TSC Transfer Requests: How to Apply Online and Swap Stations

Updated 22 October 2026

Teachers employed by the Teachers Service Commission (TSC) now request transfers and swaps online. The paper transfer form, filled in triplicate and sent through the head of institution, has been replaced by a Transfer and Swap module on the TSC teacher portal. TSC piloted the e-transfer system in 2025 with automated matching, swap requests and digital transfer letters. This guide explains the rules TSC applies, how to submit a request, how swaps work and what happens after you apply.

TSC Transfer Rules at a Glance

What TSC Considers

A transfer is a request, not a right. Speaking to the Senate Education Committee in September 2025, the TSC Director of Staffing said transfers depend on vacancies, the fair distribution of teachers across the country’s public schools and valid medical grounds. Because a school that loses a teacher needs a replacement, approval also depends on staffing at both your current and requested stations.

The five-year rule comes from the Code of Regulations for Teachers. Under the new system, a teacher may apply after three years only where exceptional circumstances are conclusively shown. Medical claims are checked with local supervisors because TSC has said it has seen questionable medical records, especially from hardship areas.

Before You Apply

• Have your TSC number and portal password. The portal uses the same password as Teachers Online Services and the declaration of income, assets and liabilities system.
• Make sure you can open your official TSC email, because password resets send a one-time code there. The code expires after five minutes.
• Check your profile and length of stay (LOS) in TSC records. These fields fill in automatically and cannot be edited in the request, so ask your sub-county office to correct errors first.
• Prepare supporting documents where your reason needs them, such as a medical report.
• Decide on your preferred destination. Choosing a county or school is a preference, not a guaranteed placement.

If you have never used TSC’s online systems, our TSC Online Services portal guide explains login and registration.

How to Request a TSC Transfer Online

1. Go to portal.tsc.go.ke and log in with your username and password. If you have forgotten the password, click Forgot Password, enter the code sent to your TSC email and set a new one.
2. On the teacher dashboard, open Transfer and Swap in the side menu and choose Request Transfer. Any earlier requests are listed there.
3. Work through the four steps: Profile, LOS, Reason and Transfer To. Profile and LOS are filled in for you.
4. Give a true and specific reason, and attach evidence where asked.
5. Choose where you want to transfer to, review everything and click Submit.
6. Return to the dashboard to confirm the request appears and to follow its status. Do not create duplicate requests while one is pending.

What Happens After You Submit

Your head of institution sees the request on their dashboard, adds a comment and approves it before it moves on. The request then passes through TSC officers at sub-county, county, regional and headquarters levels as needed. The system looks for a suitable vacancy or replacement for 90 days and then extends the search. If nothing is found after 180 days, TSC issues a regret letter, and you can apply again later.

When a transfer is approved, a digital transfer letter is sent to the institutions concerned. Approved transfers normally take effect during school holidays unless the case is a documented emergency. Do not leave your current school until you have the transfer letter and have been released by your head of institution, as TSC rules have long barred teachers from moving before receiving a letter of transfer.

How Teacher Swaps Work

A swap lets two teachers exchange stations. The portal shows available swap opportunities and lets you accept or approve a suitable one. TSC has said both teachers must have applied to swap, both must meet the minimum service rule and both must teach the same subject combination, so that neither school loses a subject. A match on the portal still needs TSC approval, so keep teaching at your station until the letters arrive.

Tips for a Stronger Request

• Be factual. A clear reason supported by documents is easier to approve than a general wish to move.
• Consider more than one acceptable destination if the portal allows it, since popular areas often have few vacancies.
• Keep your TPAD and records up to date; these also matter for TSC promotion.
• Ignore anyone offering to speed up a transfer for money, and never share your password or one-time code.

More teacher guides, including payslips and the how to get a TSC P9 form, are in our TSC teachers hub.

Frequently Asked Questions

How long must I stay in a school before applying for a transfer?

Normally five years. You can apply after three years only if you can prove exceptional circumstances.

Can I still use the paper TSC transfer form?

Transfer and swap requests are now made online on portal.tsc.go.ke. Check with your sub-county office if you have a special case.

How long does a TSC transfer take?

The system searches for a match for 90 days and extends the search automatically. If there is no match after 180 days, a regret letter is issued.

Can I apply for a transfer on medical grounds?

Yes, with a report from a registered doctor. TSC verifies it through your head of institution and the county or sub-county director.

Can head teachers apply through the portal?

Transfers of heads and deputy heads of institutions are handled administratively by TSC.