KNEC Rolls Out Online System to Change Names on KCPE & KCSE Certificates

When Kenya National Examination Council (KNEC) launched its new online query system, candidates suddenly had a way to fix misspelled names on their certificates without trekking to an office. The move, announced on 12 March 2025, shifts the whole amendment process to a web portal and promises a thirty‑day turnaround.

Here’s the twist: the portal – officially called the Query Management Information System (QMIS) – lives on KNEC’s main website, and anyone with a Kenyan phone number can register, upload documents, and pay the fee via MPESA. The change matters because, until now, a simple typo could mean a whole year of delayed university enrollment or a missed scholarship.

Why the Name‑Change Process Matters

Imagine graduating from primary school, only to discover your birth certificate says "James" while your exam certificate reads "Jame". In the past, you’d have to travel to Nairobi, stand in line, and hope the clerks remembered your roll number. Today, that same mistake can be corrected from a kitchen table in Kitui.

Beyond typos, the new system also covers legal name changes – think marriage, deed poll, or a formal change published in the Kenya Gazette. By centralising verification, KNEC reduces fraud, speeds up the issuance of corrected certificates, and gives schools a reliable source of data.

Step‑by‑Step Guide to Using the QMIS Portal

First, open the KNEC website and click on the “Certificate Replacement & Confirmation” tab. Then select “Apply for Replacement of Certificates.” If you already have a QMIS account, log in with your username and password. If not, click “Register” and fill in your full name, a valid Kenyan phone number (this is crucial for MPESA payment), and an email address.

Once you’re in, choose the type of query – either name change or “Lost/Damaged Certificate.” For a name amendment, pick the exam (KCPE or KCSE) and the year you sat for it. The system will pull up your existing details; if everything looks right, you can type the new name exactly as you want it to appear.

Next, the portal asks you to upload supporting files. The first upload slot is for the original result slip; the second is for your birth certificate; the third is for a letter from the principal of the school where you sat the exam. The interface walks you through each step, flagging any missing file before you can hit “Submit.”

After the uploads, you’ll be prompted to pay Ksh 5,000 via MPESA. The transaction ID appears on screen; copy it, paste it into the designated field, and the system confirms receipt. Finally, click “Submit Query.” You should receive an email acknowledgement within 24 hours, and the corrected certificate will be mailed to the address you provided within the thirty‑day window.

Supporting Documents You’ll Need

• A written letter from the principal or headteacher confirming your enrolment and the exam you took.
• A clear copy of your birth certificate.
• Your original result slip (or a copy from the school if the original is missing).
• If you changed your name through marriage, a copy of the marriage certificate.
• For deed‑poll changes, a copy of the Kenya Gazette notice that records the new name.
• A recent colour passport photograph.

When the school in question has closed, the District Education Officer – for example James Otieno, DEO of Siaya County – must issue a recommendation letter. The recommendation is then attached in the same upload step.

Replacing Lost or Damaged Certificates

If you can’t locate the original document, the process is similar but requires extra paperwork. You’ll need a police abstract confirming the loss, a sworn affidavit attesting to your identity, a copy of your national ID, and the same Ksh 5,000 fee. Once KNEC verifies everything, they issue a “Certification of Examination Results” letter that serves as a duplicate certificate.

All applications, whether for a name change or a replacement, end up in the hands of the Chief Executive Officer of KNEC – currently Dr. Samuel K. Muthomi. The final package is mailed to P.O. Box 73598‑00200, City Square, Nairobi.

Special Cases and Frequently Asked Questions

Private‑school candidates or those whose schools have shut down must first secure a recommendation from the Provincial Director of Education (PDE). The recommendation, once attached, smoothens the verification stage.

Result slips issued before 2013 for KCPE are generally not accepted for name‑change applications, but those issued from 2013 onward – available directly from the KNEC portal – are fine.