CHAPTER ONE: REGISTRATION OF AND CANDIDATES

2.2. Registration of Candidate

The assessment centre shall verify if the candidate meets the entry
requirements as specified in the respective curriculum.
A candidate with foreign qualifications shall provide a Certificate of
Equation from the relevant authority.
The assessment centre shall provide the following information:
 The Candidate's personal details (Full Name, National ID Number,
Birth Certificate Number, Mobile number, and Email address)
 Year of admission
 Type of qualification (full or partial qualification)
 Programme Qualification Code as registered by KNQA
 Name of the qualification (course)
 Unit(s) of competency and unit(s) code
 Special needs, if any
The assessment centre shall upload the following documents:
 Copies of academic certificates certified by the issuing authority
 Passport size photo in JPEG or PNG format as per the specifications
in the Council portal. (Annex I)
 A copy of National ID Card or relevant pages of passport for foreign
candidates
 A copy of Kenyan birth certificate where National ID is not available
 A report from Education Assessment Research Centre (EARC) for a
candidate with Special Needs (SNs)
Trainee's details shall be uploaded into the Council portal by the
assessment centre within the first month of admission.
Credit Transfer
Kenya credit accumulation and transfer system (KCATS) by the relevant
authority shall be applied for a candidate seeking credit transfer.

Assessment fees
 A candidate shall be required to pay assessment fee to the Council
through the assessment centre.
 The assessment centre shall generate an invoice from the Council's
portal and make payments as per timelines determined and
communicated by the Council.
 The assessment centre shall print the nominal roll from the
Council's portal and present it to the candidate for verification and
signing.
 Assessment centres shall cater for the cost of assessment materials,
tools, and equipment.

Transfer of a Candidate
 The Council may transfer a candidate from one assessment centre
to another.
 A candidate may transfer from one assessment centre to another
with the authority of the Council.
 The candidate intending to transfer shall fill the candidate transfer
form (Annex II) and submit it to the Council.
  The centre whose candidate is being transferred from shall provide
material fees to the assessment centre receiving the candidate.
 The proposed assessment centre shall verify the portfolio of
evidence received from the transferring candidate.

Late Registration of Candidate

The Council may accept late registration of a candidate, but such a
candidate will be required to pay a late registration fee to be determined
by the Council from time to time.

Withdrawal of Candidature
 A candidate who withdraws from an assessment will be required to
re-register and re-pay the assessment fee for a subsequent
assessment.
 The Council shall not refund to the candidate any amount of the
assessment fee paid if the candidate withdraws from an
assessment.

CHAPTER TWO: DEVELOPMENT OF ASSESSMENT TOOLS

This chapter covers the development of assessment tools, qualifications,
roles of assessment tools developers, and roles of assessment tools
validation panels applicable to continuous and summative assessment.
Assessment Tools Developers
Qualification of an Assessment Tool Developer
An assessment tool developer shall:
 Be a qualified subject expert who may be a trainer and/or an
industry practitioner.
 Have relevant qualifications recognized by the Council.
 Have at least one level higher qualification than the level of the
assessment tool to be developed.
 Have been trained by the Council on Competency-Based
Assessment (CBA).
 Be proficient in computer applications.

Roles of an Assessment Tools Developer:

An assessment tool developer shall carry out the following tasks in line
with Council's guidelines on assessment tools development
 Prepare a table of specifications.
 Develop assessment items.
 Package assessment tools in the form of:
a. Candidate's tool
b. Assessor's tool
c. Cutting lists.
d. observation and product checklist
 Proofread and edit the assessment tools.

Adaptation for Candidates with Special Needs:

An assessment tool shall be adapted to a candidate with special needs
without giving undue advantage or disadvantage to the candidate or other
candidates.

Assessment Tools Validation Panel

Composition of Assessment Tools Validation Panel:
 The panel shall be constituted per unit of competency.
 Members shall be selected by the HOD
 The panel shall consist of three members, including an internal
verifier.
Note: An assessment tool developer for the unit being validated shall be a
member of this panel.

Portfolio of Evidence
The portfolio of evidence shall entail the trainee's file and other
supporting evidence, which shall be maintained by the department in hard
and/or soft copy.
Trainee's File:
The trainee file shall be in duplicate with the original kept in the
department and the duplicate by the trainee. It shall include:
 Admission documents of the trainee.
 Labelled audio-visual clips and accompanying marked checklist.
 Labelled products and/or photos of products.
 Marked answer scripts
 Completed observation and product checklists
 Mentoring tools and reports where applicable.
 Outcomes of appeals where applicable.
 Plagiarism reports where applicable.
 Copies of certification of various units of competency from the
Qualifications Awarding Institution.
Internal Assessor's (Trainers) File:
The internal assessor's file shall include:
 Candidates' assessment tools.
 Copies of assessment timetables.
 Assessor's tools.
 Class attendance registers.
 Continuous assessments attendance registers.
 Mark sheets.
 Assessment reports.
Internal Verifier's File:
The internal verifier's file shall include:
 Copy of appointment letter as an internal verifier.
 Memos for assessment tools validation meetings.
 Validation meetings minutes and reports.
 Duly signed meetings attendance registers.
 Assessment plans.
 Mark sheets for sampled candidates.
 Verification schedules.
  Verification reports.
Assessment Centre Officer's File:
The assessment centre officer's file shall include:
 Copies of master assessment timetables.
 Copies of validation meetings minutes and reports.
 List of registered candidates.
Photos and Video Clips Requirements
Specifications:
 The video shall be in MP4 format and of high-definition quality i.e.
(1280x720 pixels) or higher.
 The video clip shall not be less than 1 minute.
 Photographic images shall be in JPEG format and in high resolution.
Usage in Practical Assessment:
In the practical assessment, the video clips shall capture evidence at
critical points of assessment as provided for in the assessment tool.
Presentation of Evidence
Format:
A trainee's portfolio of evidence (PoE) file shall be organized in the
following format:
 Title page shall include the candidate's information (Full name,
national ID. No., Council's registration number, course, qualification
code, Unit(s) of competency, passport size photo).
 Folio sheet shall have a duly filled folio sheet reflecting its unique
features, entries, and organization.
 Evidence shall be as per clause 4.1.1 above.
 Each unit of competency shall have its own section in the file.
Verification:
The internal verifier shall verify that the evidence provided is authentic,
valid, current, and sufficient using a checklist.
Adaptation for Special Needs:
The PoE for a trainee with special needs shall be translated and presented
in a conventional standard.
Storage and Security of Portfolios of Evidence
Responsibility:
The department shall be responsible for the storage and security of PoE.
Security Systems:
An assessment centre shall securely store all the PoEs and shall have
appropriate security systems in place.
Maintenance Period:
The PoEs shall be maintained by the center for a period that shall be
determined by the Council.
Posting of Marks into the Council Portal
Timeline:
The assessment centre shall post continuous assessment marks in the
Council's portal within a period determined by the Council.
Verification:
Marks posted in the portal shall be verifiable from the PoE, failure to which
course requirements shall not have been met.
Review:
Review of PoE for marks posted in the portal shall be conducted at least
one month before summative assessment.

ADMINISTRATION OF SUMMATIVE ASSESSMENT

Administration of summative assessment ensures that assessment is
conducted within the stipulated regulations and guidelines for credible
assessment results. This chapter covers modes of delivery of assessment
materials, appointment of assessment officials, and conduct of written and
practical assessment.
Assessment Schedule
 The Council shall conduct assessment twice a year in March/April
and October/November.
Electronic Delivery, Printing, and Storage of Assessment Tools
 Assessment tools shall be uploaded in the Council's portal as per the
Council's guidelines.
 Assessment centers shall access assessment tools from the portal at
least one hour before the start of assessment using their
assessment center log-in credentials.
 Assessment center manager shall access the assessment tools
using a password provided by the Council.
 The printed assessment tools shall be packaged as per the Council's
guidelines.
 Packaged assessment tools shall be stored under lock and key in a
secure room.
Centralized Printing, Delivery, and Storage
 The printing and packaging of assessment tools shall be done at a
facility approved by the Council.
 The assessment tools shall be printed, packaged in envelopes, and
packed in boxes using a checklist of candidates, courses, and
assessment centers.
 Packaged assessment tools shall be stored in a facility approved by
the Council.
 Only authorized persons shall have access to the assessment tools.
 Records of printing and storage of assessment tools shall be
maintained as per Council's guidelines.
 Packed assessment tools and materials shall be securely delivered
to and from assessment centers.
 Packed assessment tools and materials shall be delivered at least
one (1) week before the commencement of assessment.
 Assessment tools and materials shall be stored in facilities approved
by the Council in counties or sub-counties.
 Assessment tools and materials delivery records shall be maintained
as per Council's guidelines.
Transmission of Time Tables and Cutting Lists
 Draft assessment timetable shall be uploaded on the Council's
portal and website at least six (6) weeks before the commencement
of assessment.
  Assessment centers shall provide feedback on the draft timetable
within one week.
 The final timetable shall be sent to the assessment centers at least
one (1) month before assessment.
 Cutting lists shall be shared with assessment centers at least one
(1) month before the assessment period.
Appointment of Supervisors and Invigilators
 The Council shall appoint supervisors and invigilators from trainers
in TVET institutions, teachers in secondary schools, and government
officers.
 The Council shall appoint supervisors and invigilators at least two
(2) weeks prior to the commencement of assessment.
 The Council shall brief supervisors and invigilators at least one (1)
week prior to the commencement of assessment.
Appointment of External Verifiers and Internal Assessors
 Placement of external verifiers shall be done from the Council's
database as per their areas of specialization.
 An assessment center shall appoint internal assessors and send
their details to the Council at least two (2) weeks before the
commencement of practical assessment.
 A briefing for internal assessors and external verifiers shall be done
at least one (1) week prior to the commencement of practical
assessment.
 Internal assessors and external verifiers shall conduct themselves as
per the Council's assessors and verifiers code of conduct (Annex IV).
Assessment Malpractices
 Assessment Malpractices shall be handled as per the TVET CDACC
assessment rules and regulations.
Conduct of Written Assessment
 The assessment center manager shall collect assessment materials
daily from the designated storage facility as per the assessment
timetable.
 The assessment center manager shall hand over the assessment
materials to the supervisor in the assessment venue as per Council's
guidelines.
 Council's answer booklets shall be issued to the candidates together
with the respective assessment tools by the invigilator.
 Supervisors, invigilators, and candidates shall conduct themselves
as per the Council's assessment rules and regulations.
 Assessment of candidates with special needs shall be as per the
Council's guidelines.
 Supervisor shall receive answer scripts in sealed envelopes from
invigilators and hand them over to the assessment center manager.
 The assessment center manager shall deliver answer scripts to the
storage facility daily at the end of the assessment(s).
 Supervisor shall submit a report on the conduct of assessment to
the Council within one (1) week after the completion of the
assessment.
Conduct of Practical Assessment
  An assessment center shall provide adequate tools, equipment, and
materials for practical assessment as per the cutting lists.
 The Council may administer practical assessment during training
through projects or short-timed practical assessment administered
during the summative assessment period.
 Summative short-timed practical assessment administered during
the summative assessment period shall be conducted before the
written assessment.
 Internal assessor(s) shall receive practical assessment tools from
the external verifier.
 Internal assessor(s) shall mark practical assessment for all
candidates as per Council's guidelines.
 External verifier shall mark practical assessment for sampled
candidates as per Council's guidelines.
 External verifier shall upload the moderated marks in the Council's
portal at the end of the practical assessment.
 Internal assessors and external verifiers shall each submit a report
on the conduct of practical assessment within two (2) days after
completion of the assessment as per the prescribed format.
5.10. Monitoring of Assessment
 Multi-agency team shall be involved in monitoring of assessment.
 A briefing for monitoring officers shall be done one (1) week prior to
the commencement of assessment.
 Monitoring of assessment shall be undertaken throughout the
assessment period.
 A monitoring report shall be submitted by monitoring officers for
each assessment center monitored.
Conduct of Assessment Officials
 Assessment officials shall conduct themselves as per the Council's
guidelines.
 Assessment officials shall declare a conflict of interest.
Custody of Answer Scripts, Practical Assessment Checklists, and
Evidences
 Answer scripts shall be securely stored in facilities approved by the
Council.
 Practical assessment checklists and evidences shall be securely
stored for six (6) months after the release of results.
Recognition of Prior Learning Assessment
 Recognition of prior learning assessment shall be conducted as per
the following policy documents:
o Recognition of prior learning policy framework in Kenya.
o Guidelines for implementation of recognition of prior learning
in Kenya.
o TVETS 02 recognition of prior learning standard.
o TVET CDACC recognition of prior learning assessment and
certification guidelines.
Electronic Assessment
 Electronic assessment shall be conducted as per TVETA ODeL
standards.
  Assessment tools for electronic assessment shall be transmitted in
real-time.

ANALYSIS OF ASSESSMENT RESULTS AND CERTIFICATION

Candidates are entitled to Council's certification upon meeting all the set
assessment requirements. The Council shall award assessment results
slips and certificates after the completion of the course, unit of
competency, or elements as per the Council guidelines.

Analysis of Assessment Results

 7.1.1. Determination of Competence: A candidate shall be
declared competent in a unit of competency if the candidate shall
have obtained at least 50% in each of the following: i. Weighted
results between continuous assessment and summative assessment
where the former constitutes 60% and the latter 40%; ii. Continuous
theory assessment; iii. Summative theory assessment; iv.
Continuous practical assessment where applicable; and v.
Summative practical assessment where applicable.
Assessment Results Analysis: Assessment results shall be analyzed,
and reports generated as per Council's guidelines.
Re-assessment Analysis: Analysis of results for re-assessment shall be
based on summative assessment only.
Release of Assessment Results
Presentation to Committee: Analyzed results and reports shall be
presented to the appropriate committee of the Council.
Approval and Release: The appropriate committee shall present the
analyzed results and reports to the full Board for approval of results for
release.
Timely Release: The Council shall release approved results within seven
(7) working days after the approval of results for release.
Query Period: Assessment centers shall raise queries on results, if any,
within thirty (30) days after release of results.
Query Resolution: The Council shall process queries as per the Council's
guidelines.

Appeals for Remarking

 Appeal Process: A candidate shall appeal for remarking through
the assessment center within twenty-one (21) working days after
release of the results.
 Processing: The Council shall process the candidate's appeal as
per the Council's guidelines.
 Remark Fee: The remarking fee per unit shall be as determined by
the Council, payable through the assessment center.
 Outcome Communication: The outcome shall be communicated
to the candidate through the assessment center.
Re-assessment
  Eligibility: A candidate who has been declared not yet competent
shall be eligible for re-assessment through the assessment center
following the normal registration process.
 Continuous Eligibility: A candidate shall be eligible for re-
assessment until the candidate is declared competent.
 Fee: The re-assessment fee shall be as determined by the Council,
payable through the assessment center.
7.5. Certification
 Certificate Categories: The Council shall award three categories
of certificates to candidates who have met the Council's assessment
requirements as follows: i. Full Qualifications Certificate; ii.
Certificate of Competency; iii. Statement of Attainment.
 Collaboration: The Council may collaborate with industry or
qualification awarding institutions for dual certification as per
Memorandum of Understanding with such organizations.
 Security Features: Certificates shall have security features as
approved by the Council.
 Timely Issuance: The certificates shall be issued within six (6)
months after release of results.
 Collection: Candidates shall collect certificates from the institution
where the candidate undertook the training.
 Certificate Withdrawal: The Council may withdraw a certificate
under specific circumstances as outlined.
 Replacement: The Council shall replace lost or damaged
certificates only once upon provision of the required documents as
outlined in the certification standards and guidelines.
 Storage Fee: The Council shall charge a storage fee for certificates
that are not collected within six (6) months after being notified
certificates are ready.