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The Student Success Business Office (SSBO) provides leadership and support for centralized business and human resource operations for all Student Success units. We work with the University Business Office, Purchasing, Human Resources, Accounts Payable, and other units on campus to provide direct support and advocacy for departments within Student Success. We also provide a variety of trainings related to procurement card utilization, account management and reconciliation, budget management and forecasting, and utilizing Concur for Travel Services. All permanent and temporary student and staff hiring actions are coordinated by the SSBO, along with additional policies and procedures related to how Student Success team members work and engage our students and one another.

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How to Make a Purchase

>Using a Procard? – Identify the purchase that needs to be made and utilize your departmental procurement card and submit your expense via Concur with all documentation. Note that Enrollment Management staff will submit the EM Procard Purchase Request Form to EMBudget@uky.edu.

>Using anything other than a Procard? – Send all documentation to the Student Success Business Office via SSBO@uky.edu.

  • Examples would include SRM/shopping carts, JV, PRD, contracts, invoices, etc.
  • Your Financial Specialist will reach out if they need additional paperwork.
  • Attach the General Purchase Request form with your documentation.

How to Order Computers and Other Equipment

Fill out the Computer/Equipment Request form and send it to the Student Success Business Office via SSBO@uky.edu. Student Success staff should not be contacting ITS or other staff directly to purchase computers or technical equipment. There is currently a 60-90 day lead time for almost all computer orders, please indicate if you need it more quickly when you make the request.

How to Order Office Supplies

Complete the Office Supply Order Form and send it to the Student Success Business Office via SSBO@uky.edu. Note that Enrollment Management will fill out the EM Office Supply Ordering form and send it to EMBudget@uky.edu.

How to Hire a New Employee

>Student employee – If you already know the student you would like employ or need to update a current student position please fill out the Student Employee Hiring Form and submit it to SSBO@uky.edu for processing. Your Divisional Payroll Specialist will follow-up with additional questions and information following submission of this form.

>STEPS or Post a New Student Position – If you need to post or hire into a temporary/STEPS position or need to post a new student position please  complete the following steps:

  1. Fill out the Hiring Request Form for any STEPS position and submit to your area lead and the OVPSS (via gracehahn2@uky.edu) for approval. This is not required for a new student position.
  2. Fill out the STEPS or Student Posting Request Form to SSBO@uky.edu. Your Divisional Payroll Specialist will follow-up with additional questions and information following submission of this form.

>All permanent employment (Full-time, part-time permanent) – If you need to hire a permanent full or part-time staff position please fill complete the following steps:

  1. Fill out the Hiring Request Form for any STEPS position and submit to your area lead and the OVPSS (via gracehahn2@uky.edu) for approval.
  2. Fill out the Staff Employee Hiring Form toSSBO@uky.edu. Your Divisional Payroll Specialist will follow-up with additional questions and information following submission of this form.

>Additional questions? – If you are unsure what form to use or have a general questions please reach out to SSBO@uky.edu with your inquiry and a member of the Student Success Business Office will respond at their earliest convenience.

How to Request a Training Plan

All training plans for new or current employees must be requested through the Student Success Business Office. All training plans must be approved by the employee’s supervisor prior to being submitted. Fill out the Training Plan Request Form and submit to SSBO@uky.edu at the attention of Gloria Robinson.

Student Success Return to Campus Guidelines

INTRODUCTION

Since March 2020, Student Success employees have worked diligently in a variety of settings to ensure the success and support of our students and each other. As with previous HR policy regarding alternative work arrangements staff can submit a remote, hybrid, or flexible work request for a duration of up to 6 months.

As this is an ever-evolving pandemic, Student Success will be flexible and adjust dates and protocols as needed based on guidance from University leadership, the State of Kentucky, and the CDC. Student Success positions are vital to the execution of a vibrant and inclusive campus community. We define our team as those who perform many of the following functions:

  • Maintain direct and in-person contact with students as part of their normal job expectations and duties
  • Indirectly and directly supervise student employees
  • Provide supervision to staff and/or a department that facilitates in-person student support services

Assessment of Efficiencies

  • Over the course of the next year, Student Success leadership will continue to discuss and evaluate opportunities where certain positions may transition to either fully remote or a hybrid work arrangement.
  • The University is exploring the state and federal laws associated with remote work as well as overall human resource policies and procedures (e.g., workperson compensation, office supply policy, etc.).
  • In addition, space allocation may be shifted for offices and employees who move to a hybrid and/or remote work environment. Dedicated personal workspace may not be available to those positions/employees who move into hybrid and/or remote work positions.
  • Consistent with University polices, the decision surrounding this will be position-based ensuring all major job responsibilities can be performed remote or hybrid.

 

ADDITIONAL EMPLOYEE INFORMATION

An extensive list of resources can be found at the following sites:

>https://studentsuccess.uky.edu/alternative-work-guidelines-office-student-success

>https://www.uky.edu/coronavirus/employees

https://www.uky.edu/coronavirus/employees/frequently-asked-questions

 

Additional Questions?

If you are unsure what form to use or have a general questions please reach out to SSBO@uky.edu with your inquiry and a member of the Student Success Business Office will respond at their earliest convenience.

If you need to reach a specific member of the team directly, please find their information below:

Contact us: AVP

Grace Hahn Assistant Vice President for Finance and Administration

Email
GraceHahn2@uky.edu
Phone
859-218-5552

Contact us: Budget Analyst Lead

Gloria Robinson Budget Analyst Lead

Email
Gloria.Robinson@uky.edu
Phone
859-218-2611

Contact us: Financial Specialist

Susannah Aulds Financial Specialist

Email
Susannah.Crouch17@uky.edu
Phone
859-257-1518

Contact us: Financial Specialist

Amy Quire Financial Specialist

Email
Amquir2@uky.edu
Phone
859-218-5991

Contact us: Financial Specialist

Debbie Calvert Financial Specialist

Email
Debbie.Calvert@uky.edu
Phone
859-257-4428

Contact us: Payroll Specialist

Marc Heft Payroll Specialist

Email
Marc.Heft@uky.edu
Phone
859-257-7393

Contact us: Payroll Specialist

Teresa Pinkston Payroll Specialist

Email
Teresa.Pinkston@uky.edu
Phone
859-257-2898

Contact us: Payroll Specialist

Keri Davis Payroll Specialist

Email
keridavis@uky.edu
Phone
859-257-1528