Appendix 4

THE KENYA NATIONAL EXAMINATIONS COUNCIL

‘Towards A Competency Based Assessment’

Competency Based Assessment (CBA) Portal

USER GUIDE
FOR SCHOOLS
TABLE OF CONTENTS

1.0. INTRODUCTION ............................................................................................................................ 4

1.1. Accessing the CBA portal: URL ................................................................................................... 4
1.2. LOGIN page.................................................................................................................................. 4
2.0. HOME PAGE ................................................................................................................................... 5
3.0. UPDATE SCHOOL DETAILS ........................................................................................................ 6
4.0. INSTRUCTIONS ON CONDUCT OF ASSESSMENT .................................................................. 6
5.0. REGISTRATION OF LEARNERS .................................................................................................. 7
5.1. How to Add New learner(s) .......................................................................................................... 7
5.2. How to Transfer / Add learner(s) from Another school ................................................................ 8
5.2.1. Accept / Decline Transfer requests ........................................................................................... 9
6.0. LEARNER PROGRESSION/ MOVEMENT ................................................................................... 9
6.1. Progression / movement of a learner to a higher Level / Grade .................................................. 10
6.2. Learner progression / movement from Age based to Stage based .............................................. 10
7.0. ASSESSMENT MATERIALS/ TOOLS ........................................................................................ 11
7.1. Steps for downloading Assessment Materials/Tools .................................................................. 11
8.0. CAPTURE ASSESSMENT OUTCOMES ..................................................................................... 12
8.1. Steps to capture Assessment Scores/ Outcomes ......................................................................... 12
8.2. Steps to amend/ edit Assessment Scores/ Outcomes .................................................................. 13
9.0. REPORTS ....................................................................................................................................... 14
9.1. Nominal Roll............................................................................................................................... 14
9.2. Outcomes Report ........................................................................................................................ 14
10.0. ONLINE QUESTIONNAIRE..................................................................................................... 14
11.0. PARENTS/GURDIANS VIEWING THEIR LEARNERS’ DETAILS ..................................... 15

Competency Based Assessment (CBA) Portal User Guide for Schools Page 2 of 17
LIST OF FIGURES

Figure 1: Login page .................................................................................................................................... 4

Figure 2: Home page .................................................................................................................................... 5

Figure 3: Grade 3 Dashboard ...................................................................................................................... 5

Figure 4:Update School Details ................................................................................................................... 6

Figure 5:Instructions on Conduct of Assessment page ................................................................................. 6

Figure 6:Registration of learner(s) dashboard ............................................................................................ 7

Figure 7: Adding learner(s) .......................................................................................................................... 7

Figure 8: Transfer/ Add Learner from Another School ................................................................................ 8

Figure 9: Search/ Find and Transfer Learner using Assessment number .................................................... 8

Figure 10: Search/ Find and Transfer Learner using School Code ............................................................. 8

Figure 11: Transfer Requests ....................................................................................................................... 9

Figure 12:Learner progression from foundation to intermediate .............................................................. 10

Figure 13:Moving a learner from Age based to Stage based level............................................................. 10

Figure 14: Assessment Materials / Tools by Grade/Level and learning Area ............................................ 11

Figure 15: specific Assessment materials/Tools ......................................................................................... 11

Figure 16: Learning Areas to capture Outcomes ....................................................................................... 12

Figure 17: Capturing Assessment Outcomes for Grade 3 Learners........................................................... 12

Figure 18:View/Edit Learner Outcomes ..................................................................................................... 13

Figure 19:Amend and Save Learner Outcomes .......................................................................................... 13

Figure 20:Nominal Roll .............................................................................................................................. 14

Figure 21: Accessing questionnaire for Administrative Feedback ............................................................. 14

Figure 22:How to fill in online questionnaire and submit feedback .......................................................... 15

Figure 23: CBA Portal / Login/ View learner details ................................................................................. 16

Figure 24: Select Learner Grade and key in valid Assessment Number .................................................... 16

Figure 25: Learner details displayed.......................................................................................................... 17

Competency Based Assessment (CBA) Portal User Guide for Schools Page 3 of 17
1.0. INTRODUCTION
Competency Based Assessment (CBA) Portal is a web-based system for managing the online
delivery of assessment tools, registration of learners and uploading of assessment
outcomes\scores by schools.

1.1. Accessing the CBA portal: URL

Schools, Parents and Guardians shall access the CBA Portal using the web
address: https://cba.knec.ac.ke or through the KNEC website:
https://www.knec.ac.ke / KNEC-Portal by clicking on the link, CBA Portal.

1.2. LOGIN page

Schools shall login using their username and password

Figure 1: Login page

1. Click on Enter Username and Enter Password to key in the username and
password respectively.
2. Click the login button to access the school home page.
3. Schools that have forgotten their username and password should contact the
Sub County Director of Education (SCDE) for reset of passwords.

Password Security. Keep It Secure, Safe and Private. Sharing your username and
password may seem harmless, but it can open up access to confidential data.

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2.0. HOME PAGE
Upon successful login, the window below with menu items shall open for schools to access
various functions in the system.

Figure 2: Home page

Open the Grade / Level by clicking to perform various tasks by selecting specific button

as shown in figure 3 below.

Figure 3: Grade 3 Dashboard

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3.0. UPDATE SCHOOL DETAILS
To update school details, click on the Update School Details button, key in school details and
the update button as shown below.

Figure 4:Update School Details

4.0. INSTRUCTIONS ON CONDUCT OF ASSESSMENT

This is the first menu item containing all instructions on the conduct of the assessments.

1. Click on the button to open the below window

Figure 5:Instructions on Conduct of Assessment page

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 2. Select and Click on the or button to view and/or download the
general or grade/level specific instruction as shown in figure 5 above.

5.0. REGISTRATION OF LEARNERS

Click the Register Learners button to generate the interface below for schools to
register leaner(s) to their school.

Figure 6:Registration of learner(s) dashboard

5.1. How to Add New learner(s)

1. To register new learners, click to open the window below.
2. Provide learner details and save as shown below.

Figure 7: Adding learner(s)

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 5.2. How to Transfer / Add learner(s) from Another school
1. To register learner(s) from other schools, click

Figure 8: Transfer/ Add Learner from Another School

2. The window below shall be generated to key in the learner’s assessment

number, view learner details and transfer.

Figure 9: Search/ Find and Transfer Learner using Assessment number

3. If the learner Assessment number is not known, use the school code for the
previous school to search for the learner and acquire the Assessment number
as shown below.

Figure 10: Search/ Find and Transfer Learner using School Code

Competency Based Assessment (CBA) Portal User Guide for Schools Page 8 of 17
 4. View learner details and click the Transfer Button.
5. The head teacher at the school where the learner is currently registered will be
prompted to accept/ decline the transfer request.

5.2.1. Accept / Decline Transfer requests

1. Requested transfers for learners to other schools shall be viewed under
the Transfer Requests for the specific grade / Level button as shown
below.

Figure 11: Transfer Requests

2. To accept transfer of a learner to another school, click ‘ACCEPT’
button. Learners whose transfer has been accepted shall automatically
be removed from the current school list and transferred to the other
school.

3. To decline transfer of a learner to another school, click ‘DECLINE’

button and you will be prompted to select/ specify the reason for
declining.

4. Schools can follow up with the SCDE to resolve issues on declined

transfers.

6.0. LEARNER PROGRESSION/ MOVEMENT

Schools shall be able to manage progression of learners from foundation to intermediate,
all the way to vocational level and from stage based to age based and vice versa.

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 6.1. Progression / movement of a learner to a higher Level / Grade
1. Click the progression of learners button to view and move a learner(s) by
selecting the desired Level / Grade.

2. Click the Move learner button and the learner will be automatically moved to
the selected Level / Grade.

Figure 12:Learner progression from foundation to intermediate

6.2. Learner progression / movement from Age based to Stage based

The same steps for progression / movement of a learner in figure 18 shall be
followed to move learner from Age based to Stage based and vice versa.

Figure 13:Moving a learner from Age based to Stage based level

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7.0. ASSESSMENT MATERIALS/ TOOLS
This menu provides access to the assessment materials.

7.1. Steps for downloading Assessment Materials/Tools

1. Click on the button to open the below window to view
and download Instructions and Assessment tools categorized by grade/level
and Learning Area.

Figure 14: Assessment Materials / Tools by Grade/Level and learning Area

2. Select and click on the button for the specific

Learning Area to download specific assessment materials/ tools.

3. Select the appropriate tools for learners in your schools and Click on the
button to save the assessment tool as shown in figure 15 below.

Figure 15: specific Assessment materials/Tools

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8.0. CAPTURE ASSESSMENT OUTCOMES

8.1. Steps to capture Assessment Scores/ Outcomes

1. Select the Grade / Level

2. Click the Capture Assessment Outcomes button to open the learning areas
as shown below.

Figure 16: Learning Areas to capture Outcomes

3. Click Capture Assessment Outcomes for the specific learning area to

capture and save outcomes for each learner as shown below.

Figure 17: Capturing Assessment Outcomes for Grade 3 Learners

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 8.2. Steps to amend/ edit Assessment Scores/ Outcomes
1. Click on View/Edit Outcomes button to generate the window below.

Figure 18:View/Edit Learner Outcomes

2. Click Amend Outcomes button for the specific learner to edit/ amend their
outcomes as shown below.

Figure 19:Amend and Save Learner Outcomes

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9.0. REPORTS
Schools can view, download, or print various reports from the CBA portal by clicking on
the specific report button.
9.1. Nominal Roll
To generate the Norminal Roll of a specific Grade / Level as shown below, click the
button.

Figure 20:Nominal Roll

9.2. Outcomes Report

To generate the Outcomes Report of a specific Grade / Level, click the

button to view learners’ outcomes.

10.0. ONLINE QUESTIONNAIRE

Where Schools are required to provide administrative feedback for a specific Grade /
Level, they shall access the questionnaire following the steps below:

1. Click the button to open the window below.

Figure 21: Accessing questionnaire for Administrative Feedback

Competency Based Assessment (CBA) Portal User Guide for Schools Page 14 of 17
 2. Click the button under Administrative Feedback to provide
information for use to establish how Monitoring Learner Progress was undertaken in
schools as shown below.

Figure 22:How to fill in online questionnaire and submit feedback

11.0. PARENTS/GURDIANS VIEWING THEIR LEARNERS’ DETAILS

Parents/ Guardians shall be able to view their Learners details and the status of their SBA
scores/ outcomes using the Learner’s Assessment number following the steps below:

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 1. Access the CBA Portal using the link https://cba.knec.ac.ke or through the KNEC
website: https://www.knec.ac.ke / KNEC-Portal by clicking on the link, CBA Portal.

Figure 23: CBA Portal / Login/ View learner details

2. Click on the button to open the window below to select your

Child / Learner’s Grade/ Level and input the Assessment Number.

Figure 24: Select Learner Grade and key in valid Assessment Number

NB: Parents/ Guardians MUST select the correct Grade/ Level and provide the Valid
Assessment Number for their child / Learner to proceed. As indicated, they should
contact their Child’s school to get valid information if they have a challenge/ issue.

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 3. Upon successful selection of the learner Grade/ Level and input of a valid Assessment
Number, Click the FIND button to view your child’s details as displayed below.

Figure 25: Learner details displayed

Parents/ Guardians shall therefore view the following details about their learner.
 Assessment Number - Same as the one they used to view details
 Name of the learner
 Gender: Male (M) of Female (F)
 School Code
 Name of the school
 Current Grade/ Level
 Pathway (Age / Stage based)
 Status of SBA Outcomes/Scores: Total number of Learning Areas with Score
out of the expected number of Learning Areas

While on this interface, Parents / Guardians shall be able to view details of their other
learners (if they have more than one child in school) by selecting their current Grade/
Level and keying in their Assessment Number.

Thank you!

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