The Teachers Service Commission (TSC) has centralized the management of school leaders by requiring formal Board approval for all moves involving Heads and Deputy Heads. This change blocks online transfer requests for administrators and imposes a new multi-level submission process to govern transfers, deployments and appointments. The new process affects acting appointments, quarterly timelines and coordination with the Ministry of Education.
Key Takeaways
- All administrator transfers now require TSC Board approval — online self-requests for Heads and Deputies are disabled.
- The new process uses a three-tier approval chain: County → Regional → National.
- Proposals must meet quarterly timelines and be submitted one month before school holidays.
- Teachers serving more than six months in acting roles must remain until they meet formal qualification requirements.
- The Ministry of Education must participate in handing-over procedures and will receive copies of transfer letters.
What changed: TSC administrator transfers
The Commission issued a circular (dated August 13, 2025) that reverses parts of Circular No. 1/2020 and removes the ability for school leaders to initiate their own transfer or deployment requests through the online portal. When an administrator attempts to apply, the portal now shows an administrative status indicating that the case is processed centrally. The aim is stricter oversight and greater standardization of leadership movements.
New approval framework (how it works)
The centralized framework consists of clear checkpoints that proposals must pass before final Board consideration:
- County Level: The County Transfer Committee, chaired by the County Director, prepares proposals in a specified matrix format with minutes and supporting documents.
- Regional Level: Regional Directors chair validation committees to consolidate and vet county proposals and perform due diligence.
- National Level: The Director of Staffing validates regional submissions and forwards them via the Commission Secretary to the Field Services Committee and ultimately the Board for approval.
Key policy points for administrators
The circular introduces several binding rules for Heads, Deputy Heads and those in acting capacities:
- Mandatory Board Approval: No appointment, transfer or deployment for a Head or Deputy Head proceeds without the Board’s formal sign-off.
- Quarterly Timelines: Proposals must reach the Director of Staffing at least one month before school holidays to allow time for processing.
- Acting Appointments: Teachers serving in acting administrative roles for more than six months remain in place until they formally qualify for a substantive post.
- Ministry Coordination: The Ministry of Education must participate in handing over and taking over processes (per Regulation 70(7)), and transfer letters will be copied to the Ministry for oversight.
Why the Commission moved to centralize transfers
The move restores centralized control to promote consistent application of staffing rules and to reduce irregularities. By routing administrator movements through a uniform process, the TSC aims to ensure transparency, proper documentation and accountability at every level. The centralization also seeks to align leadership placements with national staffing standards.
Implications for school leaders and teachers
School leaders should expect longer processing times and a greater emphasis on documentation. The administrative block on the online portal means Heads and Deputies must coordinate with County Directors rather than submit individual online requests. Acting administrators should check whether they meet formal qualifications before seeking substantive appointments.
Practical steps administrators should take now
- Coordinate early with your County Director: Counties are the entry point for proposals and will provide the required matrix and supporting documentation.
- Prepare full documentation: Minutes, supporting records and due diligence documents must accompany every proposal.
- Respect timelines: Submit proposals to the Director of Staffing at least one month before the start of school holidays.
- Stay informed and use curriculum resources: While navigating transfers, school leaders can support continuity in teaching with available resources such as CBC curriculum designs and CBC lesson plans. Principals managing transition periods may also consult national exam preparation materials like KCSE exam resources.
Common questions answered
Can an administrator still use the TSC portal? No — the portal shows an administrative handling status for leadership posts. County offices now initiate proposals.
What happens to those in acting roles for more than six months? They are expected to remain in the position until they meet required qualifications for a substantive appointment.
Who should school leaders contact for guidance? The County Director is the main contact for preparing and submitting proposals under the new matrix system.
Final advice
Administrators should act proactively: start coordination with the County Transfer Committee early, compile thorough supporting documents, and follow the quarterly submission schedule closely. Clear records and timely submissions will help proposals move smoothly through the County, Regional and National checks toward final Board approval.
