Resources for supervisors

Hiring for LCC International University is a process requiring not only to look at the professional skills that the candidate possesses but also at their character,soft-skills and alignment with the institutional mission. This holistic approach to candidate evaluation is important because it brings a better understanding if the candidate is a good fit in the context of LCC and if they possess similar values. After all, the newly accepted colleague automatically becomes an ambassador of LCC in Klaipeda, Lithuania and the world. Therefore, conducting a well-prepared interview is the best way to make an informed decision of accepting or denying the candidate.All job interviews should be conducted in a manner that follows the LCC interview guidelines.

Students are often available during the school year and in the summer months to fill student assistant positions.  

• The number of student assistant positions, as well as the number of hours designated to each division/department, is set by the HR office.
• If you have an approved student assistant vacancy in your office, email the Career Development Center (cdc@lcc.lt) the job description. CDC opens an application for the position on eRezLife and shares it through the appropriate channels.
• After the application deadline, the Career Development Counselor collects applications and resumes, and sends them to the hiring department. The hiring department supervisor arranges interviews, interviews applicants, and makes hiring decisions.
• The supervisor of the hiring department informs the CDC of the hiring decision. The CDC informs all applicants of the hiring decision through eRezLife and closes the application process.
• Once the candidate has been selected, the supervisor begins the formal hiring process by submitting the Employment Form to the HR Director. The Employment Form should be filled out and sent by the supervisor to the HR Director at least 3 working days before a student is employed on campus.
• Students are not authorized to work until the required paperwork is approved and completely processed.
• Students are employed on a temporary contract with an end date. It is the responsibility of the supervisor to submit the Employment Change Request Form if the contract needs to be changed or updated.

More in  Policy HR 2.2 Employment of Students  

• Timecards are submitted at the end of each month.
• All student assistants’ hours should be accounted for every month.
• At the end of the month, HR sends a timecard marking worked hours . 
• The supervisor confirms it and submits it back to HR no later than by the 1st calendar day of the month.  
• Please note that according to Lithuanian Labor Code maximum hours per month differ each month.

LCC seeks to provide equal employment opportunities and is dedicated to the principle that access to employment opportunities be accorded to each person on the basis of individual qualification and without regard to race, color, national origin, ancestry, age, sex, citizenship, marital status, pregnancy, medical condition, physical or mental disability.   

• Positions are posted by the HR office at the request of the hiring managers. If necessary, the job ads are provided and updated by hiring managers in accordance with LCC job advertisement standards.
• An HR representative and a divisional/departmental representative schedule interviews with selected candidates. Interviews should be conducted in a manner that follows LCC interview guidelines.
• Upon selection, the VP for HR drafts the offer letter and submits it with the applicant’s CV to the President for final approval.
• The HR Director communicates to the employee and hiring manager about which employment-related forms and documents required by Lithuanian law need to be submitted for the particular employment.

More information Policy HR 2.1 Employment of Staff and Faculty 

To insure the smoothness of on-boarding procedures for new employees, the process is divided between two parties – HR office and the relevant supervisor. 

HR office’s responsibilities: 

• Prepare the contract. 
• Create log-in details and give instructions on how and where to use it. 
• Arrange for an LCC ID Card. 
• Introduce employee benefits. 
• Follow up with new colleagues during the first month. 
• Invite to Orientation.

Supervisors’ responsibilities: 

• Communicate about the first day at work (dress code, parking, lunch and other useful information) 
• Set up work space. (Office place, computer, software programs, office keys) 
• Give a little tour of the building, highlighting the main points (e.g., WC, kitchen, post) 
• Train how to use the printer
• Have a go-to person assigned. 
• Set work expectations and introduce objectives. 
• Set future goals/objectives. 
• Discuss employee performance expectations. 

For continuity of processes, all employees should have a Job Manual. For updating and creating new Job Manuals for your employees, please refer to the Job Manual Template. The Supervisors are ultimately responsible for the job manual to be created, maintained, and updated as necessary.

The performance management process aims to objectively determine the employee’s standing at LCC International University through communicating expectations, evaluating goals, recognizing accomplishments and progress, and identifying areas for improvement. It is designed to help employees and their supervisors create a higher level of accountability as well as identify areas of continuous professional growth.

Timeline for the Performance Management process:

• July – August 1 – all Staff employees complete Performance Evaluation 
• August 2 – August 31 – time for departmental Goal Setting 
• September 1 – 15 – meeting between supervisors and employees to confirm their goals for the year ahead 

Download detailed guidelines for each process and view Policy HR.5.3 Performance Management for more information.

Professional development is meant to empower LCC employees and to provide opportunities for growth and innovation. Some of the sessions that we offer are positional while others – institutional. As an educational institution, we draw knowledge not only from external but also internal experts.

Generally, there are 4 categories that all professional development sessions fall under:

1. Leadership & Personal Development
2. Technical Skills
3. Faith Integration
4. Wellbeing

The Supervisor works with individual employees and their department to determine professional development needs and may offer recommendations of future trainings to HR. Professional Development sessions are offered throughout the year and communicated by the HR Office.

ERASMUS EXCHANGE for STAFF & FACULTY

Erasmus exchange is one of the programs offered by the Center of International Education at LCC. We encourage our Faculty & Staff to continue to grow as professionals and provide support for teaching or learning programs in our partner universities abroad.

COACHING & MENTORING

Supervisors serve as the first point of reference for their supervisees. They also play a crucial role in finding ways to improve employee professional wellbeing by:

• Ensuring that concerns are adressed
• Creating a gossip-free environment
• Creating a culture of respect
• Ensuring their supervisees are aligned with the institutional vision and mission
• Helping develop new skills either personally or through professional development

The Supervisors should educate their supervisees about their department budget: how it is managed, how it is maintained, and how invoices are handled.

Spending LCC Money. The money to make purchases on behalf of the university can be taken from the Accountant in the Finance department.   

1. When making purchases for LCC a receipt and invoice (sąskaita-faktūra) must be collected. No reimbursements will be issued for receipts without and invoice. No reimbursements are provided for wrong invoices.   
2. Provide the LCC Company Details (see below) when requesting a Sąskaita-Faktūra 
3. The receipt must be attached to the invoice.  
4. No personal items may be purchased with LCC funds.  
5. Items may not be purchased outside of work hours. 

LCC Company Details (LT: rekvizitai) 
VŠĮ LCC Tarptautinis universitetas  
Įm.kodas: 111966048  
PVM mok. kodas: LT119660412  
Adresas: Kretingos 36, Klaipėda 92307, Lietuva

Handling Invoices. All invoices must reach the Finance office on the same month that the invoice was generated.  Make sure you are tracking your department’s expenses and are regularly updating it into the document that your department has designated for it.  Before taking the invoice to the Accountant, please make sure that it has:  

• The receipt of the purchase (LT: čekis) 
• Your signature 
• The budget line  
• Indication of the department that the expense is coming from 
• If the purchase is made for particular employees, please make sure to provide a list of those employees to the Accountant  

Along with the Invoice (sąskaita-faktūra), you may sometimes be required to bring along one or two other forms:  

1. Reimbursement Form – is a form that is filled whenever you need a financial reimbursement for the purchase you have made using your personal finances. It is also needed to be filled when you ask for an advance for a purchase to make on behalf of the university. 
2. Hospitality Form – is a form that is used to reflect expenses made on behalf of the university for events, gifts and food items (for full list on when to use the hospitality form consult with Accounting). Often, the name(s) of the employees that the service/items were provided, should come with this form.