TSC CIRCULAR NO: 8/2022
GUIDELINES FOR RECRUITMENT OF TEACHERS ON PERMANENT & PENSIONABLE TERMS – PRIMARY SCHOOLS – 2022/2023 FINANCIAL YEAR
1.0 GENERAL INFORMATION
i) Following the advertisement for recruitment of teachers for Primary schools on permanent and pensionable terms, Regional Director Nairobi, County Directors and Sub-County Directors are required to conduct a selection exercise for applicants wishing to be employed and submit Merit Lists to the TSC Headquarters. The lists should be ratified by the Regional Selection Panel for Nairobi and County Selection Panel for other counties.
ii) Applicants will be required to submit their applications to the Secretary Teachers Service Commission through online platform www.teachersonline.go.ke for the county where a vacancy has been declared.
iii) The selection panel will be expected to exercise the highest degree of transparency and accountability, as stipulated in the Public Officer Ethics Act and TSC Code of Conduct and Ethics (CoCE, 2015).
iv) The TSC Regional Directors are required to induct TSC County Directors within their areas of jurisdiction, who in turn are expected to induct members of the Selection Panels involved in the recruitment process on the relevant Sections of the Act and the Code of Regulations for Teachers (CORT, 2015) before the commencement of the selection exercise.
v) The TSC County Director MUST ensure that the recruitment process is done in strict adherence to the laid down protocols by the Ministry of Health on containment of COVID-19 pandemic.
vi) TSC County Director MUST ensure that venues for selection process are accessible to applicants with disability.
vii) All applicants MUST be registered teachers as per Section 23(1) of the Teachers Service Commission Act, 2012. Applicants who are not duly registered shall not be considered for recruitment.
viii) Applicants whose names differ in the academic and professional certificates and/or identification cards MUST present an Affidavit sworn under the Oaths and Statutory Declarations Act, Cap 15 of the Laws of Kenya to explain the variance in names.
ix) Applicants who re-sat either KCPE or KCSE examinations (or their equivalents) MUST present certified copies of the certificate(s) of the national examination(s) for all attempts. Copies of Certificates must be certified by the Sub-County Directors. In the event the exam was cancelled applicants must present a letter from the Head of Institution together with a certified copy of KNEC print out from the school confirming the cancellation.
x) Upon generation of Applicants’ List from the system, the TSC County Director shall convene the County Selection Panel which shall shortlist a maximum five (5) applicants per advertised post, by Sub County, after considering all factors.
xi) The list of shortlisted applicants, interview date, venue and time of the interview will be published on the Teachers Service Commission website.
xii) The Sub-County Director shall compile a Merit List of a maximum of five (5) applicants per advertised post after the verification of documents exercise.
xiii) During the selection, each applicant shall be assigned a serial number. Applicants must present original and legible photocopies of the following, among other relevant documents: –
a) National identification card;
b) Certificate of Registration as a teacher;
c) Authentic evidence of service as a teacher intern (where applicable);
d) PTE /DPTE Certificate;
e) KCSE certificates or its equivalent (include certificates for attempts if one re-sat exams);
f) KCPE certificate or its equivalent (include certificates for attempts if one re-sat exams);
g) Letter of Certification of results by KNEC (where applicable);
h) Primary and Secondary School leaving certificates and other relevant testimonials;
i) National Council of Persons with Disabilities (NCPWD) Card (where applicable);
j) An Affidavit sworn under the Oaths and Statutory Declarations Act, Cap 15 of the Laws of Kenya to explain the variance in names.
xiv) All applicants, irrespective of gender, disability, ethnicity or Home County shall be given equal opportunities;
xv) TSC County Directors shall ensure that a 5% of all the advertised slots are reserved for the recruitment of teachers with disabilities in accordance to the provisions of the Constitution and the Law;
xvi) The Commission shall allocate additional slots for ASAL and Hard to Staff areas based on the recorded teacher shortage.
xvii) In the event of a tie in the ranking, consideration for selection shall be determined in the following order:
a) Applicants’ disability status;
b) Participation in the TSC Teacher Internship Programme;
c) Length of stay since graduation;
d) Strength of academic and professional certificates presented.
N/B: If applicants tie at PTE/DPTE points, aggregate KCSE grades or its equivalent shall be considered.
xviii) The details of the shortlisted candidates shall be posted in the TSC Website at least Seven (7) days before the date of the selection exercise
xix) The selection panel shall vet each applicant to establish if he/she meets the requirements of the TSC advertisement during the selection exercise.
xx) Preference shall be given to applicants who have never been employed by the Commission.
xxi) The merit list shall be used in the subsequent recruitment processes in the County within the Financial Year or as directed by the Commission from time to time.
2.0. SUB-COUNTY SELECTION PANEL
The Selection Panel shall comprise of the following members:-
| The Sub County Director | Chairperson |
| TSC Sub County Human Resource Officer | Secretary |
| Zonal Curriculum Support Officers (3) | Members |
| Total | 5 |
The TSC Sub-County Director MUST ensure that the Ministry of Health COVID-19 containment measures or any other pandemic as may be advised by the Ministry of Health are adhered to by both panel members and the applicants at all times.
3.0 VERIFICATION EXERCISE
i) The TSC Sub County Director shall verify the TSC registration status of all applicants;
ii) The TSC Sub County Director shall present a list of all applicants to the Selection Panel;
iii) Applicants must appear in person before the Selection Panel on the set dates.
3.1 AUTHENTICATION OF ACADEMIC AND PROFESSIONAL DOCUMENTS
i) Original academic and professional certificates shall be scrutinized to verify their authenticity.
ii) The TSC Sub County Director shall certify photocopies of the certificates and other documents before forwarding them to the TSC County Director.
iii) Any applicant(s) who present forged/fake academic, professional and other documents commit(s) an offence and shall be disqualified and/or deregistered.
3.2 SELECTION CRITERIA
i) Applicants shall be awarded marks as per the score sheet (Appendix 1(a) and (b). Where applicants tie in scores, the panel shall consider the criteria under Clause 1 (xvii) of these guidelines.
ii) Upon verification of academic, professional and other relevant documents, the Sub-County selection panel shall compile a Sub-County Merit List. The TSC Sub- County Directors shall submit Sub-County Merit Lists to the TSC County Directors who shall convene a County Selection Panel to compile a County Merit List. The County Merit List shall be used in the subsequent recruitment processes within the financial year or as directed by the Commission from time to time.
NB. An applicant with disabilities related to hearing and/or speech shall be allowed the company of a sign language interpreter.
4.0 DOCUMENTS TO BE SUBMITTED TO TSC COUNTY DIRECTOR
The TSC Sub County Director shall be required to submit the following to the TSC County Director: –
i) List of all applicants who presented documents for verification at the Sub County level (Appendix II);
ii) Sub County Merit List (Appendix III);
iii) Summary of complaints raised (if any) together with action taken;
iv) Minutes of the Sub-County Selection Panel duly signed by the Chairperson and Secretary clearly showing how the final list of the successful applicants was agreed upon.
4.1 COUNTY SELECTION PANEL
i) After submission of Merit Lists by the TSC Sub County Directors, TSC County Director shall constitute a County selection panel comprising the following members;
| a) TSC County Director | Chairperson |
| b) TSC Deputy County Director | Secretary |
| c) County Human Resource Officer | Member |
| d) TSC Sub County Director (2) | Members |
| Total | 5 |
The TSC County Director MUST ensure that the Ministry of Health COVID-19 containment measures or any other pandemic as may be advised by the Ministry of Health are adhered to by both panel members and the applicants at all times.
ii) The TSC County Director shall be required to convene a County Selection Panel to ratify Sub County Merit Lists and compile the County Merit List for onward submission to the TSC Headquarters within the stipulated timeline;
iii) The selected applicants from the Merit List shall be informed through Short Message Service (SMS) and will be required to correctly fill the TSC Application for Employment Form (TSC/APPT/1) without erasing or defacing it.
iv) The Merit List compiled and ratified during the selection process at the beginning of the Financial Year shall be used in subsequent recruitments within the financial year.
NB: It is the responsibility of the TSC County Director to ensure that the exercise is fair and transparent. TSC County Director must also ensure that all documents are in order as provided in the approved checklist and appropriately signed/certified before submission to the TSC Headquarters.
5.0 COMPLAINTS
i) Any applicant who is dissatisfied with the exercise should submit to the TSC County Director a written complaint immediately and send an email to the TSC Headquarters through, dirstaffing@tsc.go.ke not later than seven (7) days after the selection exercise;
ii) The TSC County Director should, within seven (7) days of receipt of such a complaint, analyze and address all complaints raised after the selection process has been completed and thereafter submit a report to the Headquarters on the action taken.
iii) Where an applicant is dissatisfied with the decision of the TSC County Director in (ii) above, or where the complaint is made against the TSC County Director, the applicant shall appeal to the Appeals Committee on staffing functions at the TSC Headquarters. The Appeals Committee shall investigate the allegations and take appropriate action within fourteen (14) days.
6.0 DOCUMENTS TO BE SUBMITTED TO TSC HEADQUARTERS
The TSC County Director shall submit the following to the TSC Headquarters;
i) County Selection Panel minutes duly signed by the Chairperson and Secretary;
ii) Copies of minutes of the Sub-County Selection Panel duly signed by the Chairperson and Secretary and verified by the TSC County Director on behalf of the County Selection Panel, clearly showing how the final list of the successful applicants was agreed upon;
iii) County Merit Lists; (Appendix IV)
iv) List of all selected applicants drawn from the County merit list; (Appendix V)
v) List of all invited applicants who did not appear for verification; (Appendix V1);
vi) List of applicants with disability; (Appendix VII)
vii) Duly filled Application for Employment Forms (TSC/APPT/I) for the selected applicants;
viii) Original statement of confirmation of PTE/DPTE/KCSE/KCPE results from KNEC for applicants without original certificates;
ix) Original Medical Examination report in form GP 69;
x) Certified copies of the following documents in the order indicated below: –
a) National identification card;
b) Certificate of Registration as a teacher;
c) Authentic evidence of service as a teacher intern (where applicable);
d) PTE/DPTE certificate;
e) KCSE certificate or its equivalent (include certificates for all attempts if one re-sat exams);
f) KCPE certificate or its equivalent (include certificates for all attempts if one re-sat exams);
g) Letter of certification of results by KNEC (where applicable);
h) Primary and Secondary School leaving certificates and other relevant testimonials;
i) National Council of Persons with Disabilities (NCPWD) Card (where applicable);
j) An Affidavit sworn under the Oaths and Statutory Declarations Act, Cap 15 of the Laws of Kenya to explain the variance in names;
k) KRA PIN certificate, Bank form and Bank plate/card (front face) to facilitate appointment on payroll.
xi) Written commitment by the applicant to serve in any county posted to, for a minimum period of five (5) years, and three (3) years in case of North Eastern region;
xii) Panel score sheet (Appendix I) both in soft (excel) via ddstaffingp@tsc.go.ke and hard copy for the selected applicants.
7.0 IMPORTANT NOTES
i) Merit Lists shall be made available to members of public wishing to see them on request in a manner that will not put the recruitment process into jeopardy.
ii) Under no circumstances should the Application for Employment Form be defaced or photocopied for use.
iii) All enquiries arising from these guidelines should be made to the TSC County Director.
iv) Notwithstanding the decentralization of the function of teacher recruitment pursuant to Section 20 of the TSC Act, the Commission is not precluded from carrying out recruitment directly from the TSC Headquarters.
v) The TSC Regional Directors shall:
a) Ensure guidelines are adhered to within their regions;
b) Coordinate the teacher recruitment process within their respective regions;
c) Sensitize County Directors and oversee the sensitization of other officers including members of the BoM involved in the process;
d) Undertake measures to resolve complaints arising from the process within their regions;
e) Ratify Merit Lists submitted by the TSC County Directors.
8.0 Attached find the following Appendices;
i) Appendix I (a): Panel Score Sheet for primary school teachers.
ii) Appendix 1 (b): Panel Score Sheet for primary school teachers with disability
iii) Appendix II: Sub County Registration list of applicants who present documents for verification.
iv) Appendix III: Sub County Merit List.
v) Appendix IV: County Merit List
vi) Appendix V: List of selected applicants
vii) Appendix VI: List of applicants who did not appear for verification
viii) Appendix VII: List of applicants with disabilities.
APPENDIX 1(a) PANEL SCORE SHEET FOR PRIMARY SCHOOL TEACHERS
| SCORING AREAS | MAXIMUM SCORE |
| Professional P1 qualifications | |
| 6 -14 points ——————————————————— | 40 |
| 15 – 26 points——————————————————– | 35 |
| 27 – 38 points ——————————————————- | 30 |
| 39 – 52 points ——————————————————- | 25 |
| 53 – 64 points ——————————————————- | 20 |
| NB: The score does not include teaching practice. | |
| MAXIMUM SCORE | 40 |
| Evidence of internship service | |
| Served for three (3) years ————————————- | 15 |
| Served for two (2) years ————————————— | 10 |
| Currently serving the first year of internship ———— | 05 |
| MAXIMUM SCORE | 15 |
| Length of stay since qualifying as a teacher | |
| i. 2015 and before ————————————— | 35 |
| ii. 2016 ——————————————————— | 30 |
| iii. 2017 ——————————————————— | 25 |
| iv. 2018 ——————————————————— | 20 |
| v. 2019 ——————————————————— | 15 |
| vi. 2020 ——————————————————— | 10 |
| vii. 2021 and after ——————————————- | 05 |
| MAXIMUM SCORE | 35 |
| Diploma in Primary Teacher Education (CBC Upgrade) | 10 |
| Grand Total | 100 |
APPENDIX 1 (b) PANEL SCORE SHEET FOR TEACHERS WITH DISABILITIES
| SCORING AREAS | MAXIMUM |
| Professional P1 qualifications | |
| 6-30 points ————————————- | 40 |
| 31-45 points———————————— | 35 |
| 46 -55 points ———————————- | 30 |
| 56-64 points ———————————– | 25 |
| NB: The score does not include teaching practice. | |
| MAXIMUM SCORE | 40 |
| Evidence of internship service | |
| Served for three (3) years —————- | 15 |
| Served for two (2) years —————— | 10 |
| Currently serving the first year of internship ————————————– | 05 |
| MAXIMUM SCORE | 15 |
| Length of stay since qualifying as a teacher | |
| i. 2017 and before —————— | 35 |
| ii. 2018 ———————————— | 30 |
| iii. 2019 ———————————— | 25 |
| iv. 2020 ———————————— | 20 |
| v. 2021 and after ——————— | 15 |
| MAXIMUM SCORE | 35 |
| Diploma in Primary Teacher Education (CBC Upgrade) MAXIMUM SCORE | 10 |
| GRAND TOTAL | 100 |