Service Delivery Charter
Our commitment to efficiency, transparency, and excellence in service delivery. Clear standards and procedures for all our services.
Institution
Kiminini Technical and Vocational College
Affiliation
Ministry of Education
State Department for Vocational Technical Training
State Department for Vocational Technical Training
Sector
Education
Accounting Officer
Mr. Moses Obwaso
13
Service Processes
49
Process Steps
8
Process Owners
24/7
Service Access
English Version
Kiswahili Version
Admission Of Trainees
Version 1
FY 2021/2022
Mildred Ndieyira
- Registrar
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Upon advertisement of courses, potential trainees shall apply for courses of their choice | N/A | Registrar |
| 2 | Registry receives applications and issues admission letters to qualified trainees | N/A | Registrar |
| 3 | Trainees report and hand in required documents | 2 minutes | Registrar |
| 4 | Documents are validated | 4 minutes | Registrar |
| 5 | Trainee is admitted with a unique admission number | 5 minutes | Registrar |
| 6 | Trainee fills relevant forms according to courses | 5 minutes | Registrar |
| 7 | Trainee receives and signs college rules | 5 minutes | Registrar |
| 8 | Trainee file is opened and documents are filed | 3 minutes | Registrar |
| 9 | Trainee is handed over to H.O.D of respective course - Process complete | 5 minutes | Registrar |
Issuance of College Identity Cards
Version 1
Fee: KSh. 200
Stevicker Ogoti Bwari
- Dean of Trainee
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Trainee receives forms to fill personal details | 5 minutes | Registrar |
| 2 | Trainee pays KSh. 200 for processing the identity card | 1 minute | Dean |
| 3 | Trainee takes a passport size photo | 5 minutes | Dean |
| 4 | Identification card is designed | 10 minutes | Dean |
| 5 | Trainee verifies card details | 5 minutes | Dean |
| 6 | Identity card is printed | 5 minutes | Dean |
| 7 | Trainee is issued with the identity card | 5 minutes | Dean |
| 8 | Trainee signs acknowledgment of receipt - Process complete | 1 minute | Dean |
Issuance of Fees Receipts
Version 1
CPA Ezekiel Masai
- Finance Officer
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Trainee gives bank deposit slip to finance officer | 1 minute | Trainee |
| 2 | Finance officer credits trainee account | 2 minutes | Finance Officer |
| 3 | Finance officer writes receipt | 1 minute | Finance Officer |
| 4 | Trainee is issued with fee receipt - Process complete | 1 minute | Finance Officer |
Training Process
Version 1
HODs
- Process Owners
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | H.O.Ds issue memo to convene meeting for subject allocation (3 weeks to closing) | 3 days | H.O.Ds |
| 2 | H.O.Ds meet to prepare training timetable for DP approval | 3 weeks to opening | H.O.Ds |
| 3 | Memo to trainers for preparation and submission of training documents | 2 weeks to opening | H.O.Ds & DP |
| 4 | Trainers attend classes as timetabled | 10 weeks | Trainers |
| 5 | Trainers update training documents - Process complete | 10 weeks | Trainers |
Internal Examination
Version 1
Dennis Okumu
- Examination Officer
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Trainers mark exams, record marks, and submit to H.O.Ds | N/A | Trainers |
| 2 | H.O.Ds verify marks and convene departmental award meeting | 2 days | Trainers, H.O.Ds |
| 3 | Mark sheets forwarded to DP for signing, then to exams officer | 1 day | DP, H.O.Ds |
| 4 | Exams officer prepares progressive reports | 1 week | Exam Officer |
| 5 | Report forms issued to trainee - Process complete | 5 minutes | H.O.Ds |
External Examination
Version 1
Dennis Okumu
- Examination Officer
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Exam officer prepares memo to trainees on KNEC circular requirements | 3 weeks to registration | Exam Officer |
| 2 | Exam officer communicates to H.O.Ds for list of potential candidates | 2 weeks to registration | Exam Officer, H.O.D |
| 3 | H.O.D submits list of potential candidates to exams office | Immediate | H.O.D |
| 4 | Exam officer submits list to finance for fee clearance verification | Immediate | Exams Officer |
| 5 | Finance officer clears and notifies exam officer | Immediate | Finance Officer |
| 6 | Exam officer collects documents and uploads to KNEC system - Complete | Immediate | Exam Officer |
Issuance of Academic Certificates
Version 1
Mr. Moses Obwaso
- Principal
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Trainee presents duly filled clearance form, college ID, and national ID | Immediate | Trainee |
| 2 | Trainee signs acknowledgment of receipt - Process complete | 1 day | Trainee |
Counseling Service per Session
Version 1
1 hour session
Judy Munyoki
- Counseling Department
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Counselor listens to client to build relationship and rapport | Immediate | Counseling Dept |
| 2 | Counselor explores client through discussions and probing | 20 minutes | Counseling Dept |
| 3 | Counselor helps client identify and set personal goals | 40 minutes | Counseling Dept |
| 4 | Goals are set and intervention is made | 10 minutes | Counseling Dept |
| 5 | Referral is made if outside intervention needed | Immediate | Counseling Dept |
| 6 | Finalization if goals achieved, or new session initiated - Complete | Immediate | Counseling Dept |
Payment of Suppliers
Version 1
Isaac Wanyonyi
- Procurement Officer
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Inspection committee inspects delivered items/works/services | 1 day | Procurement Officer |
| 2 | Inspection report is prepared | 1 day | Procurement Officer |
| 3 | Supplier invoices for payment | 3 days | Supplier |
| 4 | Supplier is paid in line with invoice - Process complete | 2 days | Finance Officer |
Correspondence: Incoming Calls
Version 1
Miriam Nelima
- Secretary
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Secretary answers phone call with appropriate greeting (within 3 rings/10 seconds) | Immediate | Secretary |
| 2 | Secretary states college name and responds appropriately - Process complete | Immediate | Secretary |
Correspondence: Incoming Letters
Version 1
Miriam Nelima
- Secretary
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Secretary sorts letters delivered to principal's office | 10 minutes | Secretary |
| 2 | Letters are opened and content scrutinized | Immediate | Secretary |
| 3 | Letters are stamped as received and recorded in inward mail register | Immediate | Secretary |
| 4 | Letters are distributed and follow-up for action - Process complete | 10 minutes | Secretary |
Enquiries
Version 1
Miriam Nelima
- Secretary
Process Writer: Joan N. Masika - PC Coordinator
| Step | Activity/Action | Time | Actor |
|---|---|---|---|
| 1 | Receptionist welcomes customer and asks if assistance is needed | Immediate | Secretary |
| 2 | Customer states enquiry and receptionist registers information | Immediate | Secretary |
| 3 | Receptionist assists or directs customer to appropriate office - Complete | Immediate | Secretary |
Mkataba wa Utoaji Huduma
Mwaka wa Fedha 2021/2022
| Na. | Huduma | Mahitaji ya Huduma | Malipo | Muda |
|---|---|---|---|---|
| 1 | Kuuliza na Kukaribisha | Kwa hiari | Bure | Dakika 30 |
| 2 | Uandikishaji wa Wanafunzi | Kiwango cha chini cha sifa | KSh. 500 | Dakika 30 |
| 3 | Mafunzo | Usajili kwa kozi, dhibitisho ya malipo, mahudhurio | Kulingana na kozi | Ratiba ya muhula |
| 4 | Mitihani ya Ndani | Usajili kwa kozi, dhibitisho ya malipo, mahudhurio | Bure | Wiki mbili |
| 5 | Mitihani ya Nje (KNEC) | Usajili kwa kozi, dhibitisho ya malipo, mahudhurio | Inatofautiana | Ratiba ya KNEC |
| 6 | Utoaji wa Cheti cha Kitaaluma | Fomu ya kibali iliyojazwa, Kitambulisho cha chuo, Kitambulisho cha kitaifa | Bure | Dakika 20 |
| 7 | Huduma ya Ushauri kwa Kipindi | Mwanafunzi aliyesajiliwa au mfanyakazi | Bure | Saa moja |
| 8 | Utoaji wa Kitambulisho cha Chuo | Mwanafunzi aliyesajiliwa | KSh. 200 | Siku 30 baada ya usajili |
| 9 | Utoaji wa Risiti za Ada | Risiti ya malipo kwenye benki | Bure | Dakika 20 |
| 10 | Kuanzisha Uhusiano | Mazungumzo, kumbukumbu ya makubaliano | Bure | Siku 30 |
| 11 | Malipo kwa Wauzaji | Ankara zilizowekwa sahihi | Bure | Siku 7 za kazi |
| 12 | Mawasiliano - Barua Zinazoingia | Barua rasmi | Bure | Siku 7 |
| 13 | Mawasiliano - Simu Zinazoingia | Simu ya kawaida | Bure | Mara moja |
HUDUMA BORA NI HAKI YAKO
Tuko na nia ya kupeana Huduma bora kwa heshima
Mkuu wa Chuo
Kiminini Technical and Vocational College
S.L.P 542-30200, Kitale
Simu: 0759424048 / 0780510878
Barua pepe: kimininitvc@gmail.com
Kamati Simamizi ya Malalamishi ya Umma
S.L.P 20414-00200, Nairobi
Simu: +254 (0)20 2270000 / 2303000
Barua pepe: complain@ombudsman.go.ke
Saa za Huduma
Jumatatu - Ijumaa: 8:00 asubuhi - 5:00 alasiri
Jumamosi: 8:00 asubuhi - 12:00 alasiri
Jumapili: Imefungwa
