Fire Commission Programs

Fire Chief-Change Procedures

When a chief change occurs at a fire department, the Fire Commission requires timely notification. Below you will find an outline of procedures and forms required once the change in leadership becomes official.

Notification Procedures

Fire departments must notify the Fire Commission of the new chief, their contact information, and provide supporting documentation reflecting the official naming of the new chief. 

The KyFIRES Fire Department Data Change webform is the preferred method for a chief or data change notification; a paper form may also be used and submitted to kyfires@kctcs.edu. The Data Change Form must be completed by an authorized individual of the fire department. 

Proof of the chief change must accompany the Data Change Form. Acceptable documents include meeting minutes where the chief was named, or a letter from the Mayor, County Judge Executive, City Manager, or the department Board Chairperson noting the new chief and the date of their appointment/election. This proof must be submitted to kyfires@kctcs.edu. 

 

Kentucky Fire Information and Records Entry System (KyFIRES)

The Fire Commission permits up to four (4) authorized users to input training and personnel records. Should a chief change result in the need to amend the authorized users, a KyFIRES User Identification Application must be completed; a paper form may also be used and submitted to kyfires@kctcs.edu. The User Identification Application must be completed by an authorized individual of the fire department. Please indicate if the listed user on the form is to have their permissions added or removed. 

 

Junior Firefighter Programs

Fire departments with a registered junior program must submit a Junior Program Notification Form with the updated chief and junior program coordinator's information. This should also be completed at any time there is a junior program coordinator change.

A Junior Program Ridealong Standard Operating Guidelines Form must also be submitted. There is additional space on the document for the chief to outline local procedures above what is listed on the form. Even if a department does not permit their juniors to ride on apparatus, the Fire Commission still requires this document to be completed and submitted.

As a reminder, all juniors will need to be placed on the JF sub-organization roster in KyFIRES and NOT on the main department roster. 

Please remember that the junior firefighter program is only open to those ages 15, 16, or 17; juniors must be aged out of the junior program on their 18th birthday and are not permitted to be on the roster prior to their 15th birthday. 

 

Fire Commission Programs

After the required chief change documents have been submitted to the Fire Commission, fire departments that have an active loan and/or grant from the Fire Commission must contact the specific program manager to provide the updated contact information and to receive any information on the status of their loan and/or grant. 

 

Fire departments must also notify the State Aid or Incentive & Pension program manager to provide updated contact information and receive any information on the status of their State Aid (if applicable). 

 

General inquiries regarding chief changes should be directed to Carrie Wilburn, Director of Operations, at fc.operations@kctcs.edu or (859) 256-3180.

 

Records Retention Schedule

The General Schedule for State Agencies (General Schedule) covers retention and 
disposal of records that are common to all or most of Kentucky’s state government 
agencies. Government records in Kentucky cannot be disposed of unless they are 
approved for destruction by the State Archives and Records Commission (the 
Commission). The General Schedule is reviewed and approved by the Commission and 
serves as notice to state agencies that staff may destroy the records listed here after 
the appropriate retention periods have passed. 

Kentucky General Schedule for State Agency Records Retention

 

Workers' Compensation

Volunteer firefighters in the Commonwealth of Kentucky may be eligible for Workers' Compensation benefits, provided the select criteria are met. Information regarding the Workers' Compensation program for Kentucky volunteer firefighters may be viewed via the link below:

https://kyfirecommission.kctcs.edu/fire_commission_programs/workers-compensation.aspx

Forms

Fire Commission Data Change Form
Fire Commission User Identification Application
Junior Firefighter Program Notification Form
Junior Firefighter Apparatus Ridealong SOG