NEMIS Portal Kenya: Registration, UPI Number, Track Learners' Performance, and Contacts

Learn how the NEMIS Portal is revolutionizing education data management in Kenya. From registration to academic progression, discover its impact today.

Oct 8, 2023 - 09:24
NEMIS Portal Kenya: Registration, UPI Number, Track Learners' Performance, and Contacts
NEMIS Portal Kenya: Registration, UPI Number, Track Learners' Performance, and Contacts

Welcome to the age of digital transformation in education! If you've ever wondered about Kenya's strides in streamlining its educational system, the NEMIS Portal stands tall as a shining example. Understanding the National Education Management Information System (NEMIS) is crucial for parents, teachers, and students. So, let's dive into this informative guide.

Introduction to the NEMIS Portal

In 2018, the Kenyan Ministry of Education ushered in an era of digital enlightenment for the education sector. A significant step in this direction was the mandatory introduction of a Unique Personal Identifier (UPI) number for every learner, from the youngest in nursery school to those pursuing higher education in universities. But why? What drove this change?

The UPI, a six-character code, was envisioned to combat several challenges:

  1. Curtail the proliferation of fake educational certificates.
  2. Address the issue of ghost teachers.
  3. Streamline and provide accurate data regarding student enrollment.

This initiative, akin to the Personal Identification Number issued by the Kenya Revenue Authority, now enables seamless tracking of students' academic progress throughout their learning journey.

Understanding NEMIS

The National Education Management Information System (NEMIS) is more than another digital platform. It's the cornerstone of the Kenyan educational system’s data management strategy. As a web-based solution, NEMIS gathers, processes, and reports data from various educational institutions, ensuring that every learner's journey is appropriately documented and no student is left behind.

Why NEMIS? The Objectives Demystified

NEMIS was birthed with a clear vision and mission. Its objectives include:

  1. Serving as an online platform to capture comprehensive education data.
  2. Facilitating the sharing of data among various educational agencies to streamline decision-making processes.
  3. Integrating Business Intelligence (BI) tools to generate statistics that inform national and international educational indicators.
  4. Enhancing the flexibility in resource allocation to educational institutions.
  5. Assisting in tracking cost parameters in the educational sector.
  6. Incorporating the Geographic Information System (GIS) to analyze and visualize educational data geographically.

Who Should Engage with NEMIS?

The beauty of NEMIS lies in its inclusivity. It caters to a broad spectrum of stakeholders, including:

  • Ministry of Education
  • Ministries, Departments, and Agencies
  • Teachers
  • ICT professionals
  • Learners and their Parents/Guardians
  • Various school associations

Navigating NEMIS: Registration & The Power of UPI

Upon registering with NEMIS, each user is assigned a UPI number. This digital key unlocks a world of possibilities, from tracking academic progress to accessing various educational resources.

System Requirements for Accessing NEMIS

To access NEMIS efficiently, you will need the following:

  • A laptop or desktop running Windows Vista or a higher operating system.
  • A processor with a speed of at least 2.4 GHz.
  • 1 GB of RAM or more.
  • 120 GB of free hard disk space.
  • A modern browser (preferably Google Chrome).
  • Office applications like Open Office, Microsoft Office, and Microsoft Excel.
  • A reliable internet connection with a speed of over 2MBPS (3G, 4G, or 5G).
  • A digital camera for capturing learner images.
  • A printer may be necessary, especially for institutions with a large student population.

How to Register on NEMIS

Registering on NEMIS is a straightforward process. Once you register, you will receive a UPI (Unique Personal Identification) number, which will be your key to accessing the system and tracking learners' academic performance. Here's how to do it:

  1. Visit the NEMIS portal.
  2. Log onto the system using your official login credentials, username, and password.
  3. Click on the 'LEARNER' tab and select 'View my learners' from the drop-down list.
  4. Select the class or form of the learner for whom you want to register. A list of learners will be displayed.
  5. Click on the 'ADD NEW STUDENT' tab at the top left corner of the list. A new window titled 'Learner Bio Data' will appear.
  6. Enter the learner’s details correctly, including surname, first name, other names, birth certificate entry number, date of birth, gender, nationality, and exceptional condition (if any). Click 'SAVE BASIC DETAILS' when done.
  7. The learner will be assigned a new UPI.
  8. Update the learner's contact details and special needs information as needed.

Please note that it's essential to remember your password, as password resets are only possible 24 hours after the last reset.

How to Register Form 1 Students in NEMIS

Adding new Form 1 students to the system is essential for accurate record-keeping. Here's how to do it:

  1. Collect the admission letters of the Form 1 students.
  2. Log in to your NEMIS account using your school's UPI and password.
  3. Access the "Learner" module from the dashboard.
  4. Click on "Admit/Capture Request" from the drop-down menu.
  5. Search for the student details by their KCPE Index number or UPI number.
  6. Admit the student by clicking the "ADMIT" button.
  7. Confirm the accuracy of their details by clicking "View Learner" under the "Learners" tab and make any necessary edits.

How to Register Primary School Pupils

Registering primary school pupils may require starting from scratch, as they still need to be put in the system. Follow these steps:

  1. Log in to your NEMIS account using your school's UPI and password.
  2. Access the "Learners" module from the dashboard.
  3. Go to the registration tab to begin registering a new student.
  4. Capture the student's details, including their name as it appears on their birth certificate, grade, talents, and other relevant information.
  5. Attach a clear passport-sized photo of the student.
  6. Verify the entered information for accuracy and save it to the system.

Receiving Transferred Students

When receiving students transferring from other schools, use this procedure:

  1. Log in to your NEMIS account using your school's UPI and password.
  2. Access the "Learners" module from the dashboard.
  3. Click on "Receive Learner" from the "Learners" tab drop-down menu.
  4. Search for the student by their UPI number or Index number.
  5. Admit the student after locating their profile.

Releasing Students for Transfer

If a student intends to transfer to another school, follow these steps to release them:

  1. Log in to your NEMIS account using your school's UPI and password.
  2. Access the "Learners" module from the dashboard.
  3. Click on "Release Learner" under the student's profile.

NEMIS Modules

NEMIS comprises four key modules:

  1. Institutions Module: This captures registration and physical aspects of institutions, including infrastructure, utilities, co-curricular activities, teaching materials, and emergency reporting.
  2. Learners Module: This captures learner details from registration to performance progression and talent tracking.
  3. Staff Module: It captures details of teaching and non-teaching staff, including mobility, teaching areas, study areas, and responsibilities.
  4. Finance Module: This module deals with income and expenditure details, including fees, capitation, income returns, development funds, and expenditure returns.

The Power of UPI in NEMIS

What’s so special about the UPI? This unique identifier, specifically tailored for the Kenyan educational sector, ensures accurate record-keeping, efficient resource management, and enables both students and parents to track academic performance across different educational levels.

NEMIS Contacts

If you encounter any issues or have questions about the system, don't hesitate to reach out to the Ministry of Education or the NEMIS helpdesk:

Organization Ministry of Education
Physical Location Jogoo House B, Harambee Avenue, Nairobi County
Postal Address PO Box 30040-00100, Nairobi, Kenya
Phone Number +254-020-3318581
Email [email protected]
NEMIS Helpdesk
Phone 1 +254-020-3318581
Phone 2 +254700000000
Email 1 [email protected]
Email 2 [email protected]

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The NEMIS portal, backed by the Ministry of Education, has revolutionized how data is managed in the educational sector in Kenya. By championing transparency, efficiency, and accountability, NEMIS is not just a digital tool; it’s the future of education in Kenya.


What is the UPI in NEMIS?

    • It's a unique identification number assigned to each individual in the Kenyan education system.

Why was NEMIS introduced?

    • To streamline data management, promote transparency, and enhance the decision-making process in the education sector.

Can parents access NEMIS to track their child’s performance?

    • Absolutely! Parents can use the UPI to monitor their child's academic journey.

Is the registration on NEMIS a one-time process?

    • Once a user is registered and assigned a UPI, it remains with them throughout their educational journey.

Who can register on NEMIS?

    • Various stakeholders include learners, teachers, parents, and various educational institutions.

Is the UPI similar to a Personal Identification Number (PIN)?

    • Yes, much like the PIN issued by the Kenya Revenue Authority, the UPI serves as a unique identifier in the educational realm.

What if a learner doesn’t have a birth certificate? Can they still be registered on NEMIS?

    • Other identification methods can be utilized without a birth certificate, such as a national ID for learners above 18.

How secure is the data on NEMIS?

    • The Ministry of Education has ensured robust security measures to protect all data on NEMIS.
Joseph Richard Joseph is a graduate of Mathematics and Computer Science (Applied Option). With expertise in Technology and Finance, he brings his knowledge to the field, demonstrating an authoritative understanding of these interrelated areas. Joseph is pursuing a Master's in Software Engineering, further expanding his skill set.