• Substitutes MUST complete an online application (www.fcps.net) and follow the process of criminal background checks, physical, and employment paperwork BEFORE they can begin an assignment.

• Classified retirees are eligible to sub a maximum of 70 days in a classified position

Substitute Handbook

• The 2024-2025 substitute handbook can be viewed here:  FCPS Substitute Handbook

Assignment Changes

• Notify sub service if assignment changes are made after a substitute arrives at your building. 

•  A new job number will need to be issued for the substitute.  

• Have the substitute sign in under the teacher they actually replace

Half Day/Full Day

• Substitutes who work more than the half day threshold for your building will be paid a full day (Half day is less than 4 hours)

Job Numbers

• Substitutes are required to present a job number when reporting for an assignment.  

• Substitutes who are assigned without using the Absence Management system will not receive the job if someone who has a job number reports for the same job

Long Term Substitutes

• Principal notifies Budget/Staffing and HR of the need for a long term sub when a teacher or para will be out for more than 20 days.

• To obtain a long term substitute for a current employee, e-mail prior to the long term assignment or call the sub office at 859-422-0610.

• Long term substitutes may have one paid transition day with the teacher taking leave at the beginning or end of the assignment.  

  1. • Any additional transition days will be charged to the school

• Long term substitutes are not entitled to get a sub for professional leave.  

  • • Long-term subs may work records days that fall within the assignment with pay.

• If a long term sub works 140 days or more in the same position, they will receive teacher pay at the end of the year

• Long Term Request Form  

Student Teachers As Substitutes

Please welcome student teachers to your building and confirm they have completed the requirements to serve as substitutes.

The student teaching and substitute applications are now combined, allowing student teachers to step in for their cooperating teachers when needed. 

To be eligible, student teachers must complete the full hiring process, which includes:

• Administrative Office of the Courts (AOC) background check

• Child Abuse and Neglect (CAN) check

• Fingerprinting

• Physical examination

• PowerSchool checklist

• Attendance at a Connection Point meeting
  
  

You’ll see these student teachers daily and have firsthand knowledge of their professionalism and work ethic. If a position opens in your building, they are already a part of your team—and moving them from substitute to full-time employee is much quicker than hiring someone new.

Please note:  Student teachers may only substitute for their cooperating teacher. They cannot fill other substitute vacancies, but their cooperating teacher may.  

Substitute Exclusions

• Any principal wishing to exclude a substitute from their building must submit a substitute exclusion form to Human Resources.  

• Substitutes will receive a copy of the exclusion report.

  • Exclusion Form 

Unfilled Absences

Substitutes may be asked to help cover other classes during the plan time of the teacher for which they are replacing.  Their work day must include a duty-free thirty (30) minute lunch break and a personal break.

Vacant and Temporary Positions

Requests for substitutes for vacant/temporary positions in your building are submitted to Budget and Staffing.  Upon approval, the form is forwarded to the Sub Office to be entered into SmartFind Express.