The Kenya National Examinations Council (KNEC) has outlined the process of replacing lost or damaged KCPE or KCSE certificates.
The process is entirely online via the Query Management Information System (QMIS), ensuring secure and efficient application management.
KNEC stresses that applicants must provide proof that their certificates are lost or destroyed before applying for an examination results certification.
Applicants must upload the following as part of their online application:
- Copies of certificate(s) or result slip(s). For KCPE, slips printed from the KNEC system from 2013 onwards are accepted.
- A police abstract reporting the loss of the certificate(s).
- A copy of the National ID or passport is required. Minors must provide a birth certificate and at least one parent/guardian’s ID.
- Confirmation from the Registrar of Persons on the applicant’s identity.
- One color passport-size photograph.
Applicants must ensure that their names on the ID, passport, or birth certificate match those used during the examination.
Legal name changes must be supported by official documents, such as a marriage certificate, a Kenya Gazette notice, or Sworn affidavits.
How to Apply Via KNEC Portal
Step 1: Access the QMIS Portal
All applications for the replacement of academic certificates are done online through KNEC’s Query Management Information System (QMIS).
- If you already have a QMIS account, log in using your existing username and password.
- If you do not have an account, you will need to create one to proceed.
Step 2: Create a QMIS Account
- Click on the “Register” button to start creating a new account.
- Provide the required details:
- Full name
- Mobile number
- Postal address
- Title (Mr., Mrs., etc.)
- Email address
- After entering all details and confirming your email address, click “Register”.
- The system will automatically generate your username and password and send them to your email. Use these credentials to log in to the QMIS portal.
Step 3: Fill Out the Application Form
- Once logged in, navigate to the “Lost Certificate” section to open the application form.
- Enter your Index Number, Examination Name, Year, and Series (month of the examination).
- Click “Find” to allow the system to verify your details. Your full name will then appear automatically in the form.
Step 4: Upload Required Documents
- Attach all mandatory documents in the attachments section, including police abstract, ID/birth certificate, and other supporting documents as required.
- Click “Submit” to send your application to KNEC for verification.
Also Read: Explainer: Guide to Confirming Your KCSE Registration Details
Payment and Fees:
The certification fee is KSh 5,220 per examination results certification letter.
After KNEC verifies the uploaded documents, a unique Pay-bill and account number will be sent via SMS to the mobile number used during registration.
Applicants can make payment via M-Pesa.
Collection of Certification Letters:
Applicants are required to collect their certification letters in person at KNEC offices once they receive an SMS alert that the letter is ready.
Applicants under 18 must be accompanied by a parent or official guardian, who must present their original ID and the minor’s birth certificate. Uncollected letters will be disposed of two years after the date of application without refund.
Also Read: KNEC Announces New Exam Rules for 2025 KPSEA and KJSEA
Processing Time
KNEC states that the replacement certificate is processed within 15 working days after all requirements are fulfilled.
Applicants who fail to meet all requirements or whose information differs from KNEC records may have their applications declined.
In such cases, applicants must delete the old application and reapply with the correct information and documents.
Contact Information
Applicants can visit the KNEC Head Office located at New Mitihani House, Popo Road, Nairobi. They may also reach the council via email at [email protected] or [email protected].
Additional information is available on the official KNEC website: https://www.knec.ac.ke.
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