TSC launched a new transfer system that makes teacher transfers and swaps easy. The new system has numerous advantages that teachers enjoy unlike the previous one which had some unresolved bottlenecks.

The new teacher transfer digital system has the following advantages.1) Automatic matching of swaps.

2) When you are matched with a suitable swap you have the option of accepting or rejecting the matched swap.

3) No physical visit to TSC offices to give bribes for your transfer request to be accepted.

4) Headteachers and principal’s role in accepting or rejecting transfer requests have been eliminated.

5) A system generated transfer letter will be sent to the HOI’s email.

6) The timelines will be strictly monitored by the system itself. TSC officials cannot delay expecting you to make a follow up hence give them bribes.

7) Once the transfer letter has been sent to the HOI the system will update you. The HOI can’t hide the letter as it used to be.

8) The system monitors your exit and your arrival in the next station. A TSC official or HOI cannot reject your transfer unless it is done from the headquarters.

9) The system allows you to initiate a transfer request even when you have not served for the mandatory five years.

On the other hand the system has some disadvantages.

10) It gives you two attempts. The first one being 90 days for you to get your swap mate and another 90 days in which it issues a regret letter.

11) Once transferred you must wait for at least three years before making another transfer request.

How the TSC Teacher Digital Transfer System Works:

Step 1: Secure Login

Step 2: Automated Matching

Step 3: Transfer or Swap Options

Step 4: Timeline & Notifications

Step 5: Real-Time Tracking and Escalation

Below is a circular by TSC dated 12th August 2025 highlighting the roll out of the digital transfer module.

CIRCULAR NO: 10/2025

TO: ALL TEACHERS

PILOT ROLL-OUT OF THE TEACHER TRANSFER MODULE

The Commission undertakes teacher transfers to guarantee an equitable [fair distribution and optimal utilization of teachers in line with its constitutional, statutory, and regulatory mandate. To accomplish this, the Commission continually seeks to enhance its systems and processes for effective service delivery.

As part of the effort to promote automation and digitization of services, in line with the institutional transformation goals in the Strategic Plan 2023—2027, the Commission is streamlining the process for teacher transfers. As a result, it has developed the ‘Teacher Transfer Module’ to manage this critical function.

The Commission will launch a pilot programme of the module, to run for three (3) months, from 1 8th August to 1 8th November 2025. During this time, all teachers except Heads and Deputy Heads of Institutions will have access to the system for transfer and swap requests.

The Key Features of the Enhanced Teacher Transfer Module are: –

1) Automated Matching and Swap Function

Teachers can access and accept transfer requests based on the institution level and subject combination where applicable.

The system enables mutual swaps and locks matched pairs once both parties agree, preventing duplication.

2) Level and Subject-Based Matching

Transfer requests will be filtered based on Institution level i.e Primary, Junior School, Senior School, or Teacher Training Colleges, and by relevant subject combinations where applicable.

3) Requests for Newly Recruited Teachers

The system permits newly recruited teachers to submit swap requests even before completing 5 years of service.

4) Structured Timeline and Notifications

Where the system fails to get a suitable replacement within 90 days, the teacher is sent an official email offering a 90-day extension.

If the suitable replacement is not available after 1 80 days from the application date, a final regret letter is issued.

5) Mandatory Minimum Tenure after transfer

Unless in exceptional circumstances conclusively demonstrated by evidence, a teacher must serve for at least three (3) years in their current station before applying for another transfer.

However, this provision will not be applicable where the Commission, in exercise of its mandate, transfers a teacher from one station to another.

6) Transfers Aligned to School Holiday Calendar

To minimise learning disruptions, all approved transfers will be scheduled during school holidays unless in cases of emergency which will require supporting evidence.

7) Real-Time Notifications

Once approved, the system will promptly send digital transfer letters to the official email address of the relevant head of institution.

8) Timely Action and Escalations

The system shall monitor timelines at each stage. Delays exceeding five (5) working days will automatically escalate to the next-level supervisor.

9) System Integration and Record Security

The system will be integrated with “Teacher Management Information System (TMS), Entry-Exit System, and Electronic Document Management Systems (EDMS) for real-time updates and secure digital record-keeping.

The Transfer Committee panels will validate teachers’ requests at each level specifically at the Sub-county, County, Regional, and Headquarters before approval by the respective authorising officers.

Access Links for teachers is https://portal.tsc.go.ke while that of the Actioning Officers (Internal) is https://tsconline.tsc.go.ke

Teachers not covered under the pilot, i.e. Heads and Deputy Heads of Institutions, shall continue to apply transfers via the Commission’s website: www.tsc.go.ke — Online Services — Teacher Transfer.

Your co-operation and feedback during this pilot phase are crucial for the successful deployment of this module.

E. J. MITEI (MS)AG. COMMISSION SECRETARY/CEO

Copy To:Director (Staffing) All Regional DirectorsAll County DirectorsAll Sub-County Directors

TEACHERS SERVICE COMMISSION LAUNCHES PILOT OF ‘TEACHER TRANSFER MODULE

The Teachers Service Commission has officially launched a three-month pilot of the Teacher Transfer Module for teachers, running from 1 8 th August to 1 8 th November 2025.

Key Features:

1) Teachers seeking institutional transfers will henceforth generate and view current transfer requests on the Teacher Transfer Module platform and, when necessary, match individual requests with suitable replacements.

2) The transfer requests will be filtered according to Institution level status i.e. Primary, Junior School, Senior School, or Teacher Training Colleges, and by relevant subject combinations where applicable.

3) The system will enable mutual teacher transfer swaps and shall lock and process the matched requests once the requests by the two are aligned. The purpose of locking matched requests will be to prevent duplicity of requests/ approvals.

4) The system shall permit newly recruited teachers to submit transfer requests notwithstanding the period served since the first appointment, i.e. even before expiry of 5 years since employment.

5) Save for exceptional circumstances that MUST be conclusively demonstrated, a teacher having been granted a transfer must serve for at least three (3) years at their current station before applying for a subsequent transfer.

6) If the transfer request is not aligned within 90 days of the making of the request, the teacher shall be sent an official email offering a further extension of 90 days. If the match remains unresolved after 180 days from the application date, a final regret letter will be issued.

NOTE:

a) Access Links: Teachers: https://portal.tsc.go.ke Actioning Officers (Internal): https://tsconline.tsc.go.ke

b) Teachers not covered under the pilot, such as Heads and Deputy Heads of Institutions, should continue submitting transfers through the Commission’s website: www.tsc.go.ke Online Services —+ Teacher Transfer.

c) A comprehensive user Guide is available on the portal. Please read and follow the instructions to ensure smooth processing.

Envisaged Benefits of the New Transfer Module

Benefit	Description
Efficiency in Processing transfer requests	The module will automate and enhance the turn-around time thereby, reducing delays and manual workload and enhance efficiency in teacher transfer process.
Enable the Commission to identify suitable replacements	The system will enable the Commission to identify suitable replacements. It will also enable teachers to apply for mutual transfers (swaps) using the portal, increasing flexibility and reduces delays.
Real-Time Application Tracking	Teachers can monitor the status of their transfer requests online, promoting accountability and reducing anxiety.
Reduced Paperwork and travel Costs	Teachers will no longer need to make physical visits to the Commission offices for follow-ups saving time and resources
Improved Data Accuracy and Integration	The Module will integrate with other key systems in the Commission such as Teacher Management Information System (TMIS), Entry/Exit Module and Electronic Data Management System (EDMS) to enhance accuracy in teacher management.
Promotes Transparency and Accountability in teacher transfers	The module will enhance and accountabbity in the teacher transfer process. All actions taken by officers of the Commission including approvals, validadons will be logged in the system therefore verifiable, can be monitored and evaluated.

This digital innovation is part of TSC’s commitment to improving transparency, efficiency, and user experience in teacher management services.