GOVERNMENT OF THE REPUBLIC OF KENYA

MINISTRY OF EDUCATION

SUBMISSION, EVALUATION AND APPROVAL PROCEDURES FOR

COMPETENCY BASED CURRICULUM COURSE MATERIALS

KENYA INSTITUTE OF CURRICULUM DEVELOPMENT

P. O. Box 30231 - 00100
NAIROBI.
E-mail: info@[Link]

2019 EDITION
 TABLE OF CONTENTS

# DOCUMENT CONTENT PAGE

NO.

1. Document 1 Invitation to submit proposals for 2

Course materials Evaluation and
Approval

2 Document 2 Course materials Submission, 3

Evaluation and Approval Timetable

3. Document 3 Course materials Submission, 4

Evaluation and Approval Procedures

4. Document 4 Course materials Evaluation and 14

Approval Methodology

5. Document 5 Course materials Evaluation Mark 16

Sheets and Scoring System

6. Document 6 Publishers’ Warranty to the MoE 30

7. Document 7 Additional Information 32

8. Document 8 Forms and Attachments 34

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 DOCUMENT 1

INVITATION TO SUBMITCOURSE MATERIALS FOR EVALUATION AND APPROVAL

The Kenya Institute of Curriculum Development (KICD) wishes to invite Publishers

registered or legally represented in Kenya to download the Submission, Evaluation and
Approval Procedures for Competency Based Curriculum Course Materials 2019 Edition
from the KICD Website. These Procedures will enable interested Publishers submit course
materials proposals for evaluation and approval. Publishers are therefore invited to submit
proposals for suitable Course materials to the Kenya Institute of Curriculum Development
in accordance with the requirements and time table established in the Procedures.

The Submission, Evaluation and Approval Procedures for Competency Based

Curriculum Course Materials 2019 Edition may be obtained from the KICD Website
[Link]

Submissions are required for Primary level: Grade 4

For the purpose of logistics, Publishers wishing to submit materials are required to inform
the Director KICD by 10th July 2019.

Publishers’ submissions for any of the listed Learning areas for evaluation and approval
must be made not later than 12.00 noon on 5th August 2019. Each submission has to be
accompanied by the non-refundable appropriate evaluation fees per Course material
proposal in Banker’s Cheque drawn in favour of the Director, KICD.

Course materials received will be opened/announced in the presence of submitting

Publishers who wish to attend at 2.00p.m, Monday 5th August 2019 at the Conference
Hall, Kenya Institute of Curriculum Development, Desai Road off Murang’a Road, Nairobi,
Kenya. Any submissions coming after the deadline will not be received.

All enquiries should be directed to:

The Director/ Chief Executive Officer

Kenya Institute of Curriculum Development
P.O. Box 30231 – 00100
NAIROBI – Kenya
Tel: (254 020) 3749900 – 3, +254 729327334
Fax: (254 020) 3639130
E-mail: info@[Link]
materialsevaluation@[Link]

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 DOCUMENT 2

SUBMISSION, EVALUATION AND APPROVAL OF COMPETENCY BASED CURRICULUM COURSE BOOKS

TIMETABLE

NO ACTIVITY PROPOSED DATES

1 Formal invitation of Submission announcement 3rd July 2019
to KPA & in the national print media
2 Publishers’ Conference 9th July 2019
3 Notification of material submission by interested 10th July 2019
publishers
4 Deadline for clarification on Submission 19th July 2019
Procedures
5 a) Deadline for Submission of Publishers’ 31st July 2019 (12 Noon)
proposals 31st July 2019 (2 P.M.)
b) Formal submission opening
6 Completion of Evaluation process 30th August 2019
7 Formal approval of evaluation panel’s 10th September 2019
recommendation by KICD
8 Release of Evaluation Results 13 September 2019
9 Submission of corrected copies 23rd September 2019
10 Final date for receiving any Appeals 20 September 2019
11 Final date of KICD to respond to any Appeals 23rd September 2019
12 Preparation, Publication for approved course 1st October to 8th
books by November 2019
Publishers
13 Books distributed to schools 11th November 2019 to
20th January 2020

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 DOCUMENT 3

SUBMISSION, EVALUATION AND APPROVAL PROCEDURES FOR COMPETENCY BASED CURRICULUM

COURSE MATERIALS

This document provides details under which Publishers will submit print course material proposals for
evaluation and approval for Competency Based Curriculum for Primary Schools.

1.0 Eligibility:
Submissions will only be accepted from qualified Publishers 1. Qualified publishers are defined as
Publishers who are legally incorporated and registered in Kenya and who can provide, a valid certificate
of incorporation and legal operation2. There should be evidence to show that the Publisher has
 Business premises (physical address, google maps locator)
2.0 Definition of Approved Course materials for the Competency Based Curriculum:
Approved course material status (Learner’s Activity Book and Teacher’s Guide), is one which has been
evaluated and approved by KICD in accordance with the specified procedures, methodology, criteria and
marking scheme for the Competency Based Curriculum as contained in Documents 4 and 5.

3.0 Duration of Approved Course Material Status:

Any course material which is awarded ‘Approved’ status as a result of the evaluation procedures will be
maintained on the approved list for as long as there are no changes in the referenced curriculum.

4.0 The Maximum Number of Approved Print Course Material for any Learning Area in Primary
Levels
It is the policy of the KICD to maintain the widest possible choice of course materials from which learning
Institutions can select the titles that they wish to use. Course materials evaluation will therefore be
competitive, with the best scoring titles being approved provided that minimum threshold quality
requirements have been met.

5.0 Learning Areas/Activity Areas for which Course Material Submissions are required

5.1 Primary Grade 4

i) English
ii) Kiswahili or Kenya Sign Language (for learners who have hearing impairment)
iii) Home Science
iv) Agriculture
v) Science and Technology
vi) Mathematics
vii) Christian Religious Education
viii) Islamic Religious Education
ix) Hindu Religious Education
x) Music
xi) Art and Craft
xii) Physical and Health Education
xiii) Social Studies
xiv) Foreign Languages (Arabic, French, German, Mandarin, Indigenous Language)
Each language as stand alone

1 Membership of the Kenya Publishers Association is encouraged.

2
Proof of company registration will require the production of a certified copy of the company registration certificate.

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5.2 Special Needs Education
Foundation level
i) Communication, social and pre-literacy skills
ii) Activities of daily living skills and religious education
iii) Sensory motor and creative activities
iv) Orientation and mobility Activities
v) Pre-numeracy Activities

5.3 Learners with physical, visual and hearing impairment will follow the regular curriculum with
modifications (adaptations). The book that will be approved for the ordinary curriculum will be adapted
by the publisher for the SNE learners. Publishers should indicate capacity to adapt approved materials for
learners with special needs.

6.0 Timetable for Submission, Evaluation, Approval and Stock Availability:

Document 2, provides the timetable of deadlines and activities that Publishers are expected to adhere to
in submitting proposals and making stock available to supply Schools /Institutions.

7.0 The Evaluation and Approval Methodology and Criteria:

This is provided for the information of participating Publishers in Documents 4 and 5.

8.0 Types of Submission:

Submissions will be new course material developed specifically for the Competency Based Curriculum.

9.0 Submission Requirements:

Publishers are required to submit the following information for each Course material proposal. It
should be noted that Course materials submitted for Evaluation and Approval must be accompanied
by a Teacher’s Guide, unless otherwise specified by the Submission, Evaluation and Approval
Procedures Document.

The selection of the appropriate category is entirely at the discretion and judgement of the
submitting Publisher. No marks will be awarded or deducted on the basis of the category selected by
the submitting Publisher. All submissions, whether new or revised, will be evaluated solely in terms
of their suitability for the requirements of the relevant curriculum. The purpose of defining two
different categories is simply to provide Publishers with guidance on what must be submitted to
support submissions based on different types of course materials proposal. Thus, if an existing
course material has been radically revised to meet the competency based curriculum requirements a
Publisher should submit it as a New or Revised Manuscript Developed Specifically for the competency
based Curriculum and designs Requirements (Section 8.0).

Publishers should note that all sample copies, proofs, annotated manuscript copy or printed page
sections submitted for Evaluation and Approval should not contain any information that might
identify the Publisher or any of the authors. Publishers should therefore remove all titles, authors’
names, Publishers’ names, logos, etc, from all samples intended to be seen by Evaluation Panels. Any
sample copy, proof, annotated manuscript copy or printed page sections with any such writing or
marking that can be used to identify the sample as a particular Publisher’s sample shall be
disqualified from further analysis. Materials for Evaluation will be provided to the Learning area
Evaluation Panels without details of origin. The learning area and intended level must be clearly
indicated.

Publishers should also note that the covering letter specifying how the submitted course material
meets the Competency Based Curriculum Requirements, the detailed curriculum requirements and
the methodological requirements specified in the curriculum, should also be submitted on un-headed
sheets of paper.

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9.1 Requirements for samples for Learning and Teaching Materials developed for the Competency
Based Curriculum

9.1.1 Evidence that the publisher satisfies the Qualification Requirements (see Section 1.0) – 1
copy only required
9.1.2 Learners Activity Material - Final Laser/Inkjet Proofs of the full Learners Activity Material ,
set to type and with all specified art work – 7 spiral bound copies required. It should be
noted that these proofs should be supplied without identifying marks.
9.1.3 A final proof of the accompanying Teacher’s Guide – 7 copies required. All proofs should be
supplied without identification details.
9.1.4 A Final Proof per learning area is required.
9.1.5 An 8-page printed section or final laser/ink jet proofs section demonstrating the printing
Quality of the submission must be submitted in support of each title of each submission for
Evaluation and Approval. In this respect, the submitting Publisher has the option to submit
7 copies of an 8-page printed section using one of the following alternatives:

a) An 8-page Printed Section or final laser/ink jet proofs section for each title submitted for
Evaluation and Approval or;
b) A representative sample of an 8-page printed section or final laser/ink jet proofs section for a
grade/level/course for each submission or;
c) One representative sample of an 8-page printed section or final laser/ink jet proofs section of
each title for all Submissions from the Publisher.
The sample(s) should include text (font types and sizes), maps, photographs, graphs, illustrations,
tables and use of colour, where applicable. It should also include at least a sample page of Teacher’s
Guide.
It should be noted that the 8-page printed section should be submitted without identification
information marks.
The packaging should clearly indicate all the categories of materials submitted.

9.1.6 A statement demonstrating and guaranteeing that the submitted manuscript either
meets, or will meet, the Physical production specifications set out in Section 12.1 and
the font type specifications set out in Section 12.2 – 1 copy only required

9.1.7 A finished Printer’s dummy of each title submitted for evaluation demonstrating the format,
extent and proposed physical production specifications (see Section 12). A separate
dummy must be submitted in support of each course material and Teacher’s Guide title
included in the submission for Evaluation and Approval.
Each Dummy should carry a label with the following information:
a) Learning area
b) Level (Upper Primary)
c) Learner’s Activity Book and Teacher’s Guide
d) The full Technical Specifications, including format, number of pages, and number of
colours planned for cover and text, materials, cover finish and binding style.

In the event that a title or titles have an identical format that applies to other titles submitted
for evaluation, or an identical format applicable to titles in another submission, only one
dummy need to be submitted to represent the titles with identical formats and extents, so
long as this is clearly indicated on the label.

A uniform extent for the Dummies may be used as follows:

a) Saddle stitched books up to 96 pages
b) Thread sewn books glue over 96 pages

Each Dummy should carry the label with the information as described above. In addition, if
several titles have an identical format and production specifications/binding style, only one

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 Dummy need be submitted – provided that the label makes it clear precisely which Learning
areas, Level/ Grade/Learner’s Activity Book /Teacher’s Guide the Dummy represents. This
applies only to identical formats. Where the formats or production specifications/binding
styles are different, separate Dummies must be submitted (of up to 96 pages saddle stitched
or thread sewn/PUR Glue for over 96 pages).

In addition, the Publisher must indicate in the submission the expected extent of the Course
materials (Learner’s book/Teacher’s Guide) to within +/- 16 pages (i.e. a 32 page range).

Learner’s books and Teacher’s Guides should have separate Dummies even where their
extents and formats are identical.

9.1.8 A Statement of the maximum retail price at which the learner’s books and the Teacher’s
Guide will be offered for sale, specified in Kenya Shillings. The statement should also include
a guarantee that the Maximum specified Retail Price will not be exceeded except under the
conditions specified in Section 15, – only 1 copy required.

9.1.9 A Statement of Copyright Ownership, or the Ownership of Publication Rights, of the

materials submitted for Evaluation, plus a statement indemnifying the KICD against any
claim against them arising from any breach of copyright in material submitted for evaluation
or supplied to educational institutions as a result of the award of approved status - only 1
copy required.

9.1.10 A List of all authors, advisors, consultants, editors, designers and developers, associated
with the Course Materials and Teacher’s Guides submitted for evaluation.
This includes name and pseudo/pen names. The publisher takes responsibility of this
information - 1 copy only required

9.1.11 A Statement that the Publisher will grant a Licence free of charge to the KICD for publication
of Braille, large print and talking book editions of the submitted materials, if they are
approved; or that the Publisher will itself publish and make available these editions at cost
price if requested to do so by the KICD.

All submitting Publishers should note that, whatever the method of Submission, the
Evaluation Panels can only evaluate what has been submitted by the Publishers. Thus, if the
Evaluation Panels have to evaluate Proofs or Course books that have uncorrected errors, the
Panels will treat these errors as mistakes and will penalise them according to the Evaluation
rules. The same principle applies to Dummies and Samples supplied for Evaluation against
Technical Specifications. Publishers must take full responsibility for the accuracy and
completeness of everything submitted for Evaluation.

The KICD reserves the right to disqualify any approved Course books where the format,
extent, page layout, font type, font sizes or basic Physical Production specifications vary
significantly from those Evaluated and Approved as part of the Submission for Evaluation
and Approval.
Any Publisher who wishes to make any significant change to the presentation of an Approved
Learner’s activity books/Teacher’s Guide should first seek approval in writing for the changes
from the KICD

NOTE:
No title that is already Approved as Supplementary Material should be presented for
evaluation and consideration for Approval as Course material.

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10.0 Receipt of Submissions

10.1 Number of Copies of Each Submission Required for Evaluation: All submissions must contain 7
copies of all laser proofs/inkjets for Course materials and Teacher’s Guides.

10.1.1 A Covering Letter from the Publisher on Submissions on headed paper

10.1.2 Evidence that the Publisher meets the qualification requirements
10.1.3 Guarantee that the submitted Course materials either meet or will meet the Physical
Production
Specifications and the font type and sizes requirements
10.1.4 The Statement of Maximum Price ceiling
10.1.5 Printer’s Dummies
10.1.6 Copyright guarantees and indemnity
10.1.7 List of authors (including pseudo and pen names), consultants, editors, designers and
developers (section 9.1.10)
10.1.8 Statement of grant of Licence
(Need only be submitted in one copy in a separate envelope clearly labelled ‘Supporting
Documentation’ See Section 11).

10.2 Submissions will be received by KICD Director’s representative in Block B1 Door 252 at KICD on or
before the Submission deadline. The KICD and the representative of the submitting publisher
will check and sign for the Covering Letter (Section 10.1.1) and all the envelopes/packages
submitted. Documents will be opened during the submissions opening meeting.

11.0 Submission Packaging and Labelling Requirements:

Every submitting Publisher will present envelopes/packages thus:

11.1.1 A Covering Letter from the Publisher on Submissions on headed paper, in a separate
envelope. (See Section 10.2)
A large envelope containing Supporting Documents as outlined in Section 11.3
A large package/carton containing:
a) Dummy/Dummies and (8-page printed section(s)
b) Sample Materials for Content Evaluation
Each learning area should be packed separately and labelled appropriately. (See Sections
11.4 and 11.5)

11.2 Submission of Covering Letter

The envelope containing a covering letter from the publisher should be addressed to the Director
/CEO KICD. The letter should be written on headed paper.

11.3 Supporting Documents.

The supporting documentation should be presented in a separate envelope/package, which should
be clearly/boldly labelled on the outside, “SUPPORTING DOCUMENTATION”. The envelope, which
will be opened during the submission opening meeting, should contain:
11.3.1 Name and address of submitting publisher, Curriculum learning area for which the submission is
intended; The Level and grade for which the submission is intended; The Price offered for each
Learners book and its accompanying teacher’s guide (Document 8 form 2)
11.3.2 Evidence of registration and incorporation in Kenya 3
11.3.3 Proof of operational premises
11.3.4 The proposed Title of the submission
11.3.5 The names of the author(s), advisors, consultants, editors, designers and developers for each
submission

3 This will also indicate the Publishers experience in business

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11.3.6 Letter/report on curriculum coverage, presented on un-headed paper
11.3.7 A banker’s cheque evaluation fees in a separate envelope
11.3.8 A statement of copyright ownership plus statement indemnifying the KICD against any claim against
them arising from any breach of copyright in materials submitted for evaluation.
11.3.9 A Statement that the Publisher grant a Licence free of charge to KICD for publication of Braille, large
print and talking book editions of submitted materials if approved, or that the publisher will publish
and make available these editions at cost price, if requested to do so by KICD.

Note that Forms have been provided in Document 8 as sample copies of submitting “Supporting
Documentation”

11.4 Submissions for Technical Specifications Evaluation

The envelope/package containing the dummy submission conforming to Section 13, should be
clearly labelled on
the outside with the following information:
11.4.1 Name and address of Publisher
11.4.2 Curriculum learning area/activity Area for which the submission is intended
11.4.3 Level for which the submission is intended
11.4.4 The word “dummy”
11.4.5 An 8-page printed section4

11.5 Submission for Content Evaluation.

The 7 copies of samples or sample materials for content evaluation for each learning area/grade
should be packed
in one large envelope or package which should be labelled with the following information:
11.5.1 Name and address of submitting publisher
11.5.2 Curriculum learning area/activity area for which the submission is intended
11.5.3 The grade/level for which the submission is intended
11.5.4 The List of names of the authors, advisors, consultants, editors, designers and developers
11.5.5 The proposed title of the submission
11.5.6 The words “Unidentified Sample Materials for Content Evaluation”

The envelopes containing materials for each learning area should be packed together in one package
/carton and should bear the words “This box/envelop should not be opened before”.

12.0 Minimum Physical Specifications and Type Requirements:

Publishers should produce affordable but durable materials without compromising quality. All
materials approved for use in Educational Institutions should be strongly bound and finished to
withstand constant handling and environmental conditions that may apply. The minimum text paper,
cover card and binding styles specified below are therefore mandatory.

The Specifications given here are Minimum and Publishers are free to offer materials of superior
physical production quality. Publishers should also note that the submitted printer’s dummy (see
Section 9.1.7) should conform in every detail with the required Specifications. The dummy is the
Standard against which course books and teacher’s guides to be approved for supply to educational
Institutions will be measured and it will therefore be evaluated critically against the production
criteria set out in Section 12.1.

12.1 Minimum Physical Production Specifications

The following Specifications apply to both learner books and teacher’s guides.

4 This will depend on the choice made by the Publisher in Clause 9.1.5

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 Submitting Publishers should note that, due to minor variations possible from different methods of
testing, a tolerance of 5% will be allowed in the evaluation of whiteness and opacity of paper.
12.1.1 TEXT PAPER: 70gsm, white, MF, woodfree offset with a minimum 90% whiteness and 90% opacity
For Pre-Primary Level Materials, 80gsm, white, MF wood free offset with a minimum 90% whiteness
and 90% opacity.
12.1.2 COVER CARD: a minimum of 240gsm one-sided coated white art board with grain direction parallel
to spine and with 12 micron lamination or high gloss UV finish

12.1.3 BINDING STYLES:

a) For extents up to 96 pages: Saddle stitched, 2 rustles metal wires, evenly spaced from head to
foot, cut to correct length and fully closed at the centre. Covers scored, one score, and trimmed
flush.
b) For extents over 96 pages: Thread-sewn sections with minimum four stitches, fully glued on
spine and up to, but not exceeding, the hinges using appropriate, flexible adhesives. Sections
must be fully glued to covers to make square spine. Cover four-scored to provide minimum 6 mm
and maximum 8 mm hinges fully glued front and back. Cut flush. The application and use of
appropriate glues, which maintain flexibility during the expected book life and do not dry out or
crack, will particularly be examined during evaluation and usage.
12.1.4 FORMATS: Unless specified by the KICD for a particular title for grade 1 to 6, A4 and landscape
formats will not be acceptable. However, Teacher’s Guides in landscape format are acceptable.

12.2 Font Faces (Sizes and Types)

Level Minimum Size

Primary Grade 3 & 4 14pt
Teacher’s Guide 12pt

From Primary Grade 4 upwards font types may be Sans Serif or Serif, at the discretion of the
publisher. Publishers should ensure that the font-face and line spacing selected will provide for
maximum readability.

12.3 Other Production Issues

Submitting Publishers should note that extents are required to be appropriate and sufficient to
provide adequate coverage of the curriculum and the achievement of the learning outcomes. During
evaluation, unnecessary length and the inclusion of inappropriate activities/learning experiences
may be penalised as severely as a title with insufficient activities/learning experiences to meet
curriculum requirements and outcomes. Unnecessary extent will specifically be discouraged.

Full colour illustrations and the extensive use of colour throughout a text are relatively expensive but
may be necessary in lower grades and in some specific learning areas. Colour should therefore be
used where it is necessary and appropriate. However, the irrelevant and/or inappropriate use of
colour (e.g. green camels or blue oranges) will be penalised during the evaluation process. Publishers
are encouraged to adopt 4/1, 2/1 approaches to the use of colour wherever feasible.

Page design and layout should be appropriate to the level and for the learning area. It should aim for
attractiveness and ease of use by both learner and teacher. Logical work sequencing with clear
numbering, headings, captions, labels, signals and symbols for learners and teachers are important.

Page design that enhances readability and usability, and facilitates cross-referencing and intelligent
use of the text, will be rewarded during evaluation. Aspects of page design which can hinder
readability include font types which disappear into the gutters.

In the case of finished books, Publishers should avoid using the inside front and back covers for type
since the type may be hidden once the books are covered with paper or other cover material.

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 Similarly, for the sake of convenience, copyright and other information should be placed, wherever
possible, on the back of the title page.

13.0 Pedagogical Requirements

The KICD wishes to achieve a shift in pedagogical approach in the competency based curriculum and
the course materials to be approved will be required to reflect this approach. The evaluation criteria
will therefore give particular weight and importance to course materials in all learning areas, which
can demonstrate satisfactorily that they achieve and further the following methodological outcomes:

13.1.1 An approach which focuses on the development of competencies, as opposed to an approach which
focuses narrowly on content coverage and factual accumulation
13.1.2 An approach which encourages a genuine understanding of the Learning area through experiential
activities
13.1.3 Problem-solving wherever relevant
13.1.4 The inclusion of learner-to-learner (peer-to-peer) approaches
13.1.5 Kenyan content and examples wherever relevant and appropriate according to Learning areas
13.1.6 The mainstreaming of Pertinent and Contemporary Issues (PCIs) wherever appropriate
13.1.7 Gender equitable approach and presentation
13.1.8 A representation of the cultural and environmental diversity of Kenya in the learning
activities/experiences,
illustrations and examples, wherever it is considered appropriate and relevant
13.1.9 The inclusion of appropriate examples of technological and industrial applications
13.1.10 ICT integration as appropriate

14.0 Composition of the Evaluation Panels:

There will be a separate evaluation panel for each curriculum learning area. All evaluation panel
members and trainers of evaluators will be carefully scrutinised to ensure that there is no conflict of
interest. No individual may be appointed as a Trainer of Evaluators or as an Evaluation Panel
member if he/she is in full-time or part-time employment with a participating Publisher, or if they
are authors of materials in the Learning area and level being evaluated, or if they are advisors,
consultants, designers, developers, directors, shareholders, board members or are involved in any
other way with a participating Publisher. Evaluation Panel members will be required to sign legal
undertakings that they have no conflict of interest as specified above, and that each one of them will
observe confidentiality.

15.0 Price Adjustments:

All participating Publishers will be required to specify a maximum retail price at which the course
books and the accompanying teacher’s guide will be offered for sale to Schools, if approved. This
maximum retail price can only be adjusted upwards if there has been a demonstrable increase in
costs of more than 12.5% since the Submission for Evaluation and Approval deadline. Any revision of
price downwards would be welcome.

All price increases and the annual adjusted maximum prices for use in the annual approved list of
school course materials (Orange Book) will be governed by percentage price increases based on the
Kenya Retail Price Index (KRPI) maintained by the Central Bank of Kenya. Each year, at the time of
preparation of the approved list of school course materials all publishers of approved course
materials will be formally permitted to increase prices if they wish. Prices may not be increased by
more than the % increase in the KRPI between the 1st of January of the current calendar year and the
final copy date established by the KICD for the publication of the annual approved list of school
course books. The KICD will be responsible for calculating the permitted annual price increases
based on the KRPI and for informing all publishers of approved course books. If the KPA believes
that publishing/printing input prices (i.e. the specific costs of paper, cover card and manufacturing

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 costs) have risen by more than the calculated KRPI increases referred to above, then the KPA may
present specific evidence to the KICD in support of a claim for additional price increases.

16.0. Minor Deviations:

The KICD may, at its discretion, waive any minor deviations or non-conformities or irregularities in a
submission which do not constitute material deviation, provided such waiver does not prejudice or
affect the relative ranking order of any submitting publisher.

17.0 Release of Evaluation Results:

The results of the evaluation will be announced to all submitting publishers immediately after the
evaluation panel recommendations have been formally approved by KICD. The notification of
performance will be conveyed in writing by the Director KICD to all publishers who have made
submissions.

18.0 Updating the Orange Book

The Director KICD will be responsible for the revision and updating of the annual Approved List of
Educational Course Books (Orange Book). The printing, publication and distribution of the Approved
List of Educational Instructional Materials (Orange Book) will be the responsibility of the Director
KICD.

19.0. Publishers’ Access to Evaluation Marks:

In the interest of transparency, all Publishers who submit proposals for evaluation and approval will
have the right to see the evaluation scores of their own titles submitted for evaluation. These will
be made available by KICD for a period of 30 days from the date on which the notification of
performance has been released at the Institute. Publishers who wish to see their evaluation mark
sheets must make an appointment with Director KICD.

Any Appeals regarding specified areas of evaluation as notified under Section18, must be made in
writing to the Director KICD, by the date and time specified in Document 2. The appellant should
state the reasons for Appeal in detail and the appeal should be accompanied by a banker’s cheque for
the full amount of the fee for appeals (see Section 21.3.0) payable to the Director, KICD.

Any Appeal(s) should be confined to the confirmation of decisions on responsiveness and eligibility
of submissions and/or the computation of marks. Under no circumstances will learning area
evaluation panels or technical team(s) be reconvened or asked to reconsider the marks that have
been awarded to materials evaluated.
Responses to appeals will be made in writing by the date specified in Document 2. The decision of
the KICD on all appeals will be final.

20. 0 Costs of Documentation, Submission, Approval and Claim:

It is intended that the costs of evaluation and approval will be covered by publisher fees and will thus
be self-financing. It is not the intention of the KICD to make a profit from this exercise. The fee scales
provided below have been carefully calculated to cover the estimated costs of Evaluation and
Approval. Adjustments in fees may be necessary if the current assumptions on which the fee scales
are based are incorrect. The fees for the 2019 Submissions have been established as follows:

Submission Document

20.1 The ‘Course Materials Submission, Evaluation and Approval Procedures’ will be downloaded
from the KICD Website: [Link]

20.2.0 Evaluation fees payable on Submission per Grade, per learning activity area and Level for:
20.2.1 Primary Level: - Thirty Five thousand Kenya Shillings (Kes. 35,000) per Submission
20.2.2 Special Needs Education: Ten Thousand Kenya Shillings (Kes. 10, 000) per submission

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20.2.3 Conditional approval: Ten Thousand Kenya shillings (Kes, 10,000) per title
20.2.4 Fees for Appeals: Twenty Thousand Kenya Shillings (Kes. 20,000) per title

21.0. Clarification of Documents:

A prospective submitting publisher requiring any clarification in the Submission, Evaluation and
Approval for Competency Based Curriculum Course materials, documents may notify the
Director KICD in writing at the address specified in Document 1. The KICD will respond in writing to
any such request for clarification that is received any time but not later than 10 th July 2019. Written
copies of the KICD response will be sent to the local representatives of all prospective submitting
publishers.

21.1 At any time prior to the deadline for submission, KICD may, for any reason, whether of its own
initiative or in response to a clarification requested by a prospective submitting publisher, modify
the course materials submission documents by amendments and notify Publishers.

21.2 In order to afford prospective submitting publishers reasonable time to consider any amendment in
preparing their Submission, KICD may, of its own discretion, extend the deadline for the Submission
of proposals.

22.0 Invitation to Resubmit Proposals:

In the event that no title qualifies for approval for which submissions have been invited or that the
requisite number of titles per learning area/grade are not realised, KICD reserves the right to call for
new proposals or resubmissions of improved/revised materials from publishers.

23.0 Review and Amendment of the Evaluation and Approval Procedures and Documentation:
The KICD will review and propose amendments to these procedures and documents on an annual
basis in the context of experience. The publishers and relevant stakeholders will be informed of the
timing of the annual reviews and will be able to make proposals to the review process as appropriate.

24.0 Disqualification for Irregular Practices:

Any submitting publisher who fails to abide by the laid down Procedures relating to any stage of the
Submission, Evaluation and Approval Process of Course Materials, will be disqualified from the
award of approved status for any title submitted for Evaluation and Approval for four years.

13
 DOCUMENT 4

COURSE BOOKS EVALUATION AND APPROVAL METHODOLOGY

1. 0 Management and Appointment of Evaluation Panels

The process of Course books Evaluation and Approval will be managed by the KICD. The KICD will be
responsible for scrutinising and approving the membership of all Evaluation Panels. Each Learning
area Evaluation Panel (LEP) will comprise but not limited to:
i) A learning area/activity area specialist representative of the MoE Directorate of Quality
Assurance and Standards, nominated by the Director of Quality Assurance and Standards (DQAS)
ii) A Curriculum Developer nominated by KICD, who is a specialist in the learning area/activity area
and has knowledge of the competency based curriculum.
iii) A learning area/activity area specialist teacher trainer nominated by KICD
iv) At least one (1) experienced, practising learning area/activity area specialist teachers nominated
by KICD.
v) A KNEC CBA specialist.

The Evaluation Panels will use the criteria and scoring systems established in Document 5 as the
basis for their assessment of each Course material submitted.

Each Evaluation Panel member will receive training in the techniques of course materials evaluation
according to the criteria and approach as specified in Document 5.

2.0. Evaluation Stages

The process will be conducted in stages.

2.1 Preliminary Examination/Eligibility and Responsiveness

In this stage, the Evaluation office will verify that each submitting publisher meets the eligibility
criteria and proposal submission requirements, and has submitted complete Documentation. Any
application that fails to meet any of the three conditions should be rejected and should not be
considered for further evaluation. Only such submissions that pass the preliminary examination
should proceed to the second stage of evaluation (Technical Specifications Evaluation Stage).

2.2. Technical Specifications Evaluation

Submissions that fully meet the Eligibility Criteria and Submission requirements, and are complete,
will be evaluated on the basis of the technical specifications criteria stipulated in the bidding
documents. Deviations that may be detected under the technical specifications criteria should be
brief but explicitly stated as footnote with an indication of whether a deviation is major or minor to
facilitate the decision of KICD. Professional expertise will be engaged to undertake the technical
evaluation of dummies, or books in warehouses and schools, in order to ascertain compliance with
the required minimum production specifications.

2.3 Evaluation on Content Quality and Presentation

Each evaluation panel member will mark each submitted course material and teacher’s guide
individually and without prior consultation with other panel members. The panel will then discuss
their findings and agree on the score for the material under evaluation. Submissions that fail to reach
key threshold levels (e.g. conformity to curriculum and language) will be disqualified. All materials
that meet the set thresholds proceed to the next evaluation stage. (Moderator mark sheets shall be
subjected to a plenary session)

Note:

14
 There may be minor differences in the nature and specific requirements of the evaluations for the
different curriculum learning areas.

2.4 Price submission

All submitting Publishers will be required to specify a maximum retail price for listing in the
Approved Educational Instructional Materials (Orange Book.)The retail price will not be
scored during evaluation and approval.

3.0 KICD Recommendations

The Evaluation Report (ER) will be submitted to a committee of the KICD for scrutiny. The KICD
Committee will require a summary of the evaluators’ marks for each submission. The Committee may also
wish to inspect the individual evaluator’s mark sheets. After the Committee is satisfied that the evaluation
has been conducted in accordance with the laid down provided procedures, methodology, criteria and
marking scheme, it will adopt the Evaluation Report (ER) and make recommendations.

4.0 Approval
Once satisfied that the process of evaluation and vetting has been undertaken in line with the stated
procedures, KICD will award ‘approved’ status to the materials that qualify, thereby authorizing release of
evaluation results.

5.0 Release of Results

Publishers will be notified of the evaluation results as soon as KICD approves the materials. The
notification of Approval will be communicated to Publishers in accordance with the procedures
established in Section 17 of Document 3. Procedures for any appeals by publishers against specified
areas of evaluation are set out in Section 20 of Document 3.

6.0 Signing of the Register

Successful publishers are required to sign the register of Approved Instructional Materials within two
weeks after the release of the Evaluation Results. They should provide all the relevant details of the
course materials to facilitate listing of the same in the next Edition of the ‘Orange Book’.

7.0 List of Approved Educational Course Materials

The lists of Approved Educational Instructional Materials (Orange Book) for Pre-Primary, Primary and
Secondary Schools and Teacher Colleges titles will be updated annually and published. This will contain
up-to-date prices and will be supplied to all Public Educational Institutions, and made available for
purchase by other stakeholders.

8.0 Records of Documents

KICD will maintain a complete set of all Evaluation Documents for a period of at least one (1) year after
the formal Evaluation and Approval process is finalised.

15
 DOCUMENT 5

COURSE BOOKS EVALUATION MARK SHEETS AND SCORING SYSTEM

1. COURSE BOOKS EVALUATION: EVALUATOR’S MARK SHEET ............ 17

2. COURSE MATERIALS EVALUATION: TITLE SUMARY MARK SHEET............. 27

3. COURSE MATERIAL EVALUATION: SUMMARY MARK SHEETS …………… 28

4. Document 6 ……….. 30

5. Document 7 ………… 32

6. Document 8 ………… 34

16
Course Material (CM) Mark Sheet 1

COURSE MATERIALS EVALUATION: 2019 EVALUATION MARK SHEET

Each Evaluator in an evaluation panel must complete this mark sheet for every title (Learner Activity Book and
accompanying Teacher’s Guides) submitted for evaluation. The questions should be answered by reference to the
Learner Activity Book for criteria 4-9 and by reference to the Teacher’s Guides for criterion 10. The alternative
chosen by an Evaluator must be clearly written. The panel will then discuss their scores and agree on the
deserved score. This will be filled in ink by the panel secretary as the panel decision.

Learning Area ………………………………………............... Level …………............... Grade...........................

Learner Activity Book (LAB) Code………………………………… Teacher’s Guide (TG) Code………..................

No. of Pages: Learner Activity Book.................................................. TG.............................................

Name of the Panel …………………….............................................. Date ………...........……………………

4. CONFORMITY TO THE CURRICULUM

(A full list of strands, sub-strands/themes/sub themes, specific learning outcomes, core competencies, core
values, pertinent and contemporary issues provided in the curriculum design must be prepared by the
evaluation Panel prior to starting the live evaluation. This list must be consulted in answering the following
questions).

4 (a) Coverage of Required curriculum design sub-strands/themes/subthemes

What percentage of strands/ sub-strands/ themes/subthemes Marks Score
required by the curriculum are covered:
(Tick one alternative for Learner Activity Book)
i) All (100%) the strands/ sub strands/themes are covered 5
ii) 95-99% of the strands/ sub strands/themes are covered 4
iii) 90-94% of the strands/ sub-strands/themes are covered 3
iv) 85-89% of the strands/ sub-strands/themes are covered 2
v) Less than 85% of the strands/ sub-strands /themes are covered 1

4(b) Coverage of required curriculum specific learning outcomes

What percentage of learning outcomes required by the Marks Score
curriculum is covered?
(Tick one alternative for Learner Activity Book)
i) All (100%) the learning outcomes are covered 5
ii) 95-99% of the learning outcomes are covered 4
iii) 85-94% of the learning outcomes are covered 2
iv) 75-84% of the learning outcomes are covered 1
v) Less than 75% of the learning outcomes are covered 0

4 (c) Coverage of required concepts

What percentage of concepts required by the curriculum is Marks Score
covered?
(Tick one alternative for Learner Activity Book)
i) 95-100% of the concepts are covered 3
ii) 85-94% of the concepts are covered 2
iii) 75-84% of the concepts are covered 1
iv) Less than 75% of the outcomes are covered 0

17
 4 (e) Coverage of required skills
What percentage of specific skills required by the curriculum is Marks Score
covered?
(Tick one alternative for Learner Activity Book)
i) 95-100% of the skills are covered 3
ii) 85-94% of the skills are covered 2
iii) 75-84% of the skills are covered 1
iv) Less than 75% of skills are covered 0

5. CONTENT

5(a) Relevance of Content to Subject Specific Learning Outcomes

The content is: (Tick one alternative for Learner Activity Book) Marks Score
i) 95-100% relevant to the subject specific learning outcomes 4
ii) 85-94% relevant to the subject specific learning outcomes 3
iii) 75-84% relevant to the subject specific learning outcomes 2
iv) Less than 75% relevant to the subject specific learning outcomes 1

5(b) Concept Development

There is:
Tick one for Learner Activity Book Marks Score
i) Sufficient development of all concepts 6
ii) Sufficient development of some concepts 2
iii) No concept sufficiently developed 0

5(c) Skills Development

There is:
Tick one for Learner Activity Book Marks Score
i) Sufficient development of all skills 5
ii) Sufficient development of some skills 2
iii) No skills sufficiently developed 0

5(d) Accuracy and Correctness of Information

There is/are (Tick one alternative for Learner Activity Book) Marks Score
i) No factual errors 4
ii) Factual error(s) 0
NB: A material with factual error(s) should not be recommended for approval

5(e) Currency of Information

There is: (Tick one alternative for Learner Activity Book) Marks Score
i) No dated information 3
ii) Some dated information 1
iii) A lot of dated information 0

5(f) Appropriateness to the Level of the target Learner

(Tick one alternative for Learner Activity Book) Marks Score
i) All of the information is appropriate 4
ii) Some of the information is not appropriate 0

18
 5(g) Organization of the Information
Evaluate the text on the following statements:
(Tick one alternative for Learner Activity Book ) Marksl Score
i) The sequencing of strands throughout the material is logical 2
ii) The sequencing of strands throughout the material is not 0
logical
iii) The sequencing of information within strands is logical 2
iv) The sequencing of information within strands is not logical 0

5(h) Mainstreaming Pertinent and Contemporary Issues into content

The Text: (Tick one alternative for Learner Activity Book) Marks Score
i) Consistently mainstreams PCIs 4
ii) Makes some effort to mainstream PCIs 3
iii) Makes little effort to mainstream Pertinent and Contemporary 0
Issues

5(i) Promotion of values and positive attitudes

The material:
Tick one alternative for Learner Activity Book Marks Score
i) Consistently promotes values and positive attitudes 6
ii) Makes some effort to promote values and positive attitudes 3
iii) Makes no effort to promote values and positive attitudes 0

NB : A material that promotes unethical practices should be disqualified

6. LANGUAGE

6(a) Accuracy of Language

There are: (Tick one alternative for Learner Activity Book) Marks Score
i) No grammatical mistakes 4
ii) Grammatical mistakes 0

6(b) Correctness of language

There are: (Tick one alternative for Learner Activity Book) Marks Score
i) No editorial mistakes 4
ii) Editorial mistakes 0

Any material with more than 20 mistakes will not be recommended for approval

6(c) Appropriateness of the Vocabulary and Sentence Structures to the Level of the target Learner
(Tick one alternative for Learner Activity Book) Marks Score
i) Both vocabulary is within the level of the target learner 2
ii) Some vocabulary is not within the level of the target learner 0
iii) Sentence structures are within the level of the target learner 2
iv) Some sentence structures are not within the level of the target 0
learner

19
7. Learning Activities

7(a) Relevance to the curriculum

(Tick one alternative for Learner Activity Book) Marks Score
i) All the activities are relevant 4
ii) Some of the activities are not relevant 0

7(b) Appropriateness to the Level of the target Learner

(Tick one alternative for Learner Activity Book) Marks Score
i) All learning activities are appropriate to the target learner 3
ii) Some activities are not appropriate to the target learner 0

7 (c) Adequacies
The learning activities are; (Tick one alternative for Learner Marks Score
Activity Book)
i) Adequate 3
ii) Not adequate 0

7(d) Variety
There is ; (Tick one alternative for Learner Activity Book) Marks Score
i) A wide variety of activities 3
ii) Some variety in learning activities 1
iii) No variety in learning activities 0

7(e) Clarity of Instructions

(Tick one alternative for Learner Activity Book) Marks Score
i) Instructions are clear 2
ii) Instructions are not clear 0

7(f) Clarity of Questions to activities

(Tick one alternative for Learner Activity Book) Marks Score
i) All questions are clear 3
ii) Questions are not clear 0

7(g) Learning activities provide learners with opportunities for development of core of
competencies

Tick one alternative for Learner Activity Book Mark Score

s
i) All learning experiences provide opportunities for developing core 8
competencies
ii) Some learning experiences provide opportunities for developing core 4
competencies
iii) The learning experiences do not provide opportunities for developing core 0
competencies

20
8. ILLUSTRATIONS
NOTE: All Course materials should have illustrations
8(a) Relevance
(Tick one alternative for Learner Activity Book) Marks Score
i) All illustrations are relevant 2
ii) Some illustrations are relevant 1
iii) All illustrations are not relevant 0

8(b) Variety and Adequacy

Variety
Illustrations are; (Tick one alternative for Learner Activity Marks Score
Book)
i) Varied 2
ii) Not varied 0

Adequacy
Illustrations are; (Tick one alternative for Learner Activity Marks Score
Book)
i) Adequate 2
ii) Not adequate 0

8(c) Clarity, Colour and Proportion

Clear
Illustrations are; (Tick one alternative for Learner Activity Marks Score
Book)
i) All illustrations are clear 2
ii) Some illustrations are not clear 1
iii) All illustrations are not clear 0

Colour
Illustrations are; (Tick one alternative for Learner Activity Marks Score
Book)
i) All illustrations are in proper colour 2
ii) Some illustrations are not in proper colour 1
iii) All illustrations are not in proper colour 0

Propotionality
Illustrations are; (Tick one alternative for Learner Activity Marks Score
Book)
i) All illustrations are proportional 2
ii) Some illustrations are not proportional 1
iii) All illustrations are not proportional 0

8(d) Captioning, Numbering and Labelling

(Tick one alternative for Learner Activity Book) Marks Score
i) All illustrations are well captioned/ numbered / labelled 2
ii) Some illustrations are well captioned/ numbered / labelled 1
iii) No illustration is captioned/ numbered / labelled 0

21
 8(e) Position of Illustrations
(Tick one alternative for Learner Activity Book) Marks Score
i) All illustrations are well positioned relative to text 2
ii) Some illustrations are not well positioned relative to text 1
iii) All illustrations are not well positioned relative to text 0

8(f) Accuracy of Illustrations

(Tick one alternative for Learner Activity Book) Marks Score
i) All illustrations are accurate 2
ii) Some illustrations are not accurate 1
iii) All illustrations are not accurate 0

8(g) The submission has no illustrations (Tick)

9. LAYOUT

Evaluate the book for the accuracy on the following statements

(Tick one alternative for Learner Activity Book ) Marks Score
i) Page layout is appropriate to the level and subject 2
ii) Page layout is not appropriate to the level and subject 0

(Tick one alternative for Learner Activity Book ) Marks Score

i) The layout enhances readability and ease of reference 2
ii) The layout enhances readability and ease of reference 0

(Tick one alternative for Learner Activity Book ) Marks Score

i) There is rational use of font sizes, boldness and font types across 2
the text in
highlighting topics and sub-topics
ii) The use of font sizes, boldness and font types across the text in 0
highlighting topics and sub-topics is not rational

(Tick one alternative for Learner Activity Book) Marks Score

i) Illustrations are correctly positioned in relation to the relevant 2
text
ii) Some Illustrations are not correctly positioned in relation to the 1
relevant text
iii) All illustrations are not correctly positioned in relation to the 0
relevant text

10. TEACHER’S GUIDE

10 (a) Accuracy and correctness of content

There are: (Tick one alternative for Teacher’s Guide) Marks Scor
e
i) No factual errors 4
ii) Factual errors 0

22
10(b) Currency of Information
There is: (Tick one alternative for Course Material) Marks Score
i) No dated information 3
ii) Some dated information 1
iii) A lot of dated information 0

10(c) Methodology/Pedagogical issues

 The material has:

(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out practical Activities for facilitating each sub 2
strand
ii) Some instructions that set out practical Activities for facilitating each 0
sub strand

 The material has:

(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out approach to nurturing values and positive 2
attitudes
ii) Some instructions that set out approach to nurturing values and 0
positive attitudes
 The material has:
(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out approach to integration of Pertinent and 2
Contemporary Issues
ii) Some instructions that set out approach to integration of Pertinent and 0
Contemporary Issues

 The material has:

(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out learner centred activities for Inquiry Based 2
Learning to developing Core Competencies
ii) Some instructions that set out learner centred activities for Inquiry Based 0
Learning to developing Core Competencies

 The material has:

(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out approach to developing skills 2
ii) Some instructions that set out approach to developing skills 0

 The material has:

(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out the approach to presenting the various types of 2
activities
ii) Some instructions that set out the approach to presenting the various 0
types of activities

 The material has:

(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out approaches to parental empowerment and 2
engagement
ii) Some instructions that set out approaches to parental empowerment and 0
engagement

23
  The material has:
(Tick one alternative for Teacher’s Guide) Marks Score
i) Instructions that set out approaches to Community Service Learning 2
ii) Some instructions that set out approaches to Community Service 0
Learning

10(d) Suggestions on teaching learners with special needs

The material has:
(Tick one alternative for Teacher’s Guide) Marks Score
i) Suggestions on methods for teaching learners with special needs 3
ii) No suggestions on methods for teaching learners with special needs 0

10(e) Suggestions for teaching and learning resources

(Tick one alternative for Teacher’s Guide) Marks Score
i) The teacher’s guide provides useful, relevant appropriate and practical 5
suggestions for teaching and learning resources
ii) The teacher’s guide provides some useful relevant appropriate and 2
practical suggestions for teaching and learning resources
iii) There are no suggestions for relevant teaching and learning resources 0

10(f) Suggested Assessment

There are:
 Appropriate tools
(Tick one alternative for Teacher’s Guide): Mark Score
s
i) Relevant and useful suggestions on appropriate tools of assessment at sub- 2
strand level
ii) Some relevant and useful suggestions on appropriate tools of assessment at 0
sub-strand level

 Suggestions at the sub-strands level

(Tick one alternative for Teacher’s Guide): Mark Score
s
i) Suggestions at the sub-strands level on how to develop appropriate 2
competency based assessments
ii) Some suggestions at the sub-strands level on how to develop appropriate 0
competency based assessments

 Approaches to handling assessment

(Tick one alternative for Teacher’s Guide): Mark Score
s
i) Useful suggestions on the approaches to handling assessment tasks in the 2
learners’ book
ii) Some useful suggestions on the approaches to handling assessment 0
tasks in the learners’
book

10(g) Answers to exercises/Activities (for guides that provide answers)

(Tick one alternative for Teacher’s Guide): Mark Score
s
i) All the answers to the exercises and activities are correct 3
ii) Some answers to the exercises and activities are not correct 0

24
10(h) Clarity of Writing and Presentation of text
The layout : (Tick one alternative for Teacher’s Guide): Mark Score
s
i) The writing, organization and presentation is clear and easy to use. 3
ii) The writing, organization and presentation in some instances is not clear 1
and easy to use.
iii) The writing, organization and presentation is not clear and not easy 0
to use.

10(i) Clear Cross Referencing to the Course books

(Tick one alternative Teacher’s Guide): Marks Score
i) The Guide contains clear and easy to use cross referencing to the Course 5
Materials
ii) There is cross-referencing with the Course material but it is not easy to use 2
iii) There is no cross-referencing between the teacher Guide and the Course 0
material

10 (j) Layout
Evaluate the text for the accuracy on the following statements
 The layout enhances readability and ease of reference
 There is rational use of font sizes, boldness and font sizes across the text in highlighting topics
and sub-topics

Tick one alternative for Course materials Marks Score

i) All statements apply 2
ii) One of the statements applies 1
iii) None of the statements applies 0

11. ACCOMPANYING Digital MEDIA (CASSETTES, DVD, CD, USB,) WHERE NECESSARY

If cassettes accompany the relevant course book, they should be evaluated alongside the learners’ book
and scored in the relevant section of the TB Mark Sheet 1. However, the following aspects of the cassette
should also be evaluated.

11(a) Audio speed

(Tick one alternative for Cassette /CD): Marks Score

i). Appropriate to level of the learner 2
ii). Too slow/too fast for the learner 0

11(b) Clarity of Sound

(Tick one alternative for Cassette / CD): Marks Score

i). Clear and audible 2
ii). Not clear and not audible 0

11 (c) Transcriptions

(Tick one alternative for Cassette /CD): Marks Score

i). Available and corresponds to the recorded content 2
ii). Available but does not correspond to the recorded content 1
Iii). Not available 0

25
Unique features of the material (Creativity in CBC design interpretation and presentation) 2 Marks

……………………………………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………..............

Name & Signature of Moderator ………………………………………………….......................................................

Name & Signature of Evaluator 1 ………………………………………………….......................................................

Name & Signature of Evaluator 2 ………………………………………………….......................................................

Name & Signature of Evaluator 3 ………………………………………………….......................................................

Name & Signature of Evaluator 4 ………………………………………………….......................................................

Name & Signature of Evaluator 5 ………………………………………………….......................................................

NB: Every evaluator must make notes to justify the score during discussion. The notes will be compiled
into a report for the material.

26
CM Mark Sheet 2

COURSE MATERIALS (PRINT) EVALUATION:– 2019 SUMMARY MARK SHEET OF ALL TITLES EVALUATED BY PANEL
(The marks for all titles evaluated by the Learning area panel should be inserted on this mark sheet)
Learning area ……………………………………………....................... Level/Grade/Year …………………......................
Date ………….................................
Name & Signature of Moderator ………………………………………………….......................................................
Name & Signature of Evaluator 1 ………………………………………………….......................................................
Name & Signature of Evaluator 2 ………………………………………………….......................................................
Name & Signature of Evaluator 3 ………………………………………………….......................................................
Name & Signature of Evaluator 4 ………………………………………………….......................................................

Name & Signature of Evaluator 5 ………………………………………………….......................................................

MARKS FOR CRITERIA TOTAL REACHED

Course 4 5 6 7 8 9 10 MARKS THRESHOL
Material Conformity* Content* Language Learning Illustrations Layout Teacher’s D?
Code Activities Guide YES/NO

*Threshold is 90% for “Conformity” and for “Content”, 90% for “Teacher guide” and 85% overall for criteria

27
CM Mark Sheet 4

COURSE BOOKS (PRINT) EVALUATION:– SUMMARY MARK SHEET AND CRITERIA FOR EACH TITLE –
EA’S MARK SHEET
(The marks derived from the evaluation panel summary mark sheets should be inserted into the appropriate
spaces for criteria 4, 5, 6, 7, 8, 9 and 10 by the evaluation administrator. The evaluation administrator should
also enter the marks awarded by the relevant Learning area Evaluation Panels for Criteria 1, 2 and 3)
Learning area …………………………………………… ……………...………. Level ………………… Date ………………
Title ………………………………………………………………………………………………………………………………………………
Author(s) ………………………………………………………………………………………………………………………………………….
Publisher …………………………………………………………………………………………………………………………………………

Criteria Marks Marks Comments

to be Awarded
Allocated
1. CONFORMITY TO Technical specifications will not be
PHYSICAL assessed by the evaluation panel
PRODUCTION AND TYPE but by technical specialists. The
SPECIFICATIONS submitted items/dummies must
 Quality of text paper Pass or conform to the minimum
N/A
Fail specifications. The submission is
 Quality of cover card
 Binding styles disqualified if the course material
 Formats does not meet the minimum
 Type and type sizes technical requirements.
2. PUBLISHER Publisher qualification will not be
QUALIFICATION judged by the evaluation panel but
Pass or
as specified in section 1 N/A by the KICD. The submission is
Fail
Doc. 3 disqualified if the publisher is not
qualified
3. CONFORMITY TO Conformity will not be judged by
SUBMISSION the evaluation panel
REQUIREMENTS Pass or but by the KICD. The submission is
N/A
(as specified in section Fail disqualified if the
11, 12 and 13) publisher does not conform to the
requirements.

Criteria 4, 5, 6, 7, 8, 9 and 10 will be evaluated by Evaluation Panel for the

submission
4. CONFORMITY TO THE Failure to achieve 90% coverage of
CURRICULUM (90% of the the curriculum (14/16 marks) will
available marks for this 16 lead to disqualification
criterion are required for
approval)

28
5. CONTENT (80% of the Failure to achieve 90% coverage
available marks for this (36/40 marks)
40
criterion are required for will lead to disqualification
approval)
6. LANGUAGE 12
7. LEARNING ACTIVITIES 26
8. ILLUSTRATIONS 18
9. LAYOUT 8
10. TEACHER GUIDE Failure to achieve 85% coverage
50 (43/50marks) will lead to
Disqualification
TOTAL MARKS QUALIFIED, DISQUALIFIED? (delete
170 as necessary for criteria 1,2,3,4,5,10).
Also see note below.
NB: Each submission must score 85% in total for criteria 4-10.. Failure to achieve 145 marks out of 170
overall will lead to disqualification. This threshold does not take price into account.

Name of Moderator/Chair …………………………………………………………………………………

Signature ……………………………………………………….
Date…………………………………………….
KICD Evaluation Committee Chair.....……………........................................................
Signature ……………………………………........................
Date………………….......................
KICD Evaluation Committee Secretary ……………………………………………......................
Signature ……………………………………....................
Date………….........................

29
 DOCUMENT 6
PUBLISHER’S /PRODUCER’S WARRANTY TO KICD

1. A publisher/producer who has agreed to participate in the process of acquisition of an approved status
under the document entitled SUBMISSION, EVALUATION AND APPROVAL PROCEDURES FOR
COMPETENCY BASED CURRICULUM COURSE MATERIALS 2019 agrees to be bound by the terms and
conditions herein provided.
That, the Publisher/Producer:

1.1 Shall make available for the duration of this warranty sufficient quantities of the titles/productions
to support reasonable demand through purchase by MOE on behalf of individual schools. In order to
ensure effective teaching practices, there should be a ratio of at least 1: 50 teacher’s guide to pupils’
books; each multi-media device should be available with an accompanying user manual.

1.2 Shall maintain maximum retail prices within the limits specified in Doc 3 Section 15.0 of the terms
and conditions of Evaluation and Approval. The publisher/producer accepts that failure to supply at
the retail price specified (or any permitted increase in the stated retail prices according to the
provisions of Document 3 Section 15.0) may result in the removal of the defaulting
titles/productions from the approved list.

1.4 Shall supply the titles/productions at the minimum standards of production quality specified in the
Terms and Conditions of evaluation and approval and in all respects similar to the standards and
specifications of the samples, dummies and guarantees submitted by the publisher/producer for
evaluation and approval. Where the required standards and specifications are not replicated in the
final print run/production, any offending publisher will be required to replace defective
copies/multi-media devices at their own cost within sixty (60) days of notification of the detected
problem. Failure to replace defective copies could lead to the respective titles being removed from
the list of approved course materials (Orange Book). Where a publisher/producer persistently fails
to comply with the required standards and specifications, the Publisher/Producer shall be prohibited
from participating in subsequent submissions for evaluation and approval.

1.5 Shall acknowledge the right of the KICD to disqualify any approved title where the format, extent,
page layout, font type, font sizes, number of colours and basic physical production specifications
differ materially from those evaluated and approved. The KICD will accept that the
Publisher/Producer may not always be able to use exactly the same text paper and cover card for
every printing but requires that substitute raw materials must meet the basic production
specifications set down, and the relevant technical specifications will apply to the multi-media
devices.

1.6 Shall seek the prior approval in writing of the KICD before making any significant changes to the
content or presentation or production standards of any approved titles/productions.

1.7 Shall ensure compliance with all of the conditions and requirements specified in the Terms and
Conditions of Evaluation and Approval.

1.8 Shall supply free of charge to the KICD, within sixty (60) days of formal approval, five copies of each
of the approved titles prior to delivery of bulk stock. These samples will be examined/tested and
retained by the KICD as a basis for comparison with the samples submitted by the publisher for the
process of evaluation and approval and also with the stock supplied by the publisher for use in
schools. In addition, KICD/MoE may check stock in the warehouse prior to distribution, and also in
schools in order to ascertain compliance to the required minimum technical standards.

1.9 Shall accept the right of the KICD to disqualify or remove from the approved list any title/production
where an author/developer or any other person defined as associated with the publisher /producer

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 in the terms and conditions of Evaluation and Approval has not been declared in the
Publisher’s/Producer’s submission and has consequently taken part as an Evaluator in the evaluation
and approval process. Failure by the Publisher/Producer to disclose potential conflicts of interest
with the evaluation process will always render a title/production or titles/productions liable to
disqualification. Persistent failure to disclose conflicts of interest could lead to suspension of the
publisher from future submissions for evaluation and approval for four years.

1.10 Shall recognise that the KICD/MoE cannot accept any responsibility for marketing approved titles
nor can it accept responsibility for that matter if approved titles fail to achieve acceptable levels of
sales.
2.0 Shall grant free of charge to the KICD/M0E, if so requested in writing, publication licences for Braille,
large print and talking book editions of any of the approved titles. Such licences will only remain
valid while the relevant Course materials and Teacher’s Guides/User Manual remain on the approved
list of Course materials and will be granted only on condition that the published titles/productions
shall be supplied free of charge by either the GoK or a donor to schools in Kenya. The free license will
not apply to any titles which are sold by the KICD/MoE or which are supplied outside the territory of
Kenya, except with the prior approval of the Publisher/Producer in writing.

3.0 The Kenya Publishers Association has developed codes of conduct governing the promotion,
marketing and sale of Course materials, Teacher’s Guides/User manuals and other instructional
materials to pre-primary, primary, secondary schools and tertiary institutions. It is expected that no
publisher/producer whether a member or not of Kenya Publishers Association will act in a manner
contrary to the above mentioned code.

Over and above the above code, the warranties herein provided shall remain in force for the duration
of the Publisher’s/Producer’s approved status.

4.0 This Warranty shall be governed and interpreted in accordance with the Laws of Kenya.

Signed and stamped:

For the Publisher/Producer …………..…………………………….Date…………………Place ………………………..

For and on behalf of

Director, Kenya Institute of Curriculum Development …………..…………………………….Date ……………

Place…………………….

Witness …………………………………………………………. Date …………………………………………

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 DOCUMENT 7

ADDITIONAL INFORMATION

1. KICD Instructional Materials Vetting and Approval Committee

1.1 Authority
The KICD IMVAC is the body charged with the Course Materials evaluation and
approval process. It represents the Government of Kenya.

1.2 Composition of the KICD IMVAC

 Director General (MoE) - Chair
 Director, Kenya Institute of Curriculum Development - Secretary
 Director, Quality Assurance and Standards - Member
 Secretary, Kenya National Examinations Council - Member
 Director, Policy and East Africa Partnerships (MoE) - Member
 Director, Secondary & Tertiary Education - Member
 Director, Primary Education - Member
 Director, Teacher Education - Member
 Director, Early Childhood Education - Member
 Kenya Secondary Schools Heads Association - Member
 Kenya Primary Schools Heads Association - Member

1.3 Terms of Reference

The KICD IMVAC has, among others, the following responsibilities:
a) To assess on Qualification, Eligibility and Responsiveness of the submitting
Publishers/Producers as laid down in the submission and evaluation
procedures document;
b) To receive the partial Course Materials Evaluation Report (CMER) from the
Evaluation Administrator;
c) To scrutinize the partial CMER and to be satisfied that the evaluation process
has been conducted in an accurate, fair and transparent manner in accordance
with the documentation, and normal evaluation practices and the Management
Guidelines;
d) To scrutinize all technical reports attached to the CMER. These will include, but
may not be limited to, reports from the Subject Evaluation Panels, the Technical
Specialists’ Report, and the Minutes of the Submission Opening;
e) To scrutinize the marks awarded to each submission for each learning area and
level. Where necessary, the KICD IMVAC may request copies of detailed mark
sheets to supplement the summary marks sheets, which will normally be
provided as part of the CMER;
f) After due scrutiny, to complete Course Materials Mark Sheet 5 for each
submission and to make a list of approved Course Materials per learning area
per level/grade where applicable and to receive and sign the completed Course
Materials Evaluation Report from the Evaluation Administrator for transmission
to the Principal Secretary for approval for publication;
g) To instruct the Evaluation Administrator to make the awards known to the
relevant Publishers/Producers.

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2. Compliance

The office of the Director, Quality Assurance and Standards has been vested with the
responsibility to verify schools/field compliance.

2.1 Responsibilities

In liaison with the Course Materials Management Unit, the office of the Director, Quality
Assurance and Standards will make random checks in the field to ensure that every supplied
Course Material complies with the stated standards as approved by the Vetting Committee.

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 DOCUMENT 8

FORMS AND ATTACHMENTS

Form 1: Submission Covering Letter (sample)

To: Director, KICD

Dear Sir,

Having examined the proposal submission documents the receipt of which is hereby duly
acknowledged, we, the undersigned, are submitting our applications for the publication of ____
tittles of Course Materials in conformity with the said proposal submission documents.

If our titles are approved, we undertake to publish the approved titles in conformity with the
approved technical specifications and any improvements that may be recommended at approval.

Number of packages accompanying this submission:

1. (Specify or insert description)

2. (Specify or insert description)
3. Specify or insert description)
4. (Specify or insert description
5. Specify or insert description)

Date of submission __________________ Date of Receipt _______________________

Representative Publisher ________ Receiving Officer’s Name _______________

Signature __________________________ Signature ____________________________

Note: This form should be submitted in duplicate.

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Form 2: Publisher’s Details and Submissions (sample)

a) Physical Address

Publisher’s Name _______________________________________________________________________________

Address: Street Name _________________________________ Building Name ____________________________

Postal Address: P O Box __________________________________Code _________________________________

Town: _________________________

Telephone: __________________Mobile __________________ E-Mail _____________________________________

b) Titles, Authors and prices

Grade 4
Learning area Title Author Price
LB TG
English
Mathematics
Kiswahili
Science
and Technology
Religious
Activities
CRE
Religious
Activities
IRE
Religious
Activities
HRE
Creative Arts
Physical and
Health Education
Chinese
Social Studies

Note: This form may be adjusted to suit individual requirements e.g. accommodate the list of authors,
including advisors.

Attachments:
1. Bankers’ cheque

Bankers’ Cheque: No: _________ Amount (KES) ________________________(in Words) ___________

___________________________________________________________________________________
Date ______________________

Issuing Bank: ____________________________________ Branch: _____________________________

2. Certificate of registration and incorporation

Business Registration No. _________________________________ Date __________________________

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3. Form 3: Form for Statement of Copyright ownership of publication rights (attach 1)

4. Form 4: For statement of Grant for License for publication of Braille, large print or talking book
editions (attach 1)

5. Form 5: A statement of commitment signed by a lawyer.(attach 1)

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