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MINISTRY OF EDUCATION

SCIENCE AND TECHNOLOGY


(MOEST)
State Department of Early Learning and Basic
Education.

KENYA SCIENCE AND


ENGINEERING FAIR
(KSEF)

THE CONSTITUTION
‘He’ shall apply to both genders.

1.0.0 NAME
The name of the activity shall be “The Kenya Science and Engineering Fair Association”.
Here-in referred to as Science Fair.
2.0.0 PREAMBLE
Science fair is a non- profit-making organization under the Ministry of Education that shall
endeavor to encourage scientific, technological and innovative activities in all Kenyan
Secondary Schools
3.0.0 AIMS AND OBJECTIVES
 To promote scientific and technological innovations and project work within Kenya secondary
schools.
 To co-ordinate and organize Secondary schools’ science Fairs at all levels
 To promote interregional and international Science Fairs.
 To co-ordinate and promote the patenting of students’ ideas in science Fairs.
 To closely liaise with or work under the overall supervision of the Ministry of Education
Science and Technology (MOEST).
 To raise funds and solicit for sponsorship for the achievement of the objectives
 To promote National Cohesion and Integration
 To inspire learners to pursue STEM pathways

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4.0.0 CORE VALUES
This activity will be founded on strong core values that include:
 Integrity
 Inclusiveness
 Fairness
 Professionalism
5.0.0 AFFILIATION
The Kenya Science and Engineering Fair (KSEF) shall be affiliated to other regional and
international fairs. KSEF shall also be affiliated to other research bodies and government
agencies involved in scientific activities

6.0.0 COMPOSITION

6.1.0 MEMBERSHIP
All secondary schools in Kenya registered by the Ministry of Education Science and Technology are
eligible for participation in these Science Fairs.

6.2.0 PATRON
 The patron shall be the Director of the Directorate in-charge of co-curricular activities in
the Ministry of Education (MOE).
 The Regional Coordinator of Education will be the Science Fair Regional Patron.
 The County Director of Education will be the Science Fair County Patron.
 The Sub County Education Officer shall be the Patron of the Sub-County Science Fair

6.3.0 NATIONAL ORGANIZING COMMITTEE

6.3.1 COMPOSITION
(i) The National Executive members
(ii) Two elected representatives (Chairman and Secretary) from each of the Regional Fairs
who shall have been elected during the Regional Organizing committee convened for that
purpose.
(iii) One representative from MOE office of each Region who shall have no power to vote.
(iv) Executive Secretary appointed by the MOE who shall have no power to vote
(v) One representative co-opted from private schools by the National Executive Committee
(vi) A maximum of two other members co-opted for special interest by the National
Executive Committee

6.3.2 FUNCTIONS
i. Organize and coordinate Science and Engineering Fair at ALL levels
ii. Fix dates and identify the host Regions for the National Science Fair.
iii. Issue the calendar of events and guidelines to be followed at ALL levels.
iv. Take stock of the assets and liabilities of the Fair and make recommendations.
v. Discuss and approve decisions of the National Executive Committee.

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vi. Remove and replace National Executive Committee members if and when such
becomes necessary.
vii. Approve or make amendments to this constitution.
viii. Approve and/or amend the Marking Scheme.
ix. Vet and approve the appointment of the Chief Judge and other Judges.
x. Approve budgets

6.4.0 NATIONAL EXECUTIVE COMMITTEE.

The affairs of the Science Fair shall be managed by the National Executive Committee. The
National Executive Committee shall appoint a sub-committee if and when necessary.

6.4.1 COMPOSITION
i. The Executive Secretary appointed by the Director of the Directorate in-charge of co-
curricular activities.
ii. The following office bearers will be elected at the National Organizing Committee
meeting convened for that purpose as follows:
 The Chairman, Vice Chairman, Treasurer and vice treasurer who are principals
 Organizing Secretary and Assistant Organizing Secretary who are not
Principals
6.4.2 TENURE OF OFFICE
The national executive will serve for a renewable 5-year term

6.4.3 RESPONSIBILITIES OF THE MEMBERS OF THE EXECUTIVE COMMITTEE.

6.4.3.1 CHAIRMAN
 Shall chair all the meetings of the National Organizing Committee and the National
Executive Committee.
 Shall represent and carry out any other responsibility on behalf of the Science Fair as may
be approved by the National Executive Committee and the National Organizing
Committee.
6.4.3.2 VICE CHAIRMAN
 The Vice Chairman shall perform the duties of the chairman in his absence and any other
duty delegated to him by the chairman.

6.4.3.3 EXECUTIVE SECRETARY

 Shall be the Head of the secretariat and oversees day to day running of the Science Fair in
consultation with the National Executive Committee.
 Shall liaise and work closely with the MOEST on Science Fair activities.
 Shall preserve all the records of proceedings and assets of the Science Fair.
 Carry out any other duties as may be assigned by National Executive Committee.
 Convenes meetings when necessary.
 Official spokes man of the Science Fair.

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6.4.3.4 ORGANIZING SECRETARY
 Shall organize all National Fairs and Meetings in consultation with the National Executive
Committee.
 Shall take the minutes of all meetings.
 Shall perform any other duty as may be assigned by the National Executive Committee.
6.4.3.5 ASSISTANT ORGANIZING SECRETARY
 The assistant Organizing Secretary shall perform the duties of the Organizing Secretary in
his absence, and any other duty delegated to him by the organizing secretary.
6.4.3.6 TREASURER
 Shall receive under the direction of the National Executive Committee all funds and
distribute according to decisions of the committee.
 Shall preserve all vouchers and records of such receipts and expenditures.
 Shall perform any other duties as may be assigned by the National Executive Committee.
6.4.3.7 VICE TREASURER
 Shall perform duties of the Treasurer in his absence and any other duty delegated to
him by the Treasurer.

7.0.0 REGIONAL FAIRS

7.1.0 THE REGIONAL ORGANIZING COMMITTEE

The Regional Organizing Committee shall have jurisdiction on all matters regarding science
fair at the Regional level.

7.1.1 COMPOSITION
i. The Regional Executive Committee.
ii. Two elected representatives (chairman and secretary) from each County Science
Fair.
iii. Regional coordinator Regional co-curricular activities, or a representative
iv. A maximum of two co-opted to cater for special interest.

7.2.0 REGIONAL EXECUTIVE COMMITTEE


i. The Chairman, Vice Chairman, Secretary, Vice secretary, Organizing Secretary, Vice
Organizing Secretary, the Treasurer and Vice Treasurer who shall have been elected in a
Regional Organizing committee meeting convened for that purpose.
ii. A maximum of two co-opted to cater for special interest.
iii. A representative of the County Director of Education coordinating co-curricular activities
 The Chairman, vice chairman and treasurer shall be Principals.

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7.2.1 TENURE OF OFFICE
The Executive committee shall hold office for five years and can be re-elected for another term.

7.3.0 ROLES OF THE SECRETARY AND ORGANISING SECRETARY

7.3.1 SECRETARY:
 Communicates to members on meetings Schedules and venues
 Takes minutes during meetings
 Circulates minutes to members
 Any other duty delegated by the Regional Executive Committee
7.3.2 VICE SECRETARY
Shall perform the duties of the secretary in his absence.
7.3.3 ORGANISING SECRETARY:
 Organization of the scheduled meetings
 General organization of hospitality issues during the regional Science Fairs and other
meetings.
 Any other duty as delegated by Regional Executive Committee

8.0.0 COUNTY ORGANIZING COMMITTEE.


i. 7.1.0 – 7.3.3 above shall apply accordingly
ii. A National and/or Regional official are automatic members of the County
Executive Committee.
9.0.0 SUB-COUNTY ORGANISING COMMITTEE
i. 7.1.0 – 7.3.3 above shall apply accordingly.
ii. Regional and/or County officials are automatic members of the Executive Committee of
subsequent lower levels.

10.0.0 MEETINGS
a. The Executive Committee shall meet at least 3 times in a year when there are matters of the
Science Fair requiring attention.
b. The quorum for the Executive Committee meeting shall be at least four members.
c. The Executive Committee may invite any person to a meeting if necessary and that person
shall not cast any vote.
d. The National Organizing Committee meeting shall be held at least three times in a year.
e. The quorum for the Organizing Committee meetings shall be at least two thirds of the
Regional representatives plus members of the executive.
NB: A representative is allowed to vote but cannot be elected

11.0.0 ELECTIONS:
11.1.0 NATIONAL OFFICIALS
i. A special National Organizing Committee will be called for the exercise after elections are
conducted at the Sub-County, County and Regional respectively.
ii. All New Regional Chairs, Secretaries and a representative of Regional MOE officials will
attend the function.
iii. All incumbent officials SHOULD be allowed to contest (defend) their seats even if they are
not elected in lower levels.

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iv. In cases of transfers within the Region and County, the official should be allowed to defend
their seats
v. Elections will be conducted every five years.
vi. The quorum for any election should be two thirds of the officials called for that purpose
vii. In case the office of the chair, secretary or treasurer falls vacant, their vices take over.

NB: A representative is allowed to vote but cannot be elected

11.1.1 OTHER LEVELS:


The Regional, County and Sub-County will also conduct elections where
Section 11.1.0 (i-vi), will apply

11.1.2 BY-ELECTIONS

A by-election can result when:


(i) Official leaves the service
(ii) Official resigns by writing to the patron
(iii) Natural attrition occurs
(iv) Transfer of official outside their area of jurisdiction
(v) Dismissal of official because of disciplinary matters

12.0.0 TROPHIES
Trophies shall be returned to the treasurer before competition. Any damaged / lost trophy
shall be paid for or replaced by the concerned team/ region before competition as per the
rates determined by the National Organizing Committee.

NB: This will be applicable to regional, county and sub-county

13.0.0 DISCIPLINING OF TEAMS DURING COMPETITIONS


A National, Regional, County and Sub-county Committee may discipline any team or
person. Such a disciplinary action may cover oral / written warning or expulsion from the
competitions or residential camp/ villages.

14.0.0 SPONSORHIP-COLLECTION OF FUNDS OR OTHER MATERIALS


I. No individual member of the National, Regional, County and Sub-County Science Fair
Committee shall collect money or other forms of material gifts without the permission of
their respective committees.

II. All funds expenditure and collection will always be sanctioned by the executive and/or
organizing committees.

III. The National Organizing committee will run an account for all the collected and/or
donated funds where the signatories will STRICTLY be The National Chairman, National
Treasurer, Executive Secretary and National Vice Chair.

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15.0.0 JUDGES

15.1.0 NATIONAL CHIEF JUDGE


i. Shall be appointed by the National Organizing Committee.
ii. Shall oversee the judging process and compilation of results.
iii. Shall be responsible for training of judges before competitions.
iv. Shall write a report to the executive after every competition.

The Regional, County and Sub-county bodies shall have a provision for a chief
Judge where section (i), (ii), (iii) and (iv)Shall apply accordingly.

15.2.0 OTHER JUDGES


A criterion will be developed by the Organizing committees on how to vet, select and reward
judges and should reflect:
 National / Regional out-look
 Gender parity

The marking scheme / score sheet shall be the device / tool for judging.

16.0.0 AMENDMENT OF THE CONSTITUTION.


The amendment of the constitution will be done by the National Organizing Committee as
need arises. Rules and Guidelines shall be developed to be used to run KSEF activities

Signed:

National Executive Secretary–KSEF ………………………Date……………………………

National Chairman- KSEF ………………………Date…………………………….

Director of Directorate in Charge of Co-Curricular activities………………. Date………………………….

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