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Substitute Requirements
Substitute Requirements
Substitutes must complete HR's hiring process:
Online application in PowerSchool: https://fcps.schoolspring.com/
Criminal background checks, physical exam, and Connection Point session
Substitutes are required to complete online SafeSchools training videos.
Username=6-digit employee ID number)
Due 30 days from hire date
Please note: Classified retirees may substitute a maximum of 70 days in a classified position.
The Substitute Handbook answers the questions most often asked by substitutes. It provides directions for a variety of responsibilities substitutes have when serving in Fayette County Public Schools.
Job Number
Job Number
Substitutes must present a job number when reporting for an assignment.
Assignments must be entered in Absence Management.
Substitutes assigned outside of the Absence Management system may lose the job if another substitute reports with a valid job number for the same assignment.
Assignment Changes
Assignment Changes
If an assignment changes after a substitute arrives at your building:
Notify the substitute HR specialist immediately.
A new job number must be issued for the substitute.
Ensure the substitute signs in under the teacher they are actually replacing.
Half Day/Full Day
Half Day/Full Day
Substitutes who work more than four hours will be paid a full day.
Unfilled Absences
Unfilled Absences
Substitutes may be asked to cover other classes during the planning period of the employee they are replacing.
Required Breaks
Required Breaks
The substitute workday must include:
A duty-free 30-minute lunch break
A personal break
Vacant and Temporary Positions
Vacant and Temporary Positions
Requests for substitutes to fill vacant or temporary positions must be submitted to Budget and Financial Planning.
When approved, the request will be submitted to the Office of Human Resources and entered into SmartFind Express.
Email Sub Help if you need assistance.
Long-Term Substitutes
Long-Term Substitutes
When a teacher or paraeducator must be out for more than 20 days, the principal notifies Budget and Financial Planning and the Office of Human Resources to request a long-term substitute.
To cover the absence of a current employee:
Complete the Long-Term Substitute Request form.
Email your contact in Budget and Staffing and Human Resources prior to the long-term assignment.
Call Human Resources at (859)422-0610.
Guidelines for Long-Term Placements:
Long-term substitutes may receive one district-paid transition day with the employee taking leave (at the beginning or end of the assignment).
Additional transition days are charged to the school.
Long-term substitutes are not entitled to a substitute for professional leave.
Long-term substitutes may work records days that fall within the assignment and will be paid.
If a long-term substitute works 140 days or more in the same position, they will receive teacher pay at the end of the year.
Student Teachers as Substitutes
Student Teachers as Substitutes
With a combined student teacher and substitute application now required by the Office of Human Resources, student teachers may substitute for their cooperating teacher when needed.
To be eligible, student teachers must complete the full hiring process, including:
Administrative Office of the Courts (AOC) background check
Child Abuse and Neglect (CAN) check
Fingerprinting
Physical examination
PowerSchool checklist
Attendance at a Connection Point session
Because student teachers are in your school daily, you have first-hand knowledge of their instructional skills, professionalism, and work ethic. If a vacancy occurs, they are already part of your team and transitioning them from substitute to full-time employee is faster than hiring a new candidate.
Please note:
Student teachers may only substitute for their cooperating teacher.
Student teachers may not fill other substitute vacancies in your school, but the cooperating teacher may.
Always ask the student teacher if they are comfortable serving as a substitute.
Substitute Exclusions
Substitute Exclusions
If a principal wishes to exclude a substitute from your building, the principal must submit an Exclusion for Substitute Teachers form to the Office of Human Resources.
Substitutes will receive a copy of the exclusion report.
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