJSEA) 2025 registration is officially open from March 3, 2025, to March 28, 2025. As schools rush to register their Grade 9 learners, common registration mistakes can lead to disqualification, penalties, or even de-registration of schools as KNEC assessment centers.
To help schools, parents, and students navigate the process smoothly, we have compiled a list of common mistakes and how to avoid them.
1. Registering “Ghost” Candidates 🛑
What is a ghost candidate?
A ghost candidate is a learner who does not exist in the Grade 9 database but is fraudulently registered for the KJSEA assessment. KNEC has strict regulations against this malpractice.
🔴 Consequences of registering ghost candidates
- The school could face de-registration as a KNEC assessment center.
- Legal action or sanctions against school administrators.
- The candidates may be disqualified from sitting the assessment.
✅ How to Avoid This Mistake:
✔️ Ensure that all candidates are already in the Grade 9 database before registering them.
✔️ Verify each student’s Kenya Primary School Education Assessment (KPSEA) Performance Report.
✔️ Confirm that the learner has School-Based Assessment (SBA) scores for Grades 7 and 8 in all learning areas.
2. Incorrect Learner Details 🔍
During registration, all learners’ personal details must match their official documents.
⚠️ Common Errors in Learner Details
❌ Spelling mistakes in the learner’s name.
❌ Wrong order of names (e.g., reversing first and last names).
❌ Incorrect date of birth.
❌ Selecting the wrong gender or citizenship status.
❌ Registering a learner for the wrong Religious Education subject.
✅ How to Avoid This Mistake:
✔️ Use the learner’s birth certificate to enter names exactly as recorded.
✔️ Double-check the year of birth before submitting.
✔️ Ensure the religious education subject is selected correctly (e.g., Christian Religious Education, Islamic Religious Education, Hindu Religious Education).
3. Failing to Upload SBA Scores for Grades 7 and 8 📊
Each learner must have completed School-Based Assessments (SBA) in Grades 7 and 8 before being registered for KJSEA. If these scores are missing, the registration may be rejected.
✅ How to Avoid This Mistake:
✔️ Check the school portal to confirm that SBA scores have been uploaded before registration.
✔️ If SBA scores are missing, contact the Sub-County Director of Education (SCDE) immediately.
4. Late Registration & Missed Deadline ⏳
KJSEA registration closes on March 28, 2025. There will be NO late registration! Learners who miss this deadline will not be allowed to sit for the assessment.
✅ How to Avoid This Mistake:
✔️ Start registration early (don’t wait until the last week).
✔️ Remind parents to submit required documents on time.
✔️ Schools should track the registration progress daily to ensure all learners are successfully enrolled before the deadline.
5. Incorrect Transfer of Candidates 🔄
If a student transfers from one school to another, their registration must be updated online. However, some schools fail to request a transfer properly, leading to double registration or loss of learner data.
⚠️ What You Need to Know About Transfers
- Transfers must be done before March 28, 2025.
- After the portal closes, no transfers will be accepted.
- Failure to transfer a learner correctly could result in them missing the assessment.
✅ How to Avoid This Mistake:
✔️ Use the KJSEA registration portal (cbasa.knec.ac.ke) to process transfers.
✔️ Confirm the transfer is successful before the deadline.
✔️ Check the new school’s registration portal to ensure the learner is enrolled.
6. Wrong Special Needs Coding for Learners with Disabilities ♿
KNEC provides accommodations for special needs learners, but schools must select the correct disability category during registration.
⚠️ Common Special Needs Coding Errors
❌ Selecting the wrong disability category.
❌ Failing to indicate that a learner requires Braille or Large Print.
❌ Registering a special needs learner as a regular candidate.
✅ Special Needs Coding Guide:
- B: Visually impaired candidates who require Braille (totally blind).
- LV: Visually impaired candidates who require Large Print.
- HI: Candidates with hearing impairment.
- PH: Candidates with physical disabilities.
✅ How to Avoid This Mistake:
✔️ Consult with the Special Needs teacher before selecting the category.
✔️ Ensure the correct disability code is entered during registration.
7. Poor Handling of Login Credentials & School Data 🔑
Each school has a username and password to access the KJSEA registration portal. If this information is lost or misused, unauthorized people can tamper with the data.
⚠️ Common Security Mistakes
❌ Sharing login credentials with unauthorized persons.
❌ Using weak passwords.
❌ Failing to update passwords when required.
✅ How to Avoid This Mistake:
✔️ The Head of Institution must keep login details confidential.
✔️ If a password is lost or forgotten, send an email to js@knec.ac.ke for assistance.
✔️ Change the default password immediately after the first login.
8. Registering in the Wrong Assessment Center 🏫
⚠️ Important KJSEA Assessment Center Rules
- Schools with less than 5 candidates cannot register as independent centers.
- Schools with less than 30 candidates may be merged with another center.
- KNEC can reassign candidates to another center if necessary.
✅ How to Avoid This Mistake:
✔️ Confirm with the Sub-County Director of Education (SCDE) if your school qualifies as a KJSEA assessment center.
✔️ If your school has fewer than 5 candidates, liaise with an approved KNEC center for registration.
Stay Compliant, Avoid Mistakes! 🎯
By avoiding these common KJSEA registration mistakes, you ensure that your learners are successfully registered and ready for the 2025 assessment.
📌 Key Takeaways:
✅ Register only legitimate candidates.
✅ Double-check learner details (names, birthdates, gender, religion).
✅ Ensure SBA scores for Grades 7 & 8 are uploaded.
✅ Complete registration before March 28, 2025 (no late entries!).
✅ Process transfers correctly.
✅ Use the correct special needs codes.
🔔 Need Help? If you encounter registration issues, contact KNEC or your Sub-County Director of Education (SCDE) immediately.
📢 Share this guide with teachers, parents, and school administrators to help them avoid costly registration mistakes! 🚀
