Ministry of Health

Public Health Officers and

Technicians Council - Kenya

STUDENT INDEXING
GUIDELINES

December 2014
 Ministry of Health

Public Health Officers and

Technicians Council, Kenya

Student Indexing
Guidelines

DECEMBER 2014
Public Health Officers and Technicians Council, Kenya

©Public Health Officers and Technicians Council, Kenya, 2014

All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted in any form, or by any means, electronic, mechanical,
photocopying, recording, scanning or otherwise, without the prior permission in writing
of the Public Health Officers and Technicians Council, Kenya.

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TABLE OF CONTENTS

FOREWORD 4

ACKNOWLEDGEMENT 5

ABBREVIATIONS AND ACRONYMS 6

GLOSSARY OF TERMS 7

1.0. ROLE AND MANDATE OF PHOTC 8

2.0. INDEXING 9

3.0. IMPLEMENTATION 12

4.0. APPENDICES 16

APPENDIX I: INDEXING APPLICATION FORM 16

APPENDIX II: TECHNICAL WORKING GROUP MEMBERS 17

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Public Health Officers and Technicians Council, Kenya

FOREWORD
The objective and purpose of the Public Health Officers and Technicians’ Council (PHOTC)
as prescribed in the public health officers (Training, Registration and Licensing) Act
No.12 of 2013 is to exercise general supervision and control over the training, practice
and employment of Public Health Officers and Technicians in Kenya, and to advise the
government in relation to all aspects thereof. PHOTC cultivating a culture of excellence in
standards setting and monitoring in line with the Act.

Training regulation is a mandate of PHOTC; in addition to capacity building, registration

and licensing of public health officers and technicians. The council is also involved in
regulation of standards of practice. PHOTC therefore shall ensure quality training and
practice regulation by practitioners to deliver quality preventive and promotive health
services to Kenyans hence the establishment of the Student Indexing Guidelines.

Student indexing is a mandatory procedure for registration of students by assigning them

unique identifiers. It is intended to facilitate the tracking of registered students during
and after completion of training. It also provides for regulated processes in training
and registration of public health professionals. The guidelines are part of the PHOTC
standards and constitute the first step for all prospective students joining accredited
training institutions in pursuit of certificate, diploma and degree levels of training for an
Environmental Health course in Kenya.

The indexing guidelines outline the requirements for certificate, diploma and degree
training programs for accredited training institutions in Kenya. They have been designed
to offer an easy, informative and transparent step-by-step guide for students enrolling
into the program. In addition, this document distinctively outlines the roles of students,
training institutions and PHOTC in regard to student indexing.

These training guidelines outline PHOTC minimum guidelines for admission, indexing
procedure and implementation of the indexing process. An indexing form is provided
for ease of reference regarding compliance to these guidelines. These guidelines are
an important tool for all public health students, trainers and administrators of training
institutions.

Kioko Kiilu
Chairman, Public Health Officers and Technicians Council

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ACKNOWLEDGEMENT

The PHOTC indexing guidelines document comes at a time when there is greater need to
regulate professional training and practice. The collaborative effort of PHOTC membership,
experts drawn from public and private institutions offering training in Environmental Health
and other stakeholders, was invaluable throughout the entire process.

I express sincere gratitude to various stakeholders for their rigorous commitment.In

particular, I thank the representatives of various institutions and departments including;
Kenya Medical Training College (KMTC), Human Resource Department - Ministry of Health
(MoH), Moi University, and other institutions of higher learning whose participation
proved invaluable in the development of this document. I acknowledge the Commission
for University Education (CUE) and Kenya Medical Research Institute (KEMRI), for their
contribution throughout the entire process.

Further, I recognize the support from the Association of Public Health Officers, Kenya
(APHOK), the input from EMORY University-Kenya Health Workforce project and the
valuable technical and material support from the USAID-funded FUNZOKenya project,
Intrahealth International through the stewardship of Dr James Mwanzia.

I also acknowledge the momentous contribution of all members of the Technical Working
Group, the peer review team and members of the PHOTC Secretariat for providing the
much desired thrust for the entire process.

Last but not least, I sincerely acknowledge the contribution of individuals, organizations
and institutions whose direct or indirect involvement in the process guaranteed the
accomplishment of this document.

KEPHA .M. OMBACHO, PhD, MBS

REGISTRAR
PUBLIC HEALTH OFFICERS AND TECHNICIANS COUNCIL, KENYA

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Public Health Officers and Technicians Council, Kenya

ABBREVIATIONS AND ACRONYMS

APHOK Association of Public Health Officers of Kenya

B.ScEVH Bachelor of Science - Environmental Health

B.Sc Bachelor of Science

CEO Chief Executive Officer

CUE Commission for University Education

KACE Kenya Advanced Certificate of Education

KCE Kenya Certificate of Education

KCSE Kenya Certificate of Secondary Education

KEMRI Kenya Medical Research Institute

KHWP Kenya Health Workforce Project

KMTC Kenya Medical Training College

KNEC Kenya National Examinations Council

MOH Ministry of Health

MOH-HRD Ministry of Health, Human Resource Development

PEPFAR President’s Emergency Plan for AIDS Relief

PHOTC Public Health Officers and Technicians’ Council, Kenya

SOP Standard Operating Procedure

USAID United States Agency for International Development

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GLOSSARY OF TERMS
Accreditation: Is the formal recognition, by Public Health Officers and Technicians’
Council, of a training institution as compliant with the set minimum standards and capable
to offer a course in Environmental Health.

Accredited Training Institution: Is any training institution formally recognized by

PHOTC as compliant with the set minimum standards and capable to offer a course in
Environmental Health.

Council: It refers herein to the Public Health Officers and Technicians Council.

Eligible student: Is a student applicant who meets the minimum requirements for indexing
as prescribed by the Public Health Officers and Technicians Council.

Indexing: Is the registration of students pursuing a course in Environmental Health by

assigning them unique identifiers and is intended to facilitate the tracking of registered
students during and after completion of training.

Registration: Is the act or process of entering information about an eligible professional

into the Public Health Officers and Technicians Council’s system of records and the
subsequent issuance of a certificate at a prescribed fee.

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Public Health Officers and Technicians Council, Kenya

1 ROLE AND MANDATE OF

PHOTC
1.1. Background of PHOTC

The Public Health Officers and Technicians Council (PHOTC) was established by an
Act of Parliament, Public Health Officers (Training, Registration and Licensing) Act
No.12 of 2013. The Act was published as a means of addressing the increasing need
to streamline and regulate the public health training and practice in Kenya.

1.2 PHOTC Mandate

PHOTC specific mandate is to exercise general supervision and control over the
training, practice and employment of public health officers and technicians in Kenya
and to advice the government in relation to all aspects thereof.

1.3 Vision and Mission Statement

1.3.1 Vision

To be a World class public health regulatory body for maintaining standards of public
health training and practice.

1.3.2 Mission

To guarantee appropriate regulation of public health practice by ensuring compliance

with standards for training, registration and licensing.

1.4 Core Values

PHOTC embraces the following core values and the same is expected of its associates
and those regulated;
• Professionalism
• Excellence
• Integrity
• Transparency and accountability
• Innovation
• Team work
• Gender equity

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2 INDEXING

Indexing is a process of registration of eligible students by assigning them unique identifiers.

This process is applicable to all those enrolled for certificate, diploma and degree courses
in Environmental Health from an accredited training institution.

2.1. Introduction

The PHOTC aims to establish and maintain a database of students pursuing

Environmental Health programs at certificate, diploma and degree levels in accredited
training institutions. The data will be essential for tracking the development of
professionals in the field of Environmental Health. It will also ensure that quality
standards in training are maintained including but not limited to the criteria of
admission and student to teacher ratio.

Indexing will provide a link between the learners, accredited training institutions
and the Public Health Officers and Technicians’ Council. It will provide data for
forecasting, manpower planning, employment and deployment to the public health
labor market.

2.2. Rationale for Indexing

Indexing is a mandatory procedure by PHOTC and is intended to facilitate

the tracking of registered students during and after training and to streamline
regulatory process of training and registration. Indexing also provides data on the
students enrolled in training institutions to facilitate forecasting for both training
and professional needs within and outside Kenya.

Indexing provides for tracking of students on the health care workforce from
enrolment in the training pipeline to completion rates. It is essential for planning,
distribution, allocation and deployment of human resources in training and service
provision in the field of Environmental Health in Kenya.

2.3. Academic Qualifications for Indexing

All students seeking to pursue careers in the field of Environmental Health must do
so in accredited institutions and approved programs. Students will be indexed in
accordance with the regulations upon meeting the minimum requirements set out
in the PHOTC core curriculum. The minimum requirements set are as follows:

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Public Health Officers and Technicians Council, Kenya

2.3.1. Minimum Entry Requirements for a Certificate course in Environmental

Health

The minimum requirements shall be a Kenya Certificate of Secondary Education

(KCSE) aggregate grade C- (minus) or its equivalent as ascertained by the Ministry
of Education in addition to other requirements as set by the PHOTC.

The mandatory subject clusters shall be a minimum of grade C- (Minus) in

English/Kiswahili and Biology/Biological Sciences/Physical Sciences. Additionally,
the applicant will have scored a minimum of D+ in any of the following subjects:
a) Physics
b) Chemistry
c) Mathematics
d) Home Science
e) Agriculture
f) General Science

2.3.2. Minimum Entry Requirements for a Diploma course in Environmental

Health

The minimum requirements shall be a Kenya Certificate of Secondary Education

(KCSE) aggregate Grade C (plain) or its equivalent as ascertained by the Ministry of
Education in addition to other requirements as set by the PHOTC.

The mandatory subject clusters shall be a grade C (plain) in English/Kiswahili,Biology/

Biological sciences. Additionally the applicant shall have scored a minimum grade
of C-(Minus) in Mathematics and any of the following:
a) Physics
b) Chemistry
c) Physical Sciences

2.3.3. Minimum Entry Requirements for Bachelor of Science Degree in

Environmental Health

To be admitted to the of Bachelor of Science degree in Environmental Health

program, applicants must satisfy the minimum entry requirement of grade C+
(Plus) in Kenya Certificate of Secondary Education or equivalent qualification. In
addition:
a) Candidates must have passed with a minimum aggregate grade C+(Plus)
in cluster subjects: Biology/Biological Sciences, Chemistry/Physical Sciences,
Mathematics/Physics and English/Kiswahili.

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b) Candidates holding Diploma in Environmental Health Sciences and a mean

grade C (Plain) in KCSE with C plain in Biology, Chemistry and Physics OR
Mathematics and English/Kiswahili will also qualify for admission.

c) A-level candidates should have a Kenya Advanced Certificate of Education

(KACE) of 2 principals + 1 subsidiary in a Science combination, one of which
must be in Biology.

NOTE:

1. PHOTC accepts bridging by the Kenya National Examinations Council (KNEC)

and other institutions whose accreditation it recognizes.

2. Equivalent qualification from alternative systems of education and grading shall

be authenticated by PHOTC in liaison with KNEC, CUE and other competent
authorities.

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Public Health Officers and Technicians Council, Kenya

3 IMPLEMENTATION

Implementation of the indexing process shall be coordinated by the PHOTC secretariat in

consultation with the Public Health Officers Technicians’ Council. The PHOTC Secretariat
and accredited training institutions will be involved in the implementation process.

3.1. Role of PHOTC in Indexing

a) Approval of the indexing policy

b) Approval of indexing standards
c) Appointing members of the Indexing Secretariat

3.2. Role of Training Committee in Indexing

a) Steering the development of indexing policies for Council’s approval

b) Steering the development of indexing standards for Council’s approval
c) Steering the evaluation of training institutions for indexing purposes

3.3. Role of the Secretariat in Indexing

a) In liaison with the training committee, conduct evaluation of training institutions

for indexing purposes
b) Evaluating eligible students for indexing purposes and correspond with the
institutions
c) Receive, review and process duly completed documents for indexing purposes
d) Grant index numbers to eligible students and institutions
e) Provide feedback to training institutions on the status of indexing applications
f) Keep safely, maintain and update records of indexed students and institutions

3.4. Role of Training Institutions in Indexing

a) Provide a list of students eligible for indexing to the PHOTC

b) Communicate information about indexing to the students
c) Facilitate the payments/remittance of student indexing fees to the PHOTC
d) Provide feedback to PHOTC on the status of indexed students enrolled in the
institution
e) Provide feedback to PHOTC on the indexed students who successfully complete
studies in each academic year

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3.5. Indexing application Procedure

a) All official application forms duly filled and with the relevant certified attachments
and upon payment of prescribed fee, shall be submitted in the prescribed
format to the PHOTC secretariat through applicants’ training institutions
b) Applications for indexing shall be submitted to PHOTC by the training institution
with an accompanying cover letter
c) The PHOTC will acknowledge receipt of the indexing application documents
from the training institutions
d) Validation of documents provided shall be undertaken by the PHOTC Secretariat
and the findings communicated to the Registration Committee
e) The PHOTC Registrar/CEO shall process the indexing applications as per the
SOPs and periodically report to the PHOTC Registration Committee
f) The allocated identifiers (Index Numbers) will be dispatched to the applicants,
upon completion of the process, through the training institution

3.6. Documents Required for Indexing

The following documents shall be provided by each applicant through their training
institution to be considered for indexing:
a) Duly filled indexing application forms (Appendix 1) attached with cover letter
from accredited training institution
b) Two (2) recent Passport size photos
c) Certified copies of relevant academic certificates
d) Certified copy of national identity card or passport
e) Certified copy of student’s identification card
f) Certified copy of valid passport or relevant immigration documents for foreign
students
g) Official payment receipt

NOTE: The following conditions shall apply:

1) All duly application forms with relevant supporting documents SHALL be
submitted to PHOTC by accredited training institutions

2) Certified copies of documents shall bear an authorized signature and stamp

of the institution
3.7. Approval of Indexing Process

After the verification and validation of the indexing documents, approval of the
process will be effected as follows:

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a) Each qualified applicant will be assigned a unique PHOTC identifier (Index

Number)
b) Individual files will be opened for each of the qualified applicants
c) Approval will be done by the Registration Committee based on the documents
provided by each applicant
d) A summary report of the indexing process will be prepared by the Secretariat
e) The report will be submitted to the Council for ratification and final approval

3.8. Indexing Package

Each applicant who has been indexed by PHOTC will receive an indexing package.
The package will either be dispatched to the training institution, or collected from the
PHOTC Secretariat within 14 days following the completion of indexing process.

The indexing package will include the following:

a) Indexing card
b) PHOTC prospectus
c) Code of conduct and ethics for PHOs/PHTs
d) Core Curriculum
e) The PHOTC Act
f) Individual Student Training File

3.9. Records and Archiving of Indexing Documents

To facilitate record and follow-up upon completion of indexing process, all the
documents for each applicant will be stored by PHOTC in an easily retrievable
manner and a database of the same shall be maintained. Specifically, the following
will be kept:

a) All certified copies of documents required for indexing

b) Copies of all duly filled indexing forms
c) Copies of all correspondence between the Secretariat and applicants’ training
institution regarding the indexing process
d) Copies of Final Approval Reports for indexing
e) Copies of the minutes of meetings of the Registration Committee regarding
indexing
f) Register of indexed students

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g) Copies of payment receipts

h) List of Accredited Institutions
i) Copies of the PHOTC Act
j) Copies of the Approved core Curriculum
k) Copies of Professional Code of Conduct for PHOs/PHTs

3.10. Indexing Queries and Dispute Resolution

Complaints on indexing shall be channeled to PHOTC through training institutions.

Specifically, in circumstances where an indexing request has been rejected by
PHOTC, the decision will be communicated in writing to the applicant through the
training institution.

3.11. Review of Indexing Guidelines

These indexing guidelines shall be reviewed every four years or as need arises. The
PHOTC Secretariat and Registration Committee will be responsible for the review
process.

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4 APPENDICES
APPENDIX I: INDEXING APPLICATION FORM

FORM 1

PUBLIC HEALTH OFFICERS AND TECHNICIANS COUNCIL, KENYA

Email:photc.kenya@gmail.com HEAD OFFICE: KMTC GROUNDS
OLD MBAGATHI ROAD – OFF NGONG’ ROAD
Website: www.photc.org
P.O. BOX 34061-00100NAIROBI
Telephone: 0721759808/0722 890224

APPLICATION FOR INDEXING PHOTC OFFICIAL USE

IMPORTANT INFORMATION Index No: ATTACH
This application MUST be completed in full PASSPORT
and submitted to the Registrar, Public Health
Rd off Ngong Rd
Indexing officer:
PHOTO
Officers and Technicians Council, Kenya within 30 days following commencement of training.
All applications must be accompanied with copies of your National Identity card/Passport, certified
HERE
KCSE examination certificate, secondary school leaving certificate and two (2) coloured passport
size photographs. Upgrading applicants MUST attach copies of previous professional certificates
The indexing fee is Kshs. 5,000 for Diploma programmes and Kshs.7, 000 for degree programmes.
All Payments to PHOTC should be made to:
Cooperative Bank of Kenya
Upper Hill Branch
Account Name: PUBLIC HEALTH OFFICERS AND TECHNICIAN COUNCIL
ACCOUNT NUMBER: 01141163029700
SWIFT CODE: KC00KENA
APPLICANT INFORMATION
Surname ID/passport No. Email:
Middle Name Citizenship Tel No:
First Name Home address Date of Birth:
Sex County of Birth
TRAINING INFORMATION
Secondary school Attended: Grade obtained:
Certificate Held Name of Training Institution
Certificate No: Date of training commencement:
Duration Expected date of completion:
(Clearly tick the course to be undertaken)
BSC. Environmental Health HND (Occupational Health and Safety)
Dip. Environmental Health Science HND (Epidemiology)
Post Graduate Diploma EHS HD (Public Health)
HD Environmental Health Science HND (Health Education and Promotion)
HND EHS (Food Science and Inspection) Others (Specify)
HND (Solid Waste Management)
Indexing Details (Tick where relevant)
New Application Upgrading Previous Index No.
Select mode of training Regular Distance Evening Part time
Declaration
I hereby declare that the foregoing information is accurate to the best of my knowledge
Applicant’s signature Date
I hereby declare that the applicant is suitable to be indexed.
Head/chairperson of department(Kindly include official stamp)
Name: Signature: Date:

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APPENDIX II: TECHNICAL WORKING GROUP MEMBERS

1. Mr. Kioko Kiilu Council chairman

2. Mr. Simon Kimani Council member
3. Mrs. Frida Omwangale Council member
4. Mr. William Kitagwa Council member
5. Mr. Aggrey Oriema Council secretariat
6. Mrs. Racheal Kiiru Council secretariat
7. Mr. Benjamin Murkomen APHOK
8. Prof. Mohammed Karama KEMRI
9. Mr. Samuel Afubwa KMTC
10. Mr. Fred Obaire MOI University
11. Mr. Samuel Kachumbo CUE
12. Dr. Robert Kei Moi University
13. Mrs. Dorothy Njeru MOH-HRD
14. Mr. Victor Were EMORY University, KHWP
15. Mr. David Maingi FUNZOKenya project, Intrahealth International
16. Mr. Peter Shikuku FUNZOKenya project, Intrahealth International
17. Ms. Irene Chami FUNZOKenya project, Intrahealth International
18. Ms. Salome Mwangi FUNZOKenya project, Intrahealth International

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Student Indexing Guidelines 19
 Ministry of Health
Public Health Officers and Technicians Council, Kenya
Kenya Medical Training College Grounds,
Old Mbagathi Road- off Ngong' Road,
P.O. Box 34061 - 00100, NAIROBI, KENYA.

Tel: +254 721 759 808/+254 722 890 22

Email: photc.kenya@gmail.com
Web: www.photc.org

The views expressed in this document do not necessarily reflect the views of the United States Agency
for International Development or the United States Government