APPENDIX I
THE ELDORET NATIONAL POLYTECHNIC
POLYMIS INFORMATION SHEET
Congratulations on your selection for a course at the Eldoret National Polytechnic. This information sheet is
intended to help you understand the admissions and registration procedures, which have been computerized.
LETTER OF OFFER
Read the letter of offer carefully and comply with all the instructions. In particular, note that you must register and
pay fees by the last registration date shown in the letter. If you fail, to do this, your name will automatically be
removed from the computer system and your place offered to another applicant.
REGISTRATION FORM
When reporting to the polytechnic, you must first go to the registry and hand your letter of offer, original copies of
your Education Certificates and other documents. The computer system will produce a registration form while you
wait. The computer system prevents you from paying fees until this has been done.
COMPLETING THE REGISTRATION FORM
Take the registration form to the writing area and check carefully using the guideline below:-
Correct Location & Sub-Location
Make sure that all the details are accurate and if there are any errors (especially names) correct then on the form.
Make sure you add your location and sub location details underneath ‘county’. This is needed for your Polytechnic
ID card.
TERMS ADDRESS:
This is the person the Polytechnic should contact if you get an accident. Write N.O.K’s full name and address.
Abide by the rules
Sign and date your acceptance of the Polytechnic rules. The rules are available in the registry.
PHOTOGRAPHS
You are required to bring with you TWO COLOURED PASSPORTS.
The photographs must be exact size and specific as shown below otherwise they will not be suitable for your
Polytechnic ID card and form.
The Photos must show your head and shoulders and should be taken against a light blue background. s
5.5cm
4cm
PAYING FEES
Go to cashier and pay fees at the counter. The system will issue an official Polytechnic’s receipt. Check that the
amount you paid corresponds to the amount shown on the receipt and always keep the receipt in safe custody in case
of queries.
REGISTRATION
When you have paid fees, the computer system updates the registry computers and shows the amount paid.
You must now go back to the registry where you will complete your registration procedure. The registry staff will
correct the computer system for any errors which you have marked on the registration form and will enter the
additional information such as next of Kin etc.
On the completion of this, the computer system adds your name on the class list.
CLASS REGISTERS
The only authority for you to be in the Polytechnic is the official class register issued by the Polymis computer
system.
When you register, your name is added to the class register list.
The class registers are finalized two weeks after the start of the term and your H.O.D receives a set of registers for
each subject you will study in the course.
If you are not in the registers, you cannot have your exam marks recorded, so it is important to make sure your name
appears on the registers.
POLYTECHNIC STUDENT ID CARD
About three weeks after the start of the term, you will be issued with the polytechnic student ID card provided you
are on the official class registers.
REFUND OF EXCESS FEES AND CAUTION MONEYThe polytechnic cannot continuously keep refunding excess and
caution money. Caution fees will only be refunded on completion of a course. For other refunds see the principal. The
procedure for a refund must be completed at least two weeks before payment date.
LETTER TO THE PRINCIPAL
Write a letter to the Principal explaining your reason for requesting for the refund.
ENCLOSURES
Enclose your letter and photocopy of the receipts which apply to the refund. Hand them to the registry at least two
weeks before the payment date.
If approved, payments will be made in the end of the term.
AMOUNT TO BE REFUNDED
Excess fees
If you are sponsored or your parent/guardian is paying your fee, your/sponsor/parent/guardian must apply for and
collect the refund in person
WITHDRAWALS
Only caution money can be refunded. All other components of the fees are allocated to the appropriate funds at the
time of the payment and cannot be refunded.
COURSE TERMINATION
If the polytechnic for some reasons cancel a course for which you have paid, all payments will be refunded.
HOSTEL
The Polytechnic has only very limited hostel accommodation and although you have been offered a place in our
course, this does not include accommodation.
If you require hostel accommodation, you must contact the dean of Students’ for availability and discuss your
situation before registering and paying for the hostel.
FEE PAYMENT
Fees payment should be made using the methods specified in the Letter of Offer.
YOU MUST PAY YOUR FEES BEFORE THE START OF EACH TERM
Otherwise you will be excluded on the registers for that term.
This requirement is to enable students who have paid their fees to attend classes commencing on the first day of the
term without constant interruption.
Dr. Barmao Paul
REGISTRAR ADMINISTRATION
For: CHIEF PRINCIPAL
APPENDIX II
THE ELDORET NATIONAL POLYTECHNIC
P O BOX 4461-30100
ELDORET
1. Background Information
Full names ………………………………………………………………………………………………………………….
Nationality ………………………………………………………………………………………………………………….
ID No. /Passport …………………………………………………………………………………………………………
Mobile No. ………………………………………………………………………………………………………………….
Parent/Guardian/Next of kin phone
number…………………………………………………………………………………………………….
Address…………………………………………………………………………………………………….
Department …………………………………………………………………………………………….
Year of Admission ……………………………………………………………………………………
2. Student Gender
Marital status ………………………………………………………………………………………………………………….
Male/Female …………………………………………………………………………………………………………………..
Date of Birth ……………………………………………Age ………………………………………..........................
Name of Chief ……………………………………………. Tel No. ……………………………….
Village ………………………………………………………………………………………………………
Sub-location………………………………………………………………………………………………
Location……………………………………………………………………………………………………
Ward…………………………………………………………………………………………………………
Constituency …………………………………………………………………………………………….
County………………………………………………………………………………………………………
3. Academic Background
K.C.S.E Marks …………………………………………. Year …………………………………………………
Secondary school attended ………………………………………………………………………………….
K.C.S.E INDEX NO IN FULL……………………….KCSE YEAR……………………………………………
4. Family details+
(a) Father (alive/deceased)
If deceased when ……………………………………………………………………………………………
(b)Mother (alive/deceased)
If deceased when ……………………………………………………………………………………………
(c) Who will pay your college fees?
Father …………………………………………………………………………………………………………………….
Mother
……………………………………………………………………………………………………………………………………………
Sponsor (specify)
……………………………………………………………………………………………………………………………………………
Self ……………………………………………………………………………………………………………………………………..
Other (specify) …………………………………………………………………………………………………...................
5. Health Details
(a) Do you suffer from any/illness? (YES/NO.)
If yes (specify) ……………………………………………………………………………………………………............................
(b) Are you physically challenged? (YES/NO)………………………………………………………............................
(c) Is your Father physically challenged? (YES/NO)
If yes (specify) ……………………………………………………………………………………..........................................
(d) Is your Mother physically challenged? (YES/NO)
If yes (specify) ………………………………………………………………………………………………………………………………
6. Religion
Protestant ………………………………………………………………………………………………………………………........
Catholic ………………………………………………………………………………………………………………………………….
Muslim ……………………………………………………………………………………………………………………………………
Other state ……………………………………………………………………………………………………………………………
Name of religion leader ………………………………………………………………………………………………….........
Address ………………………………………………………………………………………………………………………………….
7. Sports and Hobbies
(a) Indicate your best sporting activities
(i)……………………………………………………………………………………………………………………………………………………
` (ii)…………………………………………………………………………………………………………………………………………………..
(iii) …………………………………………………………………………………………………………………………………………………
(b) Indicate your hobbies
(i)……………………………………………………………………………………………………………………………………………………
(ii)…………………………………………………………………………………………………………………………………………………..
(iii) …………………………………………………………………………………………………………………………………………………
8. Student Type (tick one)
1. KUCCPS.
2. WALK IN.
3. SPONSORED. (State the sponsor)………………………………
NOTE: Please ensure you have made a copy of your LETTER OF OFFER before submitting for registration.
APPENDIX III
THE ELDORET NATIONAL POLYTECHNIC
CERTIFICATE OF MEDICAL EXAMINATION
This certificate of medical examination must be completed by a Government Doctor and must be submitted to the
Polytechnic during registration. Doctors are kindly requested to allow candidates to bring the completed form to the
Polytechnic after the medical examination.
TO THE MEDICAL PRACTITIONER
REF: Mr./Mrs./Miss ………………………………………………………………………………………………….
Is seeking admission into a course at the Eldoret National Polytechnic. The Polytechnic requires a medical report
and opinion from a certified Medical Practitioner on the candidate’s fitness to pursue the course. Please examine
the candidate and sent any confidential findings and opinions under confidential cover, the Principal, Eldoret
National Polytechnic P O Box 4461, ELDORET, KENYA as soon as possible.
CLINICAL TEST RESULTS
(a)Vision………………………………………………………………………………………………………………
(b)Hearing…………………………………………………………………………………………………………….
(c) Physical handicaps (if any…………………………………………………………...................................................
(d) Any previous epileptic record ………………………………………………………………………………………
(e) Any clinical findings including signs of communicable disease ……………………………………………............
(f) Your comment on any aspects which the Polytechnic needs to follow up to help the candidate pursue his/her
course satisfactorily …………………………………………………........................................................................
CERTIFICATE
The candidate named above has been examined by me today and I can/cannot certify he/she is medically and
mentally fit for the course.
Doctor’s Name
…………………………………………………………………………………...............................................................
Address ………………………… Town …………………… Tel. No. ………………………………………………..
Signature …………………………… Date ……….……………………………………………………........................
STAMP:
APPENDIX IV
DECLARATION
I………………………………………………………………………………………ID NO………………………………………………….
Declare that I have read the regulations governing organization, conduct and discipline of
students at the Eldoret National polytechnic and understood their contents and meaning and
undertake to abide by them.
Signed……………………………………………………………………date…………………………………………………………….
Registration no……………………………………………………………………………………………………………………………
Department admitted to…………………………………………………………………………………………………………….
Course……………………………………………………………..year…………………………………………………………………..
Witness :( parent/guardian/sponsor) specify with a tick
Name………………………………………………………………………..ID NO……………………………………………………….
Address………………………………………………….town……………………………………………Tel…………………………
NOTES:
1. Full year’s fee MUST BE PAID on reporting.
2. EXCESS PAYMENTS of fees WILL NOT BE REFUNDED but will offset the next term’s fees.
3. Pay your fees directly to the relevant Account (AS per admission letter) Eldoret Branch and
deposit copy of your pay-in slip at our cashier’s office FOR RECEIPTING.
4. Alternatively, pay by BANKERS CHEQUE or MPESA PAYBILL, business NO.304250. Use the
admission number quoted in letter of offer as account number. Present the same to
accounts office for receipting.
5. HARD CASH or PERSONAL CHEQUES will NOT be accepted under any circumstances.
6. Those wishing to stay in the Polytechnic hostels should CONFIRM the AVAILABILITY OF
HOSTEL VACANCY before making any payment.
7. All KUCCPS students are required to attach KCSE result slip and leaving certificate upon
registration
8. Kindly ensure that you get SPECIFIC COURSE REQUIREMENTS from your department.
9. If you are offered a course for which YOU GRADES DON’T MEET THE MINIMUM
QUALIFICATION AS PER OUR ADVERT, kindly return the admission letter or registration
form to the admission office for correction.
10. Needy student/students may apply for TVET loan/bursary on the following Website:
w.w.w.helb.co.ke.
