How to Process Learner Transfers On The CBA Portal, KNEC Issues Guidelines

The Kenya National Examinations Council (KNEC) has issued a detailed guideline explaining how schools can initiate and approve learner transfer requests through the Competency-Based Assessment (CBA) portal.

According to KNEC, the move is aimed at helping school administrators manage student transfers more efficiently under the country’s Competency-Based Curriculum (CBC) framework.

In a notice released on Thursday, March 5, the council clarified that the transfer process must be initiated by the Head of Institution (HOI) at the school where the learner has moved to. The request must then be verified and approved by the Head of Institution at the school where the learner was previously enrolled.

According to KNEC, the process begins when the receiving school logs into the CBA portal using the Head of Institution credentials. The administrator is required to navigate to the “Learner Transfer Section” on the platform.

Under the “Assessment Number” field, the HOI must click the text box and enter the learner’s assessment number before clicking the search button to retrieve the learner’s records.

Once the assessment number is entered correctly, the learner’s details will appear in the search results window. At this stage, the Head of Institution from the receiving school will be able to confirm the learner’s identity and proceed with the transfer request by clicking the “Submit Transfer” button. This action officially initiates the transfer process within the system.

After the transfer request has been submitted successfully, the system automatically updates the learner transfer statistics on the portal. The number of pending transfers will increase by one, indicating that a new request is awaiting approval.

Additionally, the portal will display key information related to the learner’s previous school, including the contact details of the head of that institution.

The transfer process, however, is not completed until the originating school reviews and approves the request. KNEC emphasized that the Head of Institution at the learner’s former school must log into the CBA portal using their own credentials to finalize the process.

Upon logging in, the HOI must first select the learner’s grade and then navigate to the “Transfer” menu on the portal. Under the Learner Transfer Management section, the administrator should click the “Pending” tab, which will display a table containing all transfer requests submitted for learners currently enrolled in the school.

The table will provide the school administrator with several control options under the “Action” column. From there, the Head of Institution can review each request and either approve or reject it. By accepting the transfer request, the originating school formally releases the learner, allowing the transfer to be completed and the student’s records to be moved to the new institution.

KNEC noted that the two-step approval process is designed to maintain the accuracy and integrity of learner records within the CBA system. It also ensures that both institutions are aware of the movement of students and that official records remain up to date.

The announcement comes shortly after the examinations council opened registration for the 2026 national assessments. Earlier this week, KNEC confirmed that candidate registration for the Kenya Junior School Education Assessment had officially begun.

In a separate notice issued on Tuesday, March 3, the council urged school principals and administrators across the country to begin registering their candidates without delay through the CBA portal.

The registration exercise is part of preparations for the upcoming national assessments under the CBC system. The council also provided clear deadlines for the various registration processes. Registration for the Kenya Primary School Education Assessment (KPSEA) is scheduled to close on March 16.

Meanwhile, registration for both the Kenya Certificate of Secondary Education (KCSE) and the Kenya Junior School Education Assessment (KJSEA) will remain open until March 31. KNEC encouraged school heads to ensure that all eligible learners are registered within the stipulated timelines to avoid last-minute challenges.

The council warned that late registrations may not be accommodated once the portal closes, emphasizing the importance of adhering to the provided schedule.

Through these measures, KNEC aims to streamline both learner transfers and candidate registration processes while strengthening the management of student data within the national education assessment system.

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