Teachers seeking to move to other schools can now apply online following the launch of an electronic Transfer Module by their employer.

In a circular to Regional, County and Sub-County Directors, Teachers Service Commission (TSC) Acting CEO Evaleen Mitei outlined the guidelines.

Ms Mitei said the commission would facilitate transfers to ensure equitable distribution and optimal deployment of teachers.

She added that the TSC is streamlining transfers to promote automation and digitisation, aligned with the 2023-27 Strategic Plan.

“As part of these efforts, the commission has developed the ‘teacher transfer module’ to manage this critical function,” the TSC chief said.

The commission will roll out a three-month pilot of the system from August 18. During this phase, all teachers – except heads and deputy headteachers – will be able to access the system to request transfers or swaps.

“As part of the effort to promote automation and digitisation of services, in line with the institutional transformation goals, the TSC has developed the ‘Teacher Transfer Module’ to manage this critical function,” she said.

Key features of the enhanced teacher transfer module include automated matching and swap functionality, level and subject-based matching, structured timelines and notifications and mandatory minimum tenure after transfer.

Ms Mitei said teachers can access and accept transfer requests, based on the institution’s level and subject combination where applicable.

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

Transfers will be aligned to the school holiday calendar, with real-time notifications, timely action and escalations, system integration and record security.

“Transfer requests will be filtered, based on institution level – for instance, primary, junior school, senior school or teacher training colleges – and by relevant subject combinations where applicable, including requests for newly recruited teachers,” Ms Mitei said.

The system permits teachers to submit swap requests even before completing five years of service.

However, when it fails to get a suitable replacement within 90 days, the teacher receives an official email offering a 90-day extension.

If a suitable replacement is not available after 180 days from the application date, a final regret letter is issued.

“Unless in exceptional circumstances conclusively demonstrated by evidence, a teacher must serve for at least three years in a current station before applying for transfer,” she said.

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

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

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

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

The module will be integrated with the Teacher Management Information System (TMIS), the Entry-Exit System and Electronic Document Management System for real-time updates and record-keeping.

However, Transfer Committee Panels will validate teachers’ requests at very level – specifically at the Sub-County, County, Regional and Headquarters – before approval by the authorising officers.

The commission has provided a link for teachers while another is dedicated to action officers.

“Continue to apply for transfers via the commission’s website,” Ms Mitei told headteachers and their deputies.

Benefits of the new transfer module include efficiency in processing requests, enabling identification of suitable replacements, real-time application tracking, reduced paperwork and travel costs, improved data accuracy and integration and promoting transparency and accountability in teacher transfers, the TSC boss said.

“The module will automate and enhance the turnaround time, thereby reducing delays and manual workload, and enhance efficiency in teacher transfers. 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 reducing delays,” Ms Mitei added.

She said the system would also enable teachers to monitor the status of their transfer requests online, promoting accountability and reducing anxiety.

Teachers will no longer need to make physical visits to the commission offices for follow-ups, saving time and resources.

However, Kenya National Union of Teachers Secretary-General Collins Oyuu said unions were not consulted to give views on the system.

“We need to know the benefits, advantages and disadvantages of the system before it is implemented,” Mr Oyuu said.

He added that the previous system allowed online application for transfers, saying it has been working well.

Kenya Union of Post-Primary Education Teachers (Kuppet) Acting Deputy Secretary-General Moses Nthurima welcomed the system.

“Teachers used to get responses a month after applying for transfer or a swap. Kuppet welcomes the new module, especially if the commission responds within reasonable time as we have been told,” he said, adding that the previous system was prone to abuse and corruption.