Not happy with your Form 1 school placement? You can appeal or request a transfer. This guide shows you how to change your Grade 10 (Form 1) placement step by step.
Understanding Grade 10 Placement
After completing Grade 9 (or Standard 8 under old 8-4-4 system), students are placed in Form 1 (Grade 10) through the National Education Management Information System (NEMIS).
Which Exam for Placement?
- CBC Students (Grade 9): Kenya Primary School Education Assessment (KPSEA)
- 8-4-4 Students (Standard 8): Kenya Certificate of Primary Education (KCPE) - being phased out
Placement is based on:
- KPSEA/KCPE performance
- School choices submitted
- School capacity
- County of residence
- Gender balance
- Special needs
Example: Student scored well in KPSEA, listed Maseno School as choice 1, but was placed in a day school - can appeal for boarding school.
When Can You Change Placement?
Valid Reasons for Appeal:
- Placed in day school but need boarding (distance/safety)
- Medical conditions requiring specific school type
- Financial constraints (need cheaper school)
- Family relocation to different county
- Sibling already in different school
- Special needs not accommodated
- School type doesn’t match performance
Example: Family moved from Nairobi to Kisumu after placement - valid reason to transfer.
Cannot Change Just Because:
- You want more prestigious school
- Friends went to different school
- You don’t like the school’s reputation
- It’s “too far” but you selected it
Example: Can’t appeal because you want national school instead of county school if performance didn’t qualify.
What You Need
Before starting the appeal process:
- Student’s admission letter
- Exam certificate (KPSEA for CBC students or KCPE for 8-4-4 transition students)
- Birth certificate
- Parent/guardian national ID
- Supporting documents (medical reports, transfer letters, etc.)
- Access to NEMIS portal login
- Internet connection
- 2-3 hours
Example: If appealing due to medical condition, get doctor’s letter explaining why specific school type is needed.
Method 1: Online Appeal via NEMIS Portal
Step 1: Visit NEMIS Portal
Open browser and go to: nemis.education.go.ke
Example: Works on phone or computer. Use Chrome or Firefox.
Step 2: Log In
Login Credentials:
- Username: Student’s Birth Certificate Number or Assessment Number
- Password: Last 4 digits of student’s birth certificate number
Click Login
Example:
- Username: 12345678 (birth cert number)
- Password: 5678 (last 4 digits)
Step 3: Navigate to Placement Section
Once logged in:
- Look for Secondary Placement or Form 1 Placement
- Click on My Placement
- View current placement details
Example: Current placement shows “XYZ Secondary School, Day School”
Step 4: Initiate Appeal
- Click Appeal Placement or Request Transfer button
- Select reason for appeal from dropdown
- Choose appropriate category
Appeal Categories:
- Medical reasons
- Financial hardship
- Distance/boarding need
- Family relocation
- Special needs
- Other (specify)
Example: Select “Distance/boarding need” if school is too far from home.
Step 5: Fill Appeal Form
Complete the online form:
Required Information:
- Student details (auto-filled)
- Current placement
- Preferred school(s) - list up to 3 alternatives
- Detailed reason for appeal
- Supporting evidence
Example:
- Current: ABC Day School
- Preferred 1: XYZ Boarding School
- Reason: “School is 50km from home, unsafe daily travel for 13-year-old”
Step 6: Upload Supporting Documents
Upload required documents:
- Scanned copy of admission letter
- Medical report (if medical appeal)
- Transfer letter from employer (if relocation)
- Death certificate (if orphan)
- Any other supporting evidence
File Requirements:
- PDF or JPG format
- Maximum 2MB per file
- Clear and readable
Example: Scan doctor’s letter as PDF, upload with filename “Medical_Report_John_Kamau.pdf”
Step 7: Submit Appeal
- Review all information entered
- Confirm accuracy
- Click Submit Appeal
- Save the reference number
Example: Reference number: APPEAL/2026/12345. Screenshot this!
Step 8: Wait for Response
Timeline:
- Submission confirmation: Immediate
- Review period: 7-14 days
- Response via SMS and email
- Check portal regularly for updates
Example: “Your appeal APPEAL/2026/12345 has been submitted successfully. You will be notified within 14 days.”
Step 9: Check Appeal Status
To track your appeal:
- Log into NEMIS portal
- Go to My Appeals or Application Status
- View current status
Status Types:
- Submitted: Received, awaiting review
- Under Review: Being processed
- Approved: Transfer granted
- Rejected: Appeal denied
- Pending Documents: More info needed
Example: Status shows “Approved - Report to New School by [date]“
Method 2: Physical Appeal at Ministry of Education Office
If online method doesn’t work or you prefer in-person:
Step 1: Download Appeal Form
Visit Ministry of Education website or county education office.
Download Form 1 Placement Appeal Form
Or collect physical form at county education office.
Example: Google “Form 1 placement appeal form Kenya PDF”
Step 2: Fill the Form
Complete all sections:
- Student personal details
- Guardian information
- Current school placement
- Requested school transfer
- Reasons for appeal
- Attachments checklist
Use black pen, write clearly.
Example: Write reason: “Student requires boarding school due to distance and safety concerns. Current day school is 45km away.”
Step 3: Gather Supporting Documents
Attach copies of:
- Student’s birth certificate
- KCPE/KPSEA result slip
- Admission letter from current school
- Parent/guardian ID
- Supporting evidence (medical, transfer letter, etc.)
Example: Staple all documents in order listed on form.
Step 4: Visit County Education Office
Go to County Director of Education office.
What to Carry:
- Completed appeal form
- All supporting documents (originals + copies)
- Parent/guardian ID (original)
- Student (if possible)
Example: County Education Office located at county headquarters.
Step 5: Submit Application
At the office:
- Request to submit Form 1 appeal
- Hand in your documents
- Staff will review for completeness
- Receive acknowledgment receipt
- Get reference number
Example: Receipt shows “Received 03/01/2026. Ref: APPEAL/NAIROBI/2026/567”
Step 6: Follow Up
Follow-up Timeline:
- Visit office after 7 days if no response
- Call county education office
- Email if available
Example: Call after 10 days: “Hello, checking on appeal APPEAL/NAIROBI/2026/567”
Step 7: Receive Decision
You’ll be notified via:
- Phone call
- SMS
- Letter sent to address provided
- Email (if provided)
Example: SMS: “Your Form 1 appeal approved. Transfer to XYZ School. Report by [date]“
Method 3: Through School Administration
Work with both schools for internal transfer:
Step 1: Visit Current School
Go to the school you were placed in.
Speak to:
- Principal
- Deputy Principal
- Director of Studies
Example: “Hello, I need to discuss my child’s placement transfer.”
Step 2: Explain Situation
Provide valid reasons:
- Family relocation
- Medical needs
- Financial constraints
- Special circumstances
Be honest and respectful.
Example: “We’ve moved to Mombasa for work. Daughter was placed in Nairobi school. We need school in Coast region.”
Step 3: Get Release Letter
If principal agrees:
- Request transfer release letter
- Principal signs off
- School stamps the letter
Example: “This is to certify that we have no objection to John Kamau transferring to XYZ School…”
Step 4: Contact Preferred School
With release letter:
- Visit preferred school
- Check if they have space
- Submit your request with release letter
- Provide all documents
Example: New school: “We have one spot available. Submit your application.”
Step 5: Ministry Approval
Both schools forward request to:
- County Education Office
- Ministry approval needed
- Wait for official transfer letter
Example: Takes 1-2 weeks for ministry to process inter-school transfers.
Important Timelines
Placement Appeal Period:
- Usually opens 1-2 weeks after placement release
- Closes 2-3 weeks after opening
- Late appeals rarely accepted
Example: If placement released January 5th, appeal window might be January 6-20.
Processing Time:
- Online appeals: 7-14 days
- Physical appeals: 14-21 days
- Complex cases: Up to 30 days
Reporting Dates:
- Must report to school (original or new) by deadline
- Usually late January for Form 1
Example: If approved transfer, you must report to new school by January 28th.
Common Problems and Solutions
Problem: NEMIS portal not loading Solution: Try different browser. Clear cache. Use computer instead of phone. Try early morning or late evening (less traffic).
Problem: Can’t log in - wrong password Solution: Password is last 4 digits of birth certificate number. Check birth certificate. If still fails, contact NEMIS helpline.
Problem: Appeal rejected Solution: Accept placement and reapply for transfer in Term 2. Or visit county education office for face-to-face appeal.
Problem: Missed appeal deadline Solution: Report to current school. Apply for transfer during the term through school administration.
Problem: Approved but new school says no space Solution: Contact county education office with approval letter. They’ll resolve school capacity issue.
Problem: No response after 2 weeks Solution: Follow up via phone, email, or visit office. Bring reference number and receipt.
Documents for Strong Appeal
Must Have:
- Student’s birth certificate (certified copy)
- KCPE result slip
- Current school admission letter
- Parent/guardian ID
For Medical Appeal:
- Doctor’s report (recent, from recognized hospital)
- Medical prescription
- Hospital card
For Relocation Appeal:
- Transfer letter from employer
- New residence proof (lease, title deed)
- Letter from area chief
For Financial Appeal:
- Income statement
- Employer letter stating salary
- Or poverty certificate from chief
For Special Needs:
- Educational psychologist report
- Special needs assessment
- Recommendation from teacher
Example: Medical appeal? Get letter from KNH or county hospital - more credible than small clinic.
Success Rate of Appeals
High Success (70%+):
- Medical reasons with proper documentation
- Family relocation with proof
- Genuine special needs
- Safety concerns with evidence
Medium Success (40-60%):
- Financial hardship
- Boarding need (if long distance)
- Sibling in different school
Low Success (10-20%):
- General preference for different school
- Want more prestigious school
- No strong supporting evidence
Example: “I want Alliance instead of Starehe” - unlikely to succeed without valid reason beyond preference.
What Happens After Approval
If Appeal Approved:
Step 1: Receive Transfer Letter
- Official letter from Ministry
- Shows new school placement
- Has reporting date
Step 2: Inform Current School
- Take letter to current school
- Get official release
- Collect any documents
Step 3: Report to New School
- Arrive by deadline
- Carry transfer letter
- Complete admission process
- Pay fees
Step 4: Settle In
- Attend orientation
- Buy required items
- Start classes
Example: Approved for transfer to XYZ School. Must report by January 25th with transfer letter and admission requirements.
If Appeal is Denied
Options:
Option 1: Accept Current Placement
- Report to school as placed
- Give school a chance
- May transfer later (Term 2/3)
Option 2: Appeal to Board
- Write to County Education Board
- Provide additional evidence
- Last resort
Option 3: Private School
- Consider private school
- Self-sponsored
- More expensive
Example: Many students find their “second choice” school actually works out well. Give it a chance!
Tips for Successful Appeal
- Apply within deadline - late appeals rarely approved
- Provide strong evidence - documents trump words
- Be honest - false information leads to rejection
- Multiple reasons if applicable - medical + distance is stronger
- Professional tone - polite, formal language
- Clear explanation - specific, not vague
- Follow up - don’t just wait passively
- Have backup plan - appeal may be denied
Example: Instead of “School is bad,” say “School is 60km away requiring 3-hour daily commute for 13-year-old, unsafe especially during rainy season.”
Contact Information
Ministry of Education:
- Helpline: 020 318 581
- Email: info@education.go.ke
- Website: www.education.go.ke
NEMIS Support:
- Email: nemis@education.go.ke
- Helpline: Check website for current number
County Education Offices:
- Visit your county headquarters
- County Director of Education office
Working Hours:
- Monday-Friday: 8:00 AM - 5:00 PM
- Closed weekends and holidays
For Technical Issues:
- Email: techsupport@nemis.go.ke
- Describe problem clearly
Important Reminders
- Appeal process is FREE - don’t pay bribes
- Keep copies of all documents submitted
- Save reference numbers and receipts
- Report to school even while appeal is pending
- Appeal doesn’t guarantee transfer
- Some schools are oversubscribed - transfers limited
- Be realistic - performance matters for placement
- Consider giving current school a chance
Example: If appeal is pending, still report to current school. If approved later, you can transfer mid-term.
Alternative: Inter-School Transfer Later
If appeal fails or deadline passed:
Transfer After Reporting:
- Report to current school
- Complete Term 1
- Apply for transfer in Term 2/3
- Through school principal
Requirements:
- Good reason
- Space in new school
- Principal’s approval (both schools)
- County education office approval
Example: Many students transfer successfully in Term 2 when space opens up.
Final Checklist
Before submitting appeal:
- Valid reason for transfer
- Strong supporting documents
- All forms completed correctly
- Copies and originals organized
- Within appeal deadline
- Realistic alternative schools chosen
- Contact information correct
- Reference numbers saved
- Follow-up plan ready
- Backup plan if denied
Remember: Placement is based on performance and availability. While appeals are possible, they’re not guaranteed. Sometimes the school you were placed in might surprise you positively - give it a chance while pursuing your appeal!