EMIS: No more physical registration, licensing of schools

Kampala, Uganda | THE INDEPENDENT | The Ministry of Education has phased out physical registration and licensing of schools, transitioning the entire process to the EMIS (Education Management Information System) effective next year.

Dr John Chrysostom Muyingo, the State Minister for Higher Education, said that this initiative, set to be implemented next year, aims to streamline the registration process and eliminate bureaucratic delays, among other benefits.

Dr John Chrysostom Muyingo, made the remarks during a meeting with private school headteachers from Kampala, held at Nakasero Primary School, where they were being briefed on the use of the EMIS.

The minister added that currently the system is being tested before it is officially rolled out.

Jenkins Twinomugisha, an EMIS consultant, informed our reporter that a new module has been introduced to the system, allowing school owners to register or renew their institutions. This module enables them to submit a letter of intent for either first-time registration or renewal.

“Once the letter of intent is approved, school owners will need to upload various documents, including proof of ownership, land documentation, an approved physical plan, details of available classrooms, inspection letters, and teacher information, among other required documentation. This process could previously take months, but using the system, it can be completed in as little as two days if all the necessary documents are available,” Twinomugisha said.

Previously, this data was compiled into a physical file that school owners had to move from office to office to secure the necessary approvals, culminating in a final review by the commissioner in charge.

Twinomugisha noted that under the new arrangement, school owners will no longer need to interact with officials in person; instead, they can submit their documents online and await approval or feedback.     “Once the submitted information is reviewed, schools will receive a digital certificate that can be printed,” he added.

Vincent Ssozi, Assistant Commissioner Statistics, Monitoring and Evaluation who is also the EMIS focal person, added that the ministry will take necessary steps to guide schools in using the system, with additional training sessions planned to ensure they are fully equipped to navigate the new platform effectively.     “More trainings will be held on this module but also our EMIS support staff stationed in all local government will be trained so as they give capacity building to those in need of the service,” Vincent Ssozi said adding that the new initiative also aims to incentivize private schools to adopt the EMIS system, as many have previously opted not to utilize it.

This new development arrives as the ministry has been urging private schools to enrol in the EMIS, a system designed to collect all education-related information, but many have been resistant. Current data reveals that out of 61,572 private schools, only 31,464 approximately 50 percent have registered on the EMIS.

Moreover, even among those that have enrolled, there is a significant shortfall in data submission. For example, the registered private schools have only uploaded information for 2.3 million learners.

Livingston Mugoya, a headteacher, said that private schools have been sceptical about the EMIS, fearing that the data generated could be shared with the Uganda Revenue Authority (URA), potentially leading to tax issues.

He admitted that in some cases, where a school has 300 learners, directors are instructing headteachers to register only five students on the system.

Dr. Muyingo observed that private schools will be gradually integrated into the system. He mentioned that initially, the ministry rolled out the EMIS without adequately informing the private schools, but through continued engagement, they can be included without causing disruption.

However, the minister added that if the schools refuse to comply, the ministry may have no choice but to take stronger measures to ensure they register with EMIS and submit the necessary data.

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