Last reviewed: 26 October 2026
When you take a child to a new school in Kenya, sooner or later someone in the office will ask for the learner’s UPI number or say they need to “enter the child into KEMIS”. Many parents still think of NEMIS, the old system, and are not sure what has changed or what documents they need to bring. This guide explains, in plain terms, what KEMIS and the UPI are, what a school needs from you at admission, and how to avoid the common problems that hold up a learner’s record.
On this page
What KEMIS Is
KEMIS stands for the Kenya Education Management Information System. It is the Ministry of Education’s national database for learners, teachers and institutions, from early childhood through to university and TVET. In May 2025 the Ministry announced a multi-agency team to set up KEMIS to replace NEMIS, the earlier National Education Management Information System, which had been criticised for inefficiencies. The Ministry of Education’s statement on the national learner register explains that KEMIS is meant to hold a single record for each learner across all levels of education.
The official KEMIS portal states that it is the official system for education data and that it is mandatory for institutions. All schools, public and private, were required to register on KEMIS afresh rather than carry over their NEMIS accounts. If a private school tells you it “does not use” KEMIS, ask why: the Ministry’s own guidance says every institution must be on it.
What the UPI Number Is
The UPI is the Unique Personal Identifier, a number that follows a learner through school. According to the KEMIS frequently asked questions, the UPI is generated when a school registers a learner on the system or updates an existing learner’s record. You do not apply for it yourself and you do not pay for it.
The Ministry’s 2025 statement also said the UPI will be linked to civil registration, so that a child’s identity in the education system matches the births register. That is why the birth certificate matters so much under KEMIS.
What Parents Should Bring for Admission
Requirements vary slightly by level and school, but for a KEMIS record a school will normally need:
- The child’s birth certificate. KEMIS guidance tells schools to enter the official birth certificate entry number, not the printed serial number on the paper. Check that the names and date of birth on the certificate are correct before you go, because KEMIS uses them exactly.
- Your national ID number as parent or guardian, plus your full names, phone number, physical address and relationship to the child. Education News’ guide to KEMIS learner registration lists these as standard fields.
- The previous school’s details and, where the child has one, their UPI or assessment number. For learners transferring from another Kenyan school, this lets the new school find the existing record instead of creating a duplicate.
- Assessment numbers for older learners. Grade 10 joiners are admitted using their KJSEA assessment number, and the Ministry’s Grade 10 guidelines said all schools, public and private, must admit Grade 10 learners through KEMIS.
- Any special needs information, such as an assessment report, so the school can capture it and plan support.
What If Your Child Has No Birth Certificate?
Do not panic, and do not let anyone send your child home. Section 33 of the Basic Education Act, 2013 says no child shall be denied admission to a school for lack of proof of age. In practice, schools may record a learner temporarily using a Birth Not Yet Registered (BNYR) reference or an affidavit, but you should apply for the birth certificate at your nearest civil registration office as soon as possible. Without it, problems tend to surface later, especially at KPSEA, KJSEA and Grade 10 placement.
Changing Schools
When a learner moves, the record moves with them. KEMIS guidance says a learner’s details can be edited by the head of the institution, so the receiving school handles the update. Two practical tips help:
- Ask the old school for a leaving letter and the child’s UPI or assessment number before you leave.
- Ask the new school to confirm, a week or two after admission, that the child appears on their KEMIS list. Capitation for public schools and exam registration both depend on accurate records.
For Grade 10, the Ministry also said no principal should enter a learner into KEMIS before the learner physically reports. Our guides to Grade 10 admission letters and reporting and Grade 10 transfer requests explain that process.
Common Problems and How to Fix Them
- Name spelt differently on the birth certificate and old school records: the birth certificate wins. Ask the school to correct the record to match it.
- Wrong date of birth: this can place a child in the wrong age band. Bring the certificate so the school can correct it.
- “Learner already exists in another school”: the old school has not released the record. The new head teacher can usually resolve this with the previous school; keep your leaving letter handy.
- Someone asks you to pay for a UPI: there is no fee for a UPI. Report it to the head teacher or the sub-county director of education.
Protecting Your Child’s Data
Schools collect a lot of personal information for KEMIS. They should only share it for official purposes and keep paper forms secure. Our guide to data protection for schools in Kenya explains what the law expects of them.
Ready for the New School
Once the paperwork is done, help your child settle with a little practice in the work they will meet in the new class. The CBC Challenge is free to try by grade, and a Monthly Pass unlocks the full set of practice papers with explained answers, every question checked by a teacher.