NEMIS Portal: Login, Registration, UPI Number, and Requirements

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NEMIS Portal: Login, Registration, UPI Number, and Requirements

The National Education Management Information System (NEMIS) is a web-based platform managed by Kenya’s Ministry of Education to streamline education data management, track student progress, and ensure efficient resource allocation. Below is a comprehensive guide on how to access, register, obtain a UPI number, and the requirements for using the NEMIS portal.

1. NEMIS Portal Login

To access the NEMIS portal, follow these steps:

  1. Visit the Official Website: Go to nemis.education.go.ke.
  2. Enter Credentials:
    • Username: Typically a four-character school code or official username assigned by the Ministry of Education.
    • Password: The password linked to the username.
  3. Click Login: After entering credentials, click the "Login" button to access the dashboard.
  4. Forgot Password? Click the “Forgot Password?” link on the login page, follow prompts to reset via registered email or security questions, and use the new password to log in.

2. NEMIS Registration

Registration on the NEMIS portal is primarily for schools and institutions, managed by authorized personnel (e.g., school heads or education officers). Here’s how to register students:

Steps to Register a Student

  1. Access the Portal: Log in using the school’s credentials at nemis.education.go.ke.
  2. Navigate to Learner Tab:
    • Go to the “Learner” tab and select “Admit Student” or “View My Learners.”
    • For new students, click “Add New Student.”
  3. Enter Student Details:
    • Surname, First Name, Other Names
    • Birth Certificate Number (or National ID for students over 18, or Alien ID if applicable)
    • Date of Birth (format: MM/DD/YYYY)
    • Gender, Nationality, Special Needs (if any)
    • Use an Excel sheet to organize data for accuracy before uploading.
  4. Submit and Verify:
    • Click “Apply” to process the request.
    • Upon approval by the County Director of Education, the student’s details are updated, and a Unique Personal Identifier (UPI) is generated.
  5. Receive UPI:
    • After successful registration, a NEMIS code is sent via SMS. Enter this code to generate the UPI number automatically.

Who Can Register?

  • Authorized stakeholders include schools, Ministry of Education officials, KNEC, TSC, and other approved agencies.
  • Parents and guardians cannot register directly but can coordinate with schools to update their children’s information.

3. UPI Number

The Unique Personal Identifier (UPI) is a six-character code assigned to each student, teacher, or staff member in the Kenyan education system for identification and tracking purposes.

Purpose of UPI

  • Tracks academic performance, mobility, and resource allocation from primary to tertiary levels.
  • Enables parents and students to monitor progress via the NEMIS portal.
  • Differs from KNEC assessment numbers but serves a similar identification purpose for exams.

How to Obtain a UPI Number

  • Via Registration:
    • During student registration, input the birth certificate number, ID, or Alien ID to auto-generate the UPI.
    • An SMS with a NEMIS code is sent; entering this code finalizes the UPI generation.
  • For Continuing Students:
    • If a student lacks a UPI (e.g., missed prior registration), schools can register them by following the steps above, even without a birth certificate, using alternative IDs like a National ID for those over 18.
  • Checking UPI:
    • Log in to the NEMIS portal, navigate to the “Learner” tab, search using the student’s index number or existing UPI, and view details.

4. Requirements for NEMIS

To effectively use the NEMIS portal, the following are required:

Hardware and Software

  • Hardware:
    • Processor: 2.4 GHz
    • RAM: 1 GB (for Windows Vista or higher)
    • Hard Disk: 120 GB available space
    • Digital camera (for capturing learner images)
  • Software:
    • Compatible with Windows 7, Windows 10, iOS, Android, etc.
    • Browsers: Google Chrome (recommended), Mozilla Firefox, Safari, Opera Mini, or Internet Explorer
    • Applications: Microsoft Office or Open Office for accessing outputs
  • Network:
    • Broadband connectivity (minimum 3G, 2 Mbps speed on dedicated links)

Documents for Student Registration

  • Birth Certificate Number (mandatory for most students)
  • National ID (for students over 18) or Alien ID (for non-citizens)
  • Guardian’s ID and contact details (phone number, address)
  • Optional: Details of special needs or conditions

Additional Requirements

  • Schools must ensure data accuracy, preferably using Excel to format details like Date of Birth (MM/DD/YYYY).
  • Registration deadlines vary annually; follow the Ministry of Education’s social media for updates to avoid missing government disbursements.

5. Additional Notes

  • Modules: NEMIS includes modules for Institutions (school data), Learners (student records), Staff (teacher mobility), and Finance (fees and capitation).
  • Support: For issues, contact the Ministry of Education:
  • Purpose: NEMIS enhances transparency, accountability, and data-driven decision-making, supporting Kenya’s 2-6-3-3-3 education system.

By following these steps and ensuring compliance with requirements, schools, parents, and students can effectively utilize the NEMIS portal for education management in Kenya.

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