Requirements for Registration of a School

May 08, 2023

1.1 Introduction

All Educational and Training institutions must be registered by the Ministry of

Education IN ACCORDANCE WITH Section 17 of the Education Act Cap 211 1968 (Revised 1980).

1.2 Procedure

See appendix I for the procedure here

1.2.1 Registration

(a) The intent to start a school or related training institution must be communicated in writing to the ministry of education upon which it will:

i. Check on suitability of the site.

ii. Consider the need based in light of school mapping and issues of access in the area, especially for public schools. Among the considerations will be

The population of the area

Distance to the nearest schools. The distance should not be more than 2½ kms for ECD and primary schools.

Number of schools in the area.

Size of the land/acreage.

Site plan.

iii. Grant permission to construct or lease the physical facilities (see appendix II on basic physical facilities requirements for registration of institutions).

NB: There must be evidence that the Ministry of education (MOE) officials has visited the site. The MOE should provide an approval letter for site visit.

(b) Once the basic facilities are put in place the owner/community requests for inspection of the institution by Quality Assurance and Standard Officers and Public Health Officers.

(c) The MOE should authenticate the assessment reports before deliberating on them

(d) Application forms for registration of the institution and manager in case of a private institution should be filled in triplicate.

The application forms MUST be accompanied by the following documents;

(i) Site approval letter

(ii) A copy of MOE Minutes or notification of MOE's decision signed by the SCDE in person.

(iii) An Inspection Report signed by the SuB County Quality Assurance and standards Officer in person and countersigned by SCDE

(iv) A Public Health Inspection Report signed by Sub County Public Health Officer in person.

(v) A copy of the Land Title Deed or renewable lease agreement of at least 8 years or a letter from Land Control Board certifying the concurrence of the community (for public institutions). The lease agreement must be drawn by a commissioner of oath

(vi) Copies of teachers’ academic, professional and Teachers Service Commission

Registration Certificates for all teachers in private/learning institutions run by religious organizations

(vii) Copy of business name registration certificate, certificate of incorporation or both for a private institution.

(NB.: Possession of this certificate is not a license to operate an educational /training institution).

(viii) Approved architect’s plan of the physical facilities.

(ix) A banker’s cheque addressed to the Permanent Secretary, Ministry of Education, as stated in “Registration Fees”.

1.2.2 Re- Registration of Educational Institution

Once a school has been registered as a public school, the Ministry of Education shall not change its status to private.

However, private schools can be changed to public schools as long as all the proprietors are in agreement and is not to be done at a cost.

Application for re-registration will be required when;

(i) Providing an additional class/classes.

(ii) Change of school status e.g. from mixed to single sex, from day to boarding and vice versa, from private to public

(iii) Introducing a new curriculum or course other than the one originally registered for.

(iv) Transferring the school to a new site.

(v) Re- opening a school that has been closed.

(vi) Changing ownership or management of the school.

(vii) Change of name of the institution.

(viii) Change of name of the location where the school had originally been registered

(ix) Re opening a de-registered school

1.2.3 De-Registration of Schools

Institutions of learning can be de-registered under the following circumstances

Failure to maintain the required standards

Failure to follow procedures prescribed in this document

Involvement in exam irregularities like cheating, poaching and export of candidates

1.2.4 Basic Physical Facilities - Requirements for Registration

The physical facilities should be disability friendly. For the requirements see appendix II

1.2.5 The Manager (for private schools)

i) The Manager must (for private schools only) have a minimum of Third Division ‘O’ Level/D+ KCSE qualification.

ii) A Manager who oversees day –to-day running of the institution must have necessary professional qualifications as a teacher. That’s is :

ECD-ECD certificate – for Nursery

Primary- P1 certificate – for Primary

Secondary- at least B.E.D or equivalent

ECD and Diploma colleges- at least B.E.D or equivalent

iii) The role of a manager will be to liaise with the proprietor/owner to provide resources for the physical development of the institution and employ teaching staff.

The teachers should have at least a grade higher than the level of education/training being offered.

iv) Private schools should establish a Management Board of at least three members.

v) The manager of the institutions should be that one appointed by the Minister of Education in writing.

1.2.6. Head Teacher (for private schools only)

The minimum professional qualifications required to head an institution are;

Pre-school : Relevant Pre-school Teacher Certificate

Primary : P1 certificate

Secondary / Teacher Training College : Degree in education or equivalent

ECDE : B.E.D with ECD/ Diploma ECD

2.0 Application forms

All application forms for approval of an institution and manager must be signed by

a) SCDE in person quoting SCEB minutes that approved the establishment of the institution

List of application forms;

i) Provisional registration

ii) Full Registration

iii) Re-registration

3.0 Standard Assessment Reports

The standard assessment reports must be signed and stamped by the Sub County Quality Assurance and Standards Officer and countersigned by the SCDE. The public health report must be signed and stamped by the Sub County Public Health Officer.

4.0 Business Name Certificate (for private schools)

Ministry of Education clearance to obtain a business name must be preceded by meeting conditions for registration of institutions/schools.

5.0 Registration Fee.

Those applying for Registration of Educational Institutions will pay to the Ministry of Education a non-refundable fee as follows;

Private Educational Institution;