When a Position Becomes Vacant

Existing Position

1. 1. 1. Submit online vacancy/separation via the Electronic Personnel Action Form (PAF) system.

      2. Budget and Financial Planning issues a Personnel Action Form (PAF).

      3. HR posts the position.

New Position

1. Contact Budget and Financial Planning to request a PAF. 

2. HR posts the position.

Applicant Screening, Interview Process, and Job Offers

1. Screen applicants in PowerSchool.

2. Select candidates to interview.  

3. Please note:  Applicants must apply to the correct position before an official offer is extended (Office of Education Accountability required).

4. Check at least three references using the electronic reference forms in PowerSchool. 

5. Conduct interviews using a diverse interview committee and consult with SBDM council if applicable (per SBDM policy).

6. Recommend selected candidate to the Office of Human Resources for official offer.

7. Complete and submit the PAF, including:

   • Candidates interviewed (name, race, and gender). 

   • Interview committee members (name, race, gender).

Offer, Acceptance, and Preboarding

1. HR verifies certification, credentials, and eligibility for employment.

2. HR emails the official offer to the recommended candidate.

   • If additional qualifications are needed (e.g., certification), HR will notify the applicant, but will not issue a full offer yet.

   • Candidate has three days to accept the offer.

3. Once accepted, HR schedules a Connection Point preboarding meeting to move the candidate from applicant to employee. 

4. Hiring manager contacts (e.g., call or email) each interviewed candidate to confirm a hiring decision has been made.

5. Employment may not begin until authorized by HR. 

   • All preboarding documentation is received and processed by HR.

   •  Employee ID number issued.

When a Position Becomes Vacant

Existing Position

1. • 1. Submit online vacancy/separation via the Electronic Personnel Action Form (PAF) system.

     2. Budget and Financial Planning issues a Personnel Action Form (PAF).

     3. HR posts the position.

New Position

1. Contact Budget and Financial Planning to request a PAF. 

2. HR posts the position.

Applicant Screening, Interview Process, and Job Offers

1. Screen applicants in PowerSchool.

2. Submit certified teacher candidates through the Special Education Department's Candidate Screening Prior to Interview link.

3. Select candidates to interview as approved through the Special Education Department.

   • Please note:  Applicants must apply to the correct position before an official offer is extended (Office of Education Accountability required).

4. Check at least three references using the electronic reference forms in PowerSchool. 

5. Conduct interviews using a diverse interview committee and consult with SBDM council if applicable (per SBDM policy).

6. Recommend selected candidate to the Office of Human Resources for official offer.

7. Complete and submit the PAF, including:

1. • Candidates interviewed (name, race, and gender). 

   • Interview committee members (name, race, gender).

Offer, Acceptance, and Preboarding

1. HR verifies certification, credentials, and eligibility for employment.

2. HR emails the official offer to the recommended candidate.

   • If additional qualifications are needed (e.g., certification), HR will notify the applicant, but will not issue a full offer yet.

   • Candidate has three days to accept the offer.

3. Once accepted, HR schedules a Connection Point preboarding meeting to move the candidate from applicant to employee. 

4. Hiring manager contacts (e.g., call or email) each interviewed candidate to confirm a hiring decision has been made.

5. Employment may not begin until authorized by HR. 

   • All preboarding documentation is received and processed by HR.

   •  Employee ID number issued.

Applicant Screening, Interview Process, and Job Offers

1. Hiring managers and the Director of Recruitment and Retention and/or designated HR staff screen applicants provided on the FCPS Applicants Spreadsheet.

2. Hiring managers:

   • • Review applicants and select candidates to interview.

     • Develop role-specific interview questions.

     • Select a diverse interview team.

     • Ensure the process reflects district demographics.

3. Please note:  Applicants must apply to the correct position before an official offer is extended (Office of Education Accountability required).

4. Conduct interviews using a diverse interview committee.
   Interview team members:

• Review references, including one reference not listed by the candidate.

• Collaborate (including HR designee) to reach consensus on the recommended candidate.

• If consensus is not reached, the School or Department Chief meets with the Hiring Manager, Director of Recruitment and Retention, and the Chief Human Resources Officer to reach consensus on the recommendation or to repost the position.

5. Recommend selected candidate to the Office of Human Resources for official offer.

6. Complete and submit the PAF, including:

   • • Candidates interviewed (name, race, and gender). 

     • Interview committee members (name, race, gender).

Offer, Acceptance, and Preboarding

1. HR verifies certification, credentials, and eligibility for employment.

2. HR emails the official offer to the recommended candidate.

   • If additional qualifications are needed (e.g., certification), HR will notify the applicant, but will not issue a full offer yet.

   • Candidate has three days to accept the offer.

3. Once accepted, HR schedules a Connection Point preboarding meeting to move the candidate from applicant to employee. 

4. Hiring manager contacts (e.g., call or email) each interviewed candidate to confirm a hiring decision has been made.

5. Employment may not begin until authorized by HR. 

   • All preboarding documentation is received and processed by HR.

   •  Employee ID number issued.

Retiree Employment Guidelines

Work Limits

• Certified retirees may be hired part-time only (0.6 FTE or less).

• Classified hourly retirees may be hired 4 hours/day or more.

• Retirees may not be hired full-time, unless approved as a critical shortage area and no other certified candidates applied.
  
  

TRS Requirement

• Certified retirees hired into a classified position must have TRS approval (Form 30-E) prior to starting.
  
  

Pay Restrictions

• Retirees may not receive stipends (exception: Daytime ESS within DWT rate).

• Retirees may not work supplemental duty (exception: see salary schedule).
  
  

Annual Status

• Certified retirees are non-renewed each year.

Allocation, Application Review, and Submission

1. Principals receive supplemental duty allocation from the Budget and Staffing Department by March 1 for the following school year.

   1. 1. • Principals follow all supplemental duty parameters, including completion of the "Supplemental Expectation Form" (see salary schedule for details).

         • Athletic assignments must follow Kentucky High School Athletic Association bylaws and FCPS' Middle/High Athletic Guidelines.

2. Principals review applicants for Supplemental Duty when allocations are received.

   1. 1. • • Candidates outside of FCPS must apply online at www.fcps.net/hr.

           • Applicants must be 21+ years old.

           • Head basketball, baseball, and football coaches must hold a valid Kentucky teaching certificate.

           • The roster of coaches must be submitted to the District Athletic Director by deadlines set annually by the Budget and Financial Planning Department.

3. Submit supplemental duty assignments.

   1. 1. • • Budget and Financial Planning sets the annual date when assignments may be entered.

           • Principals submit assignments through the online Supplemental Duty System.

4. When assignments are approved by Budget and Financial Planning, they are forwarded to the Office of Human Resources to complete final processing.

• Coaches may not begin working until officially hired by the Office of Human Resources.

Please note:  Supplemental duty assignments are for one year only.