{"id":9,"date":"2025-09-02T16:11:16","date_gmt":"2025-09-02T20:11:16","guid":{"rendered":"https:\/\/www.clarku.edu\/student-employment\/?page_id=9"},"modified":"2026-03-02T17:10:56","modified_gmt":"2026-03-02T22:10:56","slug":"graduate-union-for-faculty-staff","status":"publish","type":"page","link":"https:\/\/www.clarku.edu\/student-employment\/graduate-union\/graduate-union-for-faculty-staff\/","title":{"rendered":"Graduate Union for faculty\/staff"},"content":{"rendered":"\n<div class=\"wp-block-columns sidebar is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:45rem\">\n<h2 class=\"wp-block-heading\">Administrative processes<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Tuition remission<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>At least 2 weeks before bills go out (generally bills go out mid-July for fall; for spring, generally mid-November), departments should typically send a list of students who are eligible for tuition remission to the&nbsp;<a href=\"mailto:SaGallagher@clarku.edu\" target=\"_blank\" rel=\"noreferrer noopener\">Associate Dean of Graduate Studies in the Graduate School of Arts and Sciences (GSAS)<\/a>, who will then enter the exemption code in the student\u2019s account in Banner. A nightly feed will update the student\u2019s account.<\/li>\n<\/ul>\n\n\n\n<p><strong><em>Timeline<\/em><\/strong>:&nbsp;<em>List of PhD students due to GSAS around July 1 and November 1.<\/em>&nbsp;This needs to be done at least 2 weeks before bills go out (generally bills go out mid-July for fall; for spring, generally mid-November). It is also acceptable to send the list of students earlier than this timeline! A template is <a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=MMRGy3\">here<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-health-care-subsidy\">Health care subsidy<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Per the&nbsp;<a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=r2cLxa\" target=\"_blank\" rel=\"noreferrer noopener\">CBA<\/a>, all Graduate Workers in doctoral programs, performing unit work on a fully funded stipend based on a 20-hour work week, for a full semester (fall or spring), for nine (9) months or for 12-months, will be covered by the University student plan at a 100% subsidy during the appointed semester.<\/li>\n\n\n\n<li>Departments should typically send a list of students who are eligible for 100% of the health care subsidy to the&nbsp;<a href=\"mailto:SaGallagher@clarku.edu\" target=\"_blank\" rel=\"noreferrer noopener\">Associate Dean of Graduate Studies<\/a>, who will then enter the exemption code in the student\u2019s account in Banner. A nightly feed will update the student\u2019s account.<\/li>\n\n\n\n<li>If a student who is eligible for the health care subsidy and previously waived it has a qualifying event and needs to opt into health care coverage, they should contact&nbsp;<a href=\"mailto:cbostek@clarku.edu\" target=\"_blank\" rel=\"noreferrer noopener\">Chris Bostek<\/a>&nbsp;in Student Accounts. Chris will then direct them to University Health Plans to fill out the qualifying event form and send it to <a href=\"mailto:info@univhealthplans.com\" target=\"_blank\" rel=\"noreferrer noopener\">info@univhealthplans.com<\/a>.<\/li>\n<\/ul>\n\n\n\n<p><strong><em>Timeline<\/em><\/strong>:&nbsp;<em>List of PhD students on stipends due to GSAS around July 1 and November 1.<\/em>&nbsp;This needs to be done at least 2 weeks before bills go out (generally bills go out mid-July for fall; for spring, generally mid-November). A template is <a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=MMRGy3\">here<\/a>.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"h-employed-student-lists-provided-to-union-stewards\">Employed student lists provided to union stewards<\/h4>\n\n\n\n<p>Departments should provide a list of masters and PhD students who will be employed for the new academic year to their assigned union steward. It is understood that this is a tentative list. Union stewards will reach out to new employees to educate them about the union and to obtain a membership card for the union.<\/p>\n\n\n\n<p><strong><em>Timeline<\/em><\/strong>:&nbsp;<em>The list should be sent by July 1 to the union steward for each department where feasible<\/em>. Again, it is understood that this is a tentative list. A final list of all union employees will be handled directly between the Payroll Office and the Teamsters early in the semester.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"padding-top:var(--wp--preset--spacing--20)\">Hiring documentation for Graduate Student Union<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Assignment letters <\/h3>\n\n\n\n<p>Appointments and assignments are outlined&nbsp;<a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=r2cLxa\" target=\"_blank\" rel=\"noreferrer noopener\">Article 10<\/a>. <\/p>\n\n\n\n<p><strong><em>Timeline<\/em><\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Typically 8\/1 (fall) and 12\/15 (spring) for&nbsp;<strong><em>appointments<\/em><\/strong>&nbsp;(i.e., funding) (admission letter can serve as the appointment letter)<\/li>\n\n\n\n<li>Typically 8\/15 (fall) and 1\/1 (spring) for&nbsp;<strong><em>assignments<\/em><\/strong>&nbsp;(specific job assigned); for summer, 14 days before work begins<\/li>\n\n\n\n<li>The University will endeavor to provide assignments for masters students as soon as they are known<\/li>\n<\/ul>\n\n\n\n<p>All appointment and assignment letters and contracts for union positions must be shared with the Office of Student Employment per&nbsp;<a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=r2cLxa\" target=\"_blank\" rel=\"noreferrer noopener\">Article 13<\/a>&nbsp;(email them to&nbsp;<a href=\"mailto:oncampusemployment@clarku.edu\" target=\"_blank\" rel=\"noreferrer noopener\">oncampusemployment@clarku.edu<\/a>). Templates for TA and RA assignments can be found <a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/s\/StudentEmploymentDocuments\/EgkahDfrY3ZEgjQj75Gmjh0BmaupysfdRhFJpFpq-q306g?e=k3T0Y8\">here<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Compensation<\/h3>\n\n\n\n<p>Compensation information is in\u00a0<a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=r2cLxa\" target=\"_blank\" rel=\"noreferrer noopener\">Article 16 of the CBA<\/a>. The AY 26-27 nine-month appointment salary for all departments except for the English department is $30,768. The salary for the English department is $12,838. The hourly rate for AY 26-27 is $20.67.<\/p>\n\n\n\n<p>The 12-month salary (only for graduate workers with complete external funding) is $41,023 for all departments except for the English department, which is $17,117. The Office of Student Employment will confirm the percentage increase for each new academic year to union departments each year, typically in June, after consulting with Human Resources.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Instructor of record assignments<\/h4>\n\n\n\n<p>If a Graduate Worker that does not hold an appointment in a given semester (or during the summer) is offered an assignment to teach a course as the Instructor of Record, the Graduate Worker shall receive the prevailing base rate for the course, plus an additional $1,500 per course. A template for the instructor of record assignment is <a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/s\/StudentEmploymentDocuments\/EgkahDfrY3ZEgjQj75Gmjh0BmaupysfdRhFJpFpq-q306g?e=o92kLb\">here<\/a>. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Hire forms<\/h3>\n\n\n\n<p>Hiring information should be submitted to the&nbsp;<a href=\"https:\/\/www.clarku.edu\/offices\/student-employment\/hire-a-student\/\" target=\"_blank\" rel=\"noreferrer noopener\">Office of Student Employment<\/a>. Process information is on our&nbsp;<a href=\"https:\/\/www.clarku.edu\/offices\/student-employment\/hire-a-student\/\" target=\"_blank\" rel=\"noreferrer noopener\">Hire a Student<\/a>&nbsp;page; the&nbsp;<a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=r2cLxa\" target=\"_blank\" rel=\"noreferrer noopener\">TA\/RA spreadsheet<\/a>&nbsp;should continue to be used and should be emailed to&nbsp;<a href=\"mailto:oncampusemployment@clarku.edu\" target=\"_blank\" rel=\"noreferrer noopener\">oncampusemployment@clarku.edu<\/a>. Other union positions (including work funded by external grants) must be submitted via Interview Exchange. Leave approvers will be designated by department.<\/p>\n\n\n\n<p>It is preferable to submit hiring information for the entire year; if assignments change from semester to semester, that does not affect the job record information unless the pay changes (e.g., if a student is working as a TA one semester and teaching a course the next semester). It is easier to terminate a position early than to create a new job record.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Instructor of record hiring process<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Chief Budget Officer sends spreadsheet of approved funds for PT faculty for courses to departments.<\/li>\n\n\n\n<li>The departments hire PT faculty (which can include doctoral students), and send the student their contract. Copies of the contract should be sent to the Office of Student Employment.<\/li>\n\n\n\n<li>The department administrator submits an Interview Exchange hire form to the Office of Student Employment. <\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Pay dates and start of employment considerations<\/h4>\n\n\n\n<p>Summer employment is 5\/16\/26 through 8\/14\/26. <\/p>\n\n\n\n<p>For PhD students on salaried assignments, the pay is divided into 9.5 pays per semester with a break in between semesters. Fall positions start 8\/15\/26 and end 12\/25\/26. Spring positions start 1\/9\/27 and end 5\/21\/27.<\/p>\n\n\n\n<p>The first pay for fall is 8\/21\/26 and the first pay for spring is 1\/22\/27.<\/p>\n\n\n\n<p>Instructors of record are paid via 8 pay periods because they are not entered until after add\/drop. The payroll dates for instructor of record assignments for Fall 2027 are 9\/18\/26 through 12\/25\/26. If a student is fully funded, contact our office for guidance.<\/p>\n\n\n\n<p><strong><em>Timeline<\/em><\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Hire forms due to the Office of Student Employment&nbsp;<strong>no later than 8\/1<\/strong>&nbsp;(fall) and&nbsp;<strong>12\/1<\/strong>&nbsp;(spring); for summer, hire forms are due 14 days before work begins.<\/li>\n<\/ul>\n\n\n\n<p>Note about international students:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The timing of when a new international student can work is related to when they arrive in the US and can apply for a Social Security Number (SSN). New international student staff should be provided with the guidelines on&nbsp;<a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Student%20Employee%20Files?csf=1&amp;web=1&amp;e=dKDJb3\" target=\"_blank\" rel=\"noreferrer noopener\">how to apply for an SSN<\/a>. Students must secure and present an SSN in order to remain employed at Clark, per our&nbsp;Student Employment Verification Policy included in the <a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Student%20Employee%20Files?csf=1&amp;web=1&amp;e=dKDJb3\" target=\"_blank\" rel=\"noreferrer noopener\">Student Employment Handbook.<\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"padding-top:var(--wp--preset--spacing--20)\">Contacts<\/h2>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\"><?xml encoding=\"utf-8\" ?><nav class=\"is-vertical wp-block-navigation is-content-justification-stretch is-layout-flex wp-container-core-navigation-is-layout-2c14e10a wp-block-navigation-is-layout-flex\" aria-label=\"Graduate Union submenu\"><ul class=\"wp-block-navigation__container  is-vertical wp-block-navigation\"><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/student-employment\/graduate-union\/graduate-union-for-faculty-staff\/\"><span class=\"wp-block-navigation-item__label\">Graduate Union for Faculty\/Staff<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/student-employment\/graduate-union\/graduate-union-for-students\/\"><span class=\"wp-block-navigation-item__label\">Graduate Union for Students<\/span><\/a><\/li><\/ul><\/nav>\n\n\n\n<aside class=\"wp-block-group boxout has-light-yellow-background-color has-background is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-12dd3699 wp-block-group-is-layout-constrained\">\n<h3 class=\"wp-block-heading\">Related links<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/clarkuedu.sharepoint.com\/:f:\/r\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Graduate%20Student%20Union%20Files?csf=1&amp;web=1&amp;e=r2cLxa\" target=\"_blank\" rel=\"noreferrer noopener\">Collective Bargaining Agreement<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.clarku.edu\/student-employment\/graduate-union\/graduate-union-for-students\/\" target=\"_blank\" rel=\"noreferrer noopener\">Graduate Student Union page,<\/a>&nbsp;which includes FAQs for Graduate Student Union.<\/li>\n\n\n\n<li><a href=\"https:\/\/clarkuedu.sharepoint.com\/sites\/StudentEmploymentDocuments\/Shared%20Documents\/Forms\/AllItems.aspx?csf=1&amp;web=1&amp;e=0O5yhL&amp;CID=b5c12521%2De4e3%2D4ed8%2Db4e1%2Db5341c6c8cbb&amp;FolderCTID=0x012000BC0A5DD491C1C346B34CB4DFC5342D04&amp;id=%2Fsites%2FStudentEmploymentDocuments%2FShared%20Documents%2FGraduate%20Student%20Union%20Files\" target=\"_blank\" rel=\"noreferrer noopener\">Covid funding extension request form<\/a><\/li>\n<\/ul>\n<\/aside>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-columns equal-height is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<aside class=\"wp-block-group boxout has-light-warm-gray-background-color has-background is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-12dd3699 wp-block-group-is-layout-constrained\">\n<h4 class=\"wp-block-heading\">Office of Student Employment<\/h4>\n\n\n\n<p><a href=\"mailto:jbolduc@clarku.edu\">Julie Bolduc<\/a>, director, and&nbsp;<a href=\"mailto:splante@clarku.edu\">Savannah Plante<\/a>, assistant director<\/p>\n<\/aside>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<aside class=\"wp-block-group boxout has-light-warm-gray-background-color has-background is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-12dd3699 wp-block-group-is-layout-constrained\">\n<h4 class=\"wp-block-heading\">Graduate Arts &amp; Sciences Office<\/h4>\n\n\n\n<p><a href=\"mailto:SaGallagher@clarku.edu\">Sarah Gallagher<\/a>, Associate Dean of Graduate Studies in Arts &amp; Sciences<\/p>\n<\/aside>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-columns equal-height is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<aside class=\"wp-block-group boxout has-light-warm-gray-background-color has-background is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-12dd3699 wp-block-group-is-layout-constrained\">\n<h4 class=\"wp-block-heading\">Labor Management Committee (LMC)<\/h4>\n\n\n\n<p>A 5-member committee that meets with 5 members of the Union at least once per semester and in the summer. Members: John Labrie, Samantha Weaver, Julie Bolduc, Kelly Boulay (alternate: Savannah Plante). If there are any issues or questions that should be addressed by the LMC, please email Julie Bolduc,&nbsp;<a href=\"mailto:jbolduc@clarku.edu\">jbolduc@clarku.edu.<\/a><\/p>\n<\/aside>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<aside class=\"wp-block-group boxout has-light-warm-gray-background-color has-background is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-12dd3699 wp-block-group-is-layout-constrained\">\n<h4 class=\"wp-block-heading\">Union stewards<\/h4>\n\n\n\n<p>Geography, Clark Labs, MSGIS: Mikayla Schappert; Physics, Chemistry, BCMB, Biology: Thomas Roehl; HGS, History, English, Education, SSJ (non-MSGIS): Andy Burnstein; Psychology and Economics: Maddie Logan<\/p>\n<\/aside>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-media-text is-stacked-on-mobile is-image-fill-element has-white-background-color has-background\"><figure class=\"wp-block-media-text__media\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"683\" src=\"https:\/\/www.clarku.edu\/student-employment\/wp-content\/uploads\/sites\/89\/Dung_Beetle_31_JUL_2025-7-1024x683.jpg\" alt=\"\" class=\"wp-image-93 size-full\" style=\"object-position:50% 50%\" srcset=\"https:\/\/www.clarku.edu\/student-employment\/wp-content\/uploads\/sites\/89\/Dung_Beetle_31_JUL_2025-7-1024x683.jpg 1024w, https:\/\/www.clarku.edu\/student-employment\/wp-content\/uploads\/sites\/89\/Dung_Beetle_31_JUL_2025-7-300x200.jpg 300w, https:\/\/www.clarku.edu\/student-employment\/wp-content\/uploads\/sites\/89\/Dung_Beetle_31_JUL_2025-7-768x512.jpg 768w, https:\/\/www.clarku.edu\/student-employment\/wp-content\/uploads\/sites\/89\/Dung_Beetle_31_JUL_2025-7-1536x1024.jpg 1536w, https:\/\/www.clarku.edu\/student-employment\/wp-content\/uploads\/sites\/89\/Dung_Beetle_31_JUL_2025-7-2048x1365.jpg 2048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure><div class=\"wp-block-media-text__content\">\n<h3 class=\"wp-block-heading\" style=\"padding-top:var(--wp--preset--spacing--20)\">Lab safety:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>University Safety Officer and EHS Subject Matter Expert: Jennifer Bosselman, <a href=\"mailto:JBosselman@clarku.edu\">JBosselman@clarku.edu<\/a>; <a href=\"mailto:ehs@clarku.edu\">ehs@clarku.edu<\/a>\n<ul class=\"wp-block-list\">\n<li><strong>Training:<\/strong> If you are working in a laboratory and\/or studio environment, you are required to attend one of our Environmental Health and Safety (EHS) trainings (Biology, Chemistry, Physics, Visual Arts, etc.). To determine which EHS training is applicable to you and to receive\/schedule an EHS training, please contact our EHS Department, <a href=\"mailto:ehs@clarku.edu\">ehs@clarku.edu<\/a>.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Laboratory and Studio Safety Committee (graduate student representative): Liam Cleary, <a href=\"mailto:LCleary@clarku.edu\">LCleary@clarku.edu<\/a>&nbsp;(committee meets monthly)<\/li>\n\n\n\n<li>Lab Safety Committee (chair):&nbsp;Dr. Jennifer Hanselman, <a href=\"mailto:jhanselman@clarku.edu\">jhanselman@clarku.edu<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Administrative processes Tuition remission Timeline:&nbsp;List of PhD students due to GSAS around July 1 and November 1.&nbsp;This needs to be done at least 2 weeks before bills go out (generally bills go out mid-July for fall; for spring, generally mid-November). It is also acceptable to send the list of students earlier than this timeline! A [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":0,"parent":7,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-9","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Graduate Union for faculty\/staff | Student Employment | Clark University<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.clarku.edu\/student-employment\/graduate-union\/graduate-union-for-faculty-staff\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Graduate Union for faculty\/staff\" \/>\n<meta property=\"og:description\" content=\"Administrative processes Tuition remission Timeline:&nbsp;List of PhD students due to GSAS around July 1 and November 1.&nbsp;This needs to be done at least 2 weeks before bills go out (generally bills go out mid-July for fall; for spring, generally mid-November). It is also acceptable to send the list of students earlier than this timeline! 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