FAQ on the HR Support Form for Administrative Staff

If you have questions regarding personnel matters related to professors, civil servants, apprenticeships, or student assistants, you can reach our colleagues in Section 63 here.

Personal contact options (phone, video call, in-person meeting) are still available as usual.

You can check the KUS portal to see who is part of Section 62.

You can use the HR Support Form for Administrative Staff for all HR-related matters (see the topic menu in the form) relevant to this group of employees.

Current exception in the WISO Faculty pilot: For staffing topics, please continue to contact Andrea Voß via email: andrea.voss"AT"uni-hamburg.de

Tip: If you can’t find a matching topic, feel free to select “Other” and describe your request. If your inquiry falls outside our responsibility, we’ll forward it accordingly.

Our form recognizes your B-Kennung (login ID) used in the KUS portal. In the background, we also use data from the University’s Master Data Management system (MDM). Depending on your role, we pull different MDM data to ensure your request reaches the right person in our team. Of course, we follow all data privacy regulations. You can find more about MDM here.

The data we use to ensure your request reaches the right person depends on the role you're contacting us from.

If you're reaching out with a personal HR-related matter, your B-Kennung helps route your request. Through MDM, your personnel reference number and ID are added on the way into our ticket system. The reference number ensures that your request goes to the correct team and personal contact. The personnel ID ensures we can identify you accurately, even if multiple people share the same name.

If you're reaching out as a manager or on behalf of a manager, there are two possible paths:

• If your inquiry concerns a specific person, please provide their email address. Based on the email, MDM adds the appropriate personnel reference and ID to the ticket. The reference routes the request to the right team and caseworker. The personnel ID ensures we can identify the person clearly. The person in question will not receive a copy of your request or be informed in any way.
• If your inquiry concerns multiple people or is general, please select the relevant staff group. MDM adds your organizational unit, and using both, we ensure your request reaches the team responsible — either for technical, administrative, and library staff (TVBP) or academic staff in your unit.

If you contact us in a different role, there are also two paths:

• If your inquiry concerns a specific person, please provide their email address. MDM uses this to add the correct personnel reference and ID. This ensures accurate routing. The person will not be notified or copied on the request.
• If your inquiry is general or involves multiple people, please indicate both the staff group and the relevant organizational unit. This combination ensures routing to the correct team — either for TVBP or academic staff in the respective unit.

Yes. Both the HR Support Form for Administrative Staff and our ticket system (Request Tracker, or RT) comply with data protection regulations.

Your request is submitted into Request Tracker (RT), which has been successfully used at UHH for many years, especially in faculty student offices. As soon as you send your request via the HR Support Form for Administrative Staff, a ticket is created in RT. You’ll receive an automatic confirmation with a ticket number, which helps us track communication. Only the team responsible for your topic can view your ticket — e.g., Team 623 can view and process tickets related to academic staff in their assigned faculties or departments. This access setup ensures coverage even in cases of illness or vacation.

We want to make sure your request reaches the right contact person. Depending on your role, different data from the university’s Master Data Management system (MDM) is needed. Of course, we follow all data protection rules. See also Question 4: What data is used to route requests?

If your inquiry concerns a specific person, please provide their email address. Using this unique address, MDM adds the correct personnel reference and ID. These ensure that your request is routed correctly and assigned unambiguously — even in cases of duplicate names. The person in question will not receive a copy of your request or be informed about it in any way.

Your role does not affect the order in which requests are processed. If we need to prioritize, we do so based on the topic.

Your feedback is important to us, and we welcome suggestions for improvement. After submitting your request, you’ll have the opportunity to provide feedback directly through the form.