Last reviewed: 24 October 2026
Registration is the part of starting a school that most new proprietors underestimate. It is not a single form. It is a sequence of approvals, each of which depends on the one before. This guide sets out that sequence using the Basic Education Act, 2013 and the Ministry of Education’s published service charter and basic standards for registration.
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The legal basis
Section 50 of the Act bars anyone from establishing or maintaining an unregistered private school. Section 76 says applications go to the County Education Board (CEB) “in the prescribed manner”. Section 77 lets the Board reject applications that do not meet requirements, and it must notify the applicant of a rejection. Knowing these sections helps when you talk to officers: you are following the Act, not asking for a favour.
Step 1: Write to the education office about your intent
The Ministry’s basic standards describe the first step as a written notice of intent. Officers then check whether the site is suitable and whether the area needs the school. They look at population, distance to the nearest schools, land size and the site plan. Keep proof of the site visit, because later documents refer back to it.
Step 2: Put up or adapt facilities to approved plans
Once the site is accepted, build to architect’s plans approved by the county. Classrooms, toilets separated by gender, safe water, a kitchen if you serve meals, and play space all matter. Section 52(1)(d) requires premises that meet occupational health, safety and building standards.
Step 3: Get the inspections
Ask for a quality assurance and standards assessment and a public health inspection. Fix what they flag and ask for a re-visit. Fire safety advice from the county is worth getting at this point too, especially if you plan boarding.
Step 4: Assemble the application file
The Ministry’s citizen service charter lists the core documents for registering primary and secondary schools:
- a filled application form;
- CEB minutes approving the school;
- quality assurance and standards assessment reports;
- a copy of the title deed or lease agreement;
- the site plan;
- teacher qualification records.
The older basic standards add a public health report, approved architect’s plans, the business name or incorporation certificate, and TSC registration certificates for every teacher. Bring all of them. A file that is complete the first time moves faster.
Step 5: CEB decision and provisional registration
The Board must tell you within thirty days if it is satisfied. Approved primary and secondary applications are passed to the county office of the Education Standards and Quality Assurance Council. Your first registration is provisional for one year, renewable once, until the school is quality assured and registration is declared final.
Common reasons files stall
- A short lease, or no lease at all, for rented premises.
- Teachers without TSC numbers.
- Buildings that differ from the approved plan.
- Missing CEB minutes. Ask the secretary for a certified copy.
- Advertising “fully registered” during the provisional period, which is an offence.
Keep records from the first day
Section 52 also requires a school to keep a data bank on its learners and submit it when asked. Officers will also look at your admission register, attendance and staff files. A simple digital register saves you trouble at inspection time. Anademy by Ananke Digital can set up admission forms, a learner register and staff files that match what officers ask for. These are built to order, so ask for a quote before your inspection date.
Fees and forms change, so confirm current charges with your County Director of Education before you pay anything. Related: how to start a private school and starting a junior school.
Anademy = Ananke + Academy: school systems by Ananke Digital.