TSC Acting CEO Evaleen Mitei./HANDOUT
A new online system is transforming the way teachers in Kenya request transfers, allowing them to apply entirely digitally.
In a circular addressed to regional, county, and sub-county directors, Teachers Service Commission (TSC) Acting Chief Executive Officer Evaleen Mitei announced the introduction of a digital transfer system designed to enhance equity in teacher distribution and improve deployment efficiency.
She explained that the move is part of the commission’s wider digitisation agenda under its 2023–2027 Strategic Plan.
“To advance automation and digitisation of services, in line with our institutional transformation goals, the commission has rolled out the ‘Teacher Transfer Module’ to streamline this critical process,” Mitei stated.
The platform comes with several new features, including automated matching and swap options, subject and school-level considerations, structured timelines, real-time notifications, and a requirement for teachers to serve a minimum tenure before seeking transfers.
Through the system, teachers can apply for transfers or accept available slots based on subject combinations and school categories.
It also supports mutual exchanges, with the system locking in a swap once both parties consent, thereby eliminating duplication.
Transfers will be scheduled to align with the school holiday calendar to ensure minimal disruption to learning.
The platform further incorporates escalation mechanisms for delays and links with existing records for smooth processing.
“Requests will be filtered according to institution type—primary, junior school, senior school or teacher training college—and, where relevant, by subject combination. This also applies to applications from newly recruited teachers,” Mitei explained.
Teachers will be allowed to request swaps even before completing five years of service. However, if no match is found within 90 days, the applicant will receive an email granting an additional 90-day window.
If after 180 days a replacement is still unavailable, the applicant will be formally notified that the request has been declined.
Under the updated procedure, educators access the Teachers Service Commission’s (TSC) portal and submit their transfer requests remotely, eliminating the need for physical paperwork.
The launch of the new transfer module has, however, drawn mixed reactions from teachers’ unions.
Kenya National Union of Teachers (KNUT) Secretary General Collins Oyuu faulted the Teachers Service Commission for introducing the system without engaging unions in prior discussions.
“We need to understand its benefits, advantages, and disadvantages before it is rolled out,” Oyuu said, adding that the existing online transfer system was already functional and serving teachers well.
In contrast, the Kenya Union of Post-Primary Education Teachers (KUPPET) welcomed the innovation.
Acting Deputy Secretary General Moses Nthurima noted that the new platform has the potential to cut delays and reduce malpractice.
“Previously, teachers had to wait for up to a month to get feedback on transfer or swap requests. We support the new module, especially if it delivers timely responses as promised. The old system was vulnerable to abuse and corruption,” he said.
HOW IT WORKS
To begin, a teacher logs into the TSC website using their TSC number, ID, and mobile phone. A secure authentication code is then sent to their phone, which must be entered to gain access.
Once inside, the system automatically identifies whether the teacher is serving in a primary or secondary school.
The teacher can then initiate a transfer request by providing their current posting, the desired location, and the reason for requesting the move—such as health considerations, family needs, or personal development.
If needed, relevant documents like medical certificates can be uploaded to support the application.
After submission, the application enters a tracking system with clear status indicators.
At first it shows as "Pending," then may become "Approved" if all conditions are met, or "Not Approved" if there are no available vacancies or suitable replacements at the requested location.
Once a transfer is approved, the teacher receives instructions on when to vacate their current station and report to the new one.
Typically, transfers are scheduled to occur during school holidays to minimise disruptions to instruction.
Heads of institutions also have a role in the process.
Upon receiving the transfer request, they can log into their own portal or proofread via email instructions and either recommend or decline the transfer, adding relevant comments.
