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KMTC Transfer 2025: How to Switch From One Campus to Another

  • BY Norah Waceke
  • June 29, 2025
KMTC Siaya

The Kenya Medical Training College (KMTC) is a leading institution in Kenya, renowned for training over 85% of the country’s middle-level healthcare professionals. With 90 campuses strategically located across 45 of Kenya’s 47 counties, KMTC offers unparalleled access to medical education through programs like Diploma in Kenya Registered Community Health Nursing, Certificate in Health Records and Information Technology, and Higher Diploma in Critical Care Nursing. However, after securing a place at KMTC, some students may need to transfer to a different campus due to personal, academic, or logistical reasons. This comprehensive guide details the KMTC transfer process for 2025, including how to request a campus switch, key requirements, and tips to ensure a smooth transition.

KMTC, a State Corporation established under the Ministry of Health through the Kenya Medical Training College Act (Cap 261), is celebrated for its motto, Training for Better Health. With over 126 courses and a student population exceeding 60,000 as of September 2024, KMTC plays a critical role in supporting Kenya’s Universal Health Care (UHC) agenda and Vision 2030. The college’s 90 campuses, including new ones in Kerio Valley, Marimanti, and Marsabit, are strategically placed near healthcare facilities to provide hands-on clinical training.

While KMTC assigns students to campuses based on availability and merit through the Kenya Universities and Colleges Central Placement Service (KUCCPS) for preservice applicants or direct applications for in-service applicants, circumstances such as proximity to family, health issues, or financial constraints may necessitate a campus transfer. The KMTC transfer process is structured but requires valid reasons, as transfers are generally discouraged unless compelling circumstances are presented. This guide outlines the step-by-step process to request a transfer, how to write a transfer letter to the KMTC CEO, and critical considerations to avoid pitfalls.

Understanding the KMTC Transfer Process

Transferring from one KMTC campus to another involves a formal process governed by the college’s policies. According to KMTC, students must submit a written request to the Chief Executive Officer (CEO), Dr. Kelly Oluoch, at the KMTC Headquarters in Nairobi. Transfers are not automatic and are subject to approval based on valid reasons and available vacancies at the desired campus. Below, we detail the process for both preservice (recent KCSE graduates) and in-service (professionals upgrading qualifications) applicants, as the procedure applies to both categories.

Step-by-Step KMTC Transfer Process

  1. Evaluate Your Reason for Transfer
    • KMTC discourages transfers unless there are compelling reasons. Valid reasons may include:
      • Proximity to Family: Needing to be closer to family for support or caregiving responsibilities.
      • Health Issues: Medical conditions requiring access to specific healthcare facilities near another campus.
      • Financial Constraints: Inability to afford accommodation or transport costs at the assigned campus.
      • Academic or Logistical Needs: Availability of specific courses or facilities at another campus.
    • Ensure your reason is genuine and well-documented, as KMTC evaluates requests critically.
  2. Write a Transfer Request Letter
    • Compose a formal letter addressed to the KMTC CEO, Dr. Kelly Oluoch, requesting a campus transfer. The letter should include:
      • Your Details: Full name, KCSE index number, ID number or birth certificate number, course, current campus, and contact information.
      • Reason for Transfer: Clearly state the compelling reason for your request, supported by relevant documentation (e.g., medical certificate, proof of residence).
      • Preferred Campus: Specify the campus you wish to transfer to and confirm it offers your course.
      • Supporting Statement: Explain how the transfer will enhance your academic and personal success.
    • Format the letter professionally, following standard business letter conventions (e.g., date, salutation, and signature).
  3. Submit the Transfer Request
    • Hand Delivery: Deliver the letter in person to the KMTC Headquarters, located at Off Ngong Road, P.O. Box 30195-00100, Nairobi. This is the preferred method to ensure receipt.
    • Courier or Post: If hand delivery is not feasible, send the letter via a reliable courier service or registered post to the same address.
    • Include copies of supporting documents, such as medical certificates, proof of residence, or academic records, to strengthen your case.
  4. Await Approval
    • KMTC’s Admissions Office reviews transfer requests, considering:
      • The validity of your reason.
      • Availability of vacancies at the desired campus.
      • Your academic qualifications and eligibility for the course at the new campus.
    • The review process may take several weeks, depending on the volume of requests and administrative timelines.
  5. Receive Notification
    • If approved, KMTC notifies you via SMS or email (using the contact details provided in your application).
    • You may receive a transfer letter or updated admission letter specifying the new campus, reporting date, and any additional instructions.
    • If denied, KMTC may provide feedback or request additional documentation. You can reapply for the next intake if circumstances change.
  6. Report to the New Campus
    • Upon approval, report to the new campus on the specified date with your transfer letter, original admission letter, and required documents (e.g., KCSE certificate, ID, passport photos).
    • The new campus verifies your documents and updates your student records.

Key Notes on the Transfer Process

  • Discouragement of Transfers: KMTC emphasizes that transfers are not recommended unless absolutely necessary, as campus placements are carefully planned to balance resources and student distribution.
  • Vacancy Dependency: Transfers are subject to available slots at the desired campus. Popular campuses like Nairobi, Nakuru, or Kisumu may have limited vacancies due to high demand.
  • No Guarantee: Even with a valid reason, approval is not guaranteed. KMTC prioritizes maintaining academic standards and operational efficiency.
  • Contact for Support: If you have questions, contact KMTC via info@kmtc.ac.ke, communications@kmtc.ac.ke, or helpline numbers: 0723004516, 0723000429, 0736212060, or 0736993813.

Sample KMTC Transfer Request Letter

Below is a sample format for a transfer request letter to the KMTC CEO, ensuring clarity and professionalism:

Your Name
P.O. Box [Your Address]
[City, Postal Code]
[Phone Number]
[Email Address]
[Date]

The Chief Executive Officer
Kenya Medical Training College
P.O. Box 30195-00100
Nairobi, Kenya

Subject: Request for Campus Transfer – [Your Full Name], [Course Name]

Dear Dr. Kelly Oluoch,

I am writing to respectfully request a transfer from [Current Campus] to [Preferred Campus] for the [Course Name] program, commencing in the [September 2025/March 2025] intake. My KCSE index number is [Your KCSE Index Number], and my ID number is [Your ID Number].

The reason for my transfer request is [state compelling reason, e.g., “to be closer to my family in [location] due to caregiving responsibilities for a sick relative”]. This transfer will enable me to [explain benefits, e.g., “focus on my studies without the financial burden of long-distance travel”]. I have confirmed that [Preferred Campus] offers the [Course Name] program and has the necessary facilities to support my training.

Attached are supporting documents, including [list documents, e.g., medical certificate, proof of residence], to substantiate my request. I am committed to maintaining academic excellence and contributing to KMTC’s mission of Training for Better Health. I kindly request your consideration for this transfer and am available for any further clarification.

Thank you for your time and attention.

Yours sincerely,
[Your Full Name]
[Signature, if hand-delivered]

Tips for Writing the Letter:

  • Be concise but detailed in explaining your reason.
  • Use a professional tone and avoid emotional language.
  • Ensure all personal details (e.g., KCSE index number, ID) are accurate.
  • Include copies of supporting documents, not originals.

Key Considerations for a Successful KMTC Transfer

To increase your chances of a successful transfer, consider the following factors:

1. Valid Reasons Are Critical

KMTC emphasizes that transfers are discouraged unless there are compelling reasons. Examples of valid reasons include:

  • Medical Needs: Documented health conditions requiring proximity to specific medical facilities.
  • Family Circumstances: Caregiving responsibilities or family relocation.
  • Financial Hardship: Inability to sustain costs at the assigned campus (e.g., accommodation, transport).
  • Academic Alignment: Need to access specialized facilities or faculty available at another campus.

2. Check Course Availability

Not all KMTC campuses offer every course. For example:

  • Enrolled Community Nursing (ECN) is available at only 11 campuses, making transfers to this program highly competitive.
  • Diploma in Clinical Medicine and Surgery is offered at major campuses like Nairobi, Nakuru, and Kisumu. Before requesting a transfer, verify that your course is available at the preferred campus by checking the Academic Programmes section on kmtc.ac.ke.

3. Confirm Vacancies

Transfers depend on available slots at the desired campus. Popular campuses may have limited vacancies due to high student populations (e.g., Nairobi Campus hosts over 4,200 students). Contact the preferred campus or KMTC Headquarters to confirm availability.

4. Timing Matters

  • Submit your transfer request early, ideally before or shortly after reporting to your assigned campus, to allow sufficient processing time.
  • For the September 2025 intake, aim to submit your request by mid-August 2025 to align with the academic calendar (first semester: early September to late January).

5. Prepare Supporting Documents

Strengthen your request with:

  • Medical certificates for health-related reasons.
  • Proof of residence for proximity-based requests.
  • Financial statements or affidavits for economic hardship.
  • Academic records to confirm eligibility for the course at the new campus.

Common Pitfalls and How to Avoid Them

The KMTC transfer process is straightforward but requires careful planning to avoid setbacks. Here are common pitfalls and tips to navigate them:

  1. Lack of Valid Reasons
    • Pitfall: Requesting a transfer without a compelling reason (e.g., simply preferring another campus) often leads to rejection.
    • Solution: Clearly articulate a genuine reason supported by documentation.
  2. Incorrect Submission Method
    • Pitfall: Sending the transfer letter via email or unofficial channels may result in delays or non-delivery.
    • Solution: Hand-deliver the letter to KMTC Headquarters or use a reliable courier/postal service to P.O. Box 30195-00100, Nairobi.
  3. Missing Vacancies
    • Pitfall: Requesting a transfer to a campus with no available slots for your course.
    • Solution: Contact the preferred campus or KMTC’s Admissions Office to confirm vacancies before applying.
  4. Late Submission
    • Pitfall: Submitting the request too close to the reporting date may delay processing.
    • Solution: Submit your letter as early as possible, ideally upon receiving your admission letter.
  5. Falling for Scams
    • Pitfall: Fraudsters may claim they can facilitate transfers for a fee.
    • Solution: KMTC warns against third-party assistance. Handle the process directly through official channels (kmtc.ac.ke or KUCCPS for preservice applicants).
  6. Incomplete Documentation
    • Pitfall: Failing to include supporting documents weakens your request.
    • Solution: Attach all relevant documents (e.g., medical certificates, proof of residence) and verify their authenticity.

KMTC’s Role in Kenya’s Healthcare System

KMTC is a cornerstone of Kenya’s healthcare education, producing over 85% of the country’s middle-level health workforce. With 90 campuses and 126 courses, KMTC supports the Universal Health Care (UHC) agenda by training professionals in fields like nursing, clinical medicine, and health records. The college’s expansion to 45 of 47 counties, including new campuses in Kerio Valley, Marimanti, and Marsabit, enhances access to training, particularly in underserved regions.

KMTC’s commitment to quality is evident in its ISO 9001:2015 certification, ensuring graduates are globally competitive. The college also supports research and innovation, hosting events like Science Week (March 10–14, 2025) to promote evidence-based healthcare practices. For the September 2025 intake, KMTC expects to onboard thousands of students, building on the 14,338 admission letters issued for the March 2025 intake.

Additional Considerations for KMTC Transfers

Financial Implications

  • Transfers do not alter tuition fees, but relocating to a new campus may affect accommodation or transport costs. Review the fee structure in your admission letter and plan accordingly.
  • KMTC students can access HELB funding (Ksh. 500 million allocated in 2024/2025) to support financially needy students.

Course Continuity

  • Ensure the new campus offers the same course and academic progression. For example, Community Health Nursing (diploma) takes 3.5 years, while most certificate courses take 2 years.
  • Consult the new campus’s academic office to confirm course alignment and clinical training opportunities.

Campus Facilities

  • KMTC campuses are located near healthcare facilities for practical training. Verify that the new campus provides adequate clinical exposure for your course.

Inter-Campus Collaboration

  • KMTC’s unified curriculum ensures consistency across campuses, but faculty expertise and facilities may vary. Research the preferred campus’s reputation and resources (e.g., Nairobi Campus’s proximity to Kenyatta National Hospital).

Frequently Asked Questions (FAQs)

  1. Who can request a KMTC campus transfer?
    • Both preservice and in-service students can request a transfer, provided they have a valid reason and meet the course requirements at the new campus.
  2. How do I submit a KMTC transfer request?
    • Write a formal letter to the CEO, Dr. Kelly Oluoch, and hand-deliver it to KMTC Headquarters (P.O. Box 30195-00100, Nairobi) or send it via courier/post.
  3. What are valid reasons for a transfer?
    • Valid reasons include medical needs, family circumstances, financial hardship, or academic requirements, supported by documentation.
  4. Can I transfer to any KMTC campus?
    • Transfers depend on course availability and vacancies at the desired campus. Check kmtc.ac.ke for campus-specific programs.
  5. How long does the transfer process take?
    • Processing times vary but may take several weeks. Submit your request early to align with the academic calendar.
  6. What if my transfer request is denied?
    • KMTC may provide feedback or request additional documentation. You can reapply for the next intake or contact the Admissions Office for guidance.

This guide equips you with the tools to navigate the KMTC transfer process for 2025. By crafting a compelling transfer letter, submitting it to the KMTC CEO at the Nairobi Headquarters, and providing valid reasons with supporting documents, you can increase your chances of a successful campus switch. For updates, visit kmtc.ac.ke or contact KMTC via info@kmtc.ac.ke or helpline numbers. Embrace this opportunity to align your training with your personal and academic needs, and join KMTC’s mission of Training for Better Health