1. Purpose of this Guide

This guide explains how an applicant uses the NCHE Recognition and Equation of Qualifications Information Management System (REQIMS) to start, complete, submit, pay for, and track an application for recognition or equation of academic qualifications. It is intended as a practical applicant-facing procedure.

2. Before You Start

Applicants should prepare clear electronic copies of the documents relevant to their qualification and application category before starting (ID, the Document to be equated/recognized, and a combined copy of supporting documents). 

Note: Recognition/equation processing may take up to three months; after that, an applicant may inquire if they have not received any communication.

3. Documents to Prepare

4. Accessing REQIMS

Open the REQIMS applicant page at https://reqims.unche.or.ug. The landing page provides four main applicant actions:

• New Application - start a fresh recognition/equation application.
• Saved Application - resume an application using the temporary code issued by the system.
• Application Status - check progress, including validation, assessment, approval, and payment-related updates.
• Check PRN - Check a Payment Reference Number (PRN) .

5. Starting a New Application

Step 1: Select New Application and Accept the Terms

Select “Start A New Application”. Read the Terms and Conditions, tick the confirmation that you have read and agree to them, and select “Accept”. The terms require accurate, truthful information and state that application information may be verified and shared with relevant institutions or regulatory bodies for processing and quality-assurance purposes.

Step 2: Complete Application Details

In the first stage of the application, select or enter the required application information. This includes:

• Type of application.
• Qualification type: National Qualification or Foreign Qualification.
• Purpose for equating/recognition.
• Any additional category-specific information displayed by the system.

The options and required documents can change depending on the application type, qualification type, residence status, and purpose selected.

Step 3: Complete Residence, Personal and Address Details

Provide the applicant’s residence status and personal identification information. The system may request: surname and other names; date of birth; gender; nationality; NIN/ID/passport number; email address; telephone number; postal address; employer details where applicable; and physical location details such as district, county, sub-county, parish and village. Refugee applicants are prompted for settlement and refugee-number information.

Use an active email address because the portal uses email for verification and application communication, including OTP verification and payment guidance.

Step 4: Enter Education and Qualification Details

Complete the education section carefully. Depending on the application, the portal requests information such as:

• Last school attended in Uganda and date of leaving school.
• Name of the award to be recognised/equated, awarding institution and level of award.
• Year of admission and year of graduation.
• Institution postal address, telephone and email address.
• Period of study, faculty/school/department and programme/course of study.
• Primary and secondary education history, including UCE/UACE or equivalent examination details.
• Qualifications used for admission, course duration, and grade/class of pass.
• Foreign-language preparation, prior courses/employment, scholarship sponsorship and related academic history where applicable.

Step 5: Upload Required Documents

Upload the main qualification document and all required supporting documents. The system provides separate areas for qualification documents and supporting documents. Applicants should use clear, legible files and ensure that every document belongs to the applicant and corresponds with the information entered in the form.

Where several PDFs need to be combined, REQIMS provides a PDF Merger utility. 

Step 6: Make the Declaration

Before previewing the application, confirm the declaration that the information supplied is correct, the documents are authentic and belong to the applicant, and the institutions attended are recognised in the country of study.

Step 7: Preview the Application

Select “Preview” and review every section before submission. Check names, identification numbers, contact details, qualification title, awarding institution, dates of study, education history, and uploaded documents. Use the “Previous” control to return and correct any inaccurate or incomplete information.

Step 8: Submit the Application

Select “Submit”. The system displays a confirmation notice requiring the applicant to confirm that the information and documents are true and complete. On successful submission, REQIMS displays an Application ID. Keep this Application ID safe because it is required for tracking, payment follow-up, and future correspondence with NCHE. A confirmation email is also expected to be sent to the email address provided.

6. Payment Process

A PRN and payment guidance will be sent to the applicant’s email. REQIMS also provides a “Check PRN” function for checking a PRN status. After payment, the application processing will commence.

Important: An application will not be worked on until payment has been approved. If payment is not completed within one month, the application will be deleted.

7. Resuming a Saved Application

If an application was saved before final submission, return to the REQIMS landing page and select “Saved Application”. Enter the temporary code issued by the system and continue from the saved stage. Complete the remaining sections, preview, and submit the application.

8. Checking Application Status

Select “Application Status” from the landing page. Enter the required application reference information. The portal may require OTP verification. A six-digit verification code is sent to the email address used for the application. Enter the OTP and proceed to view the application details and available status updates.

9. Application Workflow at a Glance

10. Important Applicant Notes

• Provide truthful, complete and consistent information throughout the application.
• Do not attempt to influence the evaluation process. The portal warns that attempted influence may result in disqualification and possible prosecution.
• Fraudulent or forged documents may cause the application to fail and may lead to prosecution.
• Ensure names on the application match the submitted academic and identification documents. Provide the required change-of-name documentation where applicable.
• For qualifications not issued in English, provide the required translation together with the original-language documents.
• Keep the temporary code for an unfinished application, and keep the final Application ID after submission.
• Check the email address used in the application regularly for OTPs, PRN/payment guidance and NCHE communication.

11. Special Note on Political Certificate of Equivalence Applications

REQIMS contains a dedicated Political Certificate of Equivalence pathway with additional fields and document requirements. Holders of degrees or diplomas from the former University of East Africa or its constituent colleges, and local degree and diploma holders, should not apply for a certificate of equivalence for this purpose; they should present their qualifications to the Electoral Commission. Applicants using this pathway should follow the specific checklist displayed by REQIMS.