TRILLIUM – ONSIS School Planning...

TRILLIUM – ONSIS

School Planning Checklists

A School Guide to Managing Trillium, OnSIS and School Process Tasks

Updated: March 2014

August

SCHOOL PLANNING CHECKLIST ‐ AUGUST

Trillium Tasks - General Position & Person Responsible

Report used to verify

Signed off by

Monitor class sizes/registers - check for small classes to collapse Average Class Size Report Monitor enrolment (subtract Semester 2 Pre-Registered from Pre-Registered total – i.e. students on Focus Programs Sem. 1) Use Track List to get pre-registered students and dates (to remove Focus

Enrolment Registers Grade by Gender Shared Students Report Part time students Detail Report

Check Partially scheduled students (esp. Grades 9 & 10) Partially Scheduled Students Check Semester 1 & 2 class sizes and caps and make some proactive adjustments to avoid teachers being 4+

Class Size

Ensure Credit Recovery holding courses are in Trillium Course Catalogue Assign Rooms Room Timetable Alternative Site timetable & attendance/trillium procedures Student Timetables/Enrolment

Registers

Trillium Set-Up for Semester 1 (teachers, rooms, etc.) This may also occur in June.

Master Schedule by teacher

Staffing charts to PAR members

Connect GLE courses to LPS sections Class List

Run Special Education Reconciliation Reports Spec Ed. Reconciliation Report

SCS (School to Community) course codes into Trillium (K - Codes) Course Catalogue Student Timetable Changes (last week of August or when arranged by Student Services / Administration)

August

TRILLIUM TASKS – GENERAL

Position & Person Responsible


Signed off by

Freedom of Information (Over 18) - Over 18 Procedures, photograph and media restrictions

Web Report: Freedom Information

Check Trillium Calendar of Dates and timetable structure (or if alternating week schedule check in Trillium)

Run spares list to check for empty periods in Grade 9 & 10

Student Spare List

Complete year set-up/Trillium prep for report cards (See detailed instructions in Trillium binder)

Homeforms (consider using Study Halls for Students with a first period spare.

Student Timetables (Day 1 - run by homeform the Friday before classes begin)

Student Combined Timetable

Revised class lists for staff (run the Friday before - Active and sort by teacher to get alpha printing by teacher)

Class List

Revised staff timetables (run Friday before classes begin)

Staff Timetable

Alpha List (For Day 1 - plus signs for Coop, Spares, GPP, school maps, Day 1 schedule poster, etc.)

Alphabetical List

Review Wait Lists

Set up Web Attendance, notify Trillium support of new teachers to your school

Ensure teachers know username and password.

Verify students have the correct credits to graduate, and/or for the programs they are enrolled. Ensure not retaking credits already earned.

Credit Counseling Summary, Graduates and Potential Graduates, OSSD 1999 Students with Identified Repeated Courses , SHSM Program

Septem

ber

SCHOOL PLANNING CHECKLIST ‐ SEPTEMBER Review Month End Procedures Document

TRILLIUM TASKS – GENERAL RESPONSIBILITIES Position & Person Responsible

Report used to Verify Signed off by

Report enrollment for first week (Human Resources Memo)

Enrolment Registers, Grade by Gender, Shared Students Report, Part time students Detail Report

Monitor Part-Time and Full-Time Registers Rebuild Full Time/Part Time Registers Recalcuate 34 credits FTE

Enrolment Register FT and PT. Run Verify Enrolment, if errors contact Trillium support

Verify Part-Time and Unscheduled Students Part time Detailed students report

Use Alpha List (Pre-registered) to flag no-shows at end of Days 1, 2, and 3. Make calls to guardians/parents.

Alphabetical List of Students

No-Shows (memo). Student Services / Admin / Attendance Secretary to go through the no-shows.

Departed Students List Potential Duplicate Student Report If under 21 send names to Re-Engagement committee

Monitor Enrollment Registers – Partially Scheduled (Student Services begins work on this at start of Week 2)

Part time Students Detail Report Potential Duplicate Student Report

Week 2 - use Truant List to look for timetable issues Truant List

Monitor Class Sizes - check for small classes to collapse Class Size

Add/Drops (Student Services) by end of Week 1 Add Drop Report

Alternative Site Timetable (finished by early part of Week 2), registrations entered and continue

Run spares list to check for empty periods in Grade 9 & 10 timetables

Student Spare list

Class list verification - Week 2 & Week 3 (Active and sort by teacher to get alpha printing by teacher)

Class List

Alternative Site (month-end demits)

Remove students from class with 15 days consecutive absences Consecutive Days Absent/Lates

If under 21, send names to Re-engagement committe

Septem

ber

TRILLIUM TASKS – GENERAL RESPONSIBILITIES – (CONTINUED)



Signed Off by

Check Teacher Utilization by Class Size Max date (This will occur likely in October but should be monitored).

Teacher Utilization Report On crystal reports

Month-end report (ensure that pre-registered no shows have been demitted)

Alphabetical List run by PreReg

Binder of timetables in Main Office


Clean-up extra course requests (end of September - Rebuilding function)

Located in: Scheduling ->Load Students –> Rebuilding Tab

Upload previous year’s suspension tracking data and fix errors (if required for continuing suspensions or expulsions)

OnSIS Snapshot Module

Run a preliminary ONSIS Snapshot and fix errors

OnSIS Snapshot Module Verification Reports in Module

Update student demographic information in Trillium

Check Summer School credits (Gould Lake, Summer Day School, e-Learning Summer Courses, Literacy Camp)

Credit Counseling Summaries Transcript Module

Check Teacher Data in Trillium

OnSIS Teachers Report

ONSIS Monthly Snapshot – Take a snapshot to discover potential errors and warnings. Correct any errors or warnings, Ignore CSV messages until the CSV files are input.

Students without OEN Teachers without MEN Make Snapshot, error & warnings report, verification reports in OnSIS Module

Verify Students have not been departed as Unknown/No Show If Departure Code Shows Unknown or No Show , will need to be

corrected

Departed Students Report

October

SCHOOL PLANNING CHECKLIST – OCTOBER

TRILLIUM TASKS – GENERAL


Report used to Verify Signed off By

Monitor Registers – Partially Scheduled, Fully Scheduled, Attendance - report to attendance counselor

Enrolment Registers, Partially Scheduled Students, Part Time Students Detail

Alternative Site (month-end demits) and ensure all registrations are entered

Month-end report Monitor Part-Time and Full-Time Registers Rebuild Full Time/Part Time Registers Recalculate 34 credits FTE

Enrolment Registers, Partially Scheduled Students, Part time Student detail Report

Early Reports - provide teachers with Attendance Reports (updated attendance information for students).

Attendance Profile Consecutive Days Absent Late Contact with SAL/Prolonged Absence Students.

Class Size Max Report as per collective agreement

Class Size

Ensure all off-site students have accurate course selections (District Programs, SAL, Expelled Students,

Contact with SAL/Prolonged Absence Students.



Assign missing OEN and MEN Students without OEN Teachers without MEN

October

REPORT CARDS


Report used to verify Signed off by

(See detailed instructions in Trillium binder)

Secondary Achievement Manual

Complete year set-up/Trillium prep for report cards

Achievement Preparation Checklist

Office/Student Services Timelines memo

Class list verification and clean-up (Active and sort by teacher to get alpha printing by teacher)

OCTOBER REPORT Position & Person

Responsible Report used to verify Signed off by

Continue to Update teachers in Trillium (active, allocation, etc.)

Trillium set up for Achievement

Secondary Achievement Manual, Achievement Prepartion Checklist

Month-end demits are critical as well as alt. Site and other new registrations

Departed Students List, Part Time Students Detail Report

Ensure Alt. Site courses are accurate

Course Catalogue, Student Timetable

Ensure that all students are in RCR, Co-op, and Alt. Site are in credit bearing courses.

Class Lists.

Ensure that teacher, Special Education, and French information is accurate, International Student Information, Native Self Identification all need to be entered and verified.

Other Pupils of the Board Trillium OnSIS snapshot

Verify and enter SHSM information, Dual Credits, Triple Play, (Credit Values and Course Types)

Course Master List SHSM Program Participants

Novem

ber

SCHOOL PLANNING CHECKLIST ‐ NOVEMBER TRILLIUM TASKS – GENERAL RESPONSIBILITIES

Position & Person Responsible Report used to verify Signed off by

Monitor Registers – Partially Scheduled Monitor Part-Time and Full-Time Registers Rebuild Full Time/Part Time Registers Recalculate 34 credits FTE

Full and Part time enrolment registers, Partially Scheduled Students, Part Time Students Detail Report

Alternative Site (month-end demits and registrations) Departed Students report

Month-end report (ONSIS needs to be finished by end of November)

Enrolment Registers, Snapshot, Snapshot Verification Reports

Check Semester 2 class sizes - make proactive changes Class Size



REPORT CARDS




Secondary Achievement Manual

Verify Web Achievement passwords with staff

Sign in to web achievement. Web attendance & achievement and the same password

Ensure all RCR and Co-op codes have courses assigned

Class Lists

Credit Recovery Sheet/Procedures – memo to staff

Credit Recovery Process in First Class

Mark Entry Materials/Package – memo to staff

Rebuild homeforms Process in Secondary Achievement manual

Novem

ber REPORT CARDS (CONTINUED)



Review mark verification sheets, run missing marks summary, Learning skills/Work Habits and make corrections

Achievement Validation Achievement Verification Mark Distribution Selective Marks List

Run report cards (active only) and make corrections Achievement Report cards

Verify Teacher report card comments Achievement Data Sheet Verify Learning Skills have been entered for all students. Achievement Data Sheet Run list of students with excessive absences or lates Attendance Profiles

Consecutive Days Absent/Late

SEMESTER 2 PREPARATION



Meeting with Student Services re: sectioning/changes

Meeting with PAR(draft charts) re: rooms, teacher assignments, etc.

Staff timetables Staff Timetable OnSIS Staff Assignments

Staff into Trillium for Semester 2 (is appropriate as per Secondary Staffing Process)

Master Schedule OnSIS Teachers

Monitor Semester 2 class sizes and make pro-active adjustments (e.g. balancing class sizes across multiple sections of the same course, cleaning up waiting lists, etc.)

Class Size

Decem

ber

SCHOOL PLANNING CHECKLIST ‐ DECEMBER TRILLIUM TASKS – GENERAL RESPONSIBILITIES



Monitor Class Sizes, current and for Semester 2

Class Size

Monitor Registers – Partially Scheduled

Partially Scheduled Students Part Time Students Detail Report


Departed Students List Consecutive Days Absent/Late Part Time Students Detail Report

Month-end report

Month End document in First Class, OnSIS snapshot

Semester 2 Key Dates for Reporting and Examinations (PAR draft)

Semester 1 timetable feedback from PAR



REPORT CARDS



Prepare for February reports (First Semester Final R.C)

Secondary Achievement Manual in First Class

January

SCHOOL PLANNING CHECKLIST ‐ JANUARY Review Month End Procedures Document TRILLIUM TASKS – GENERAL RESPONSIBILITIES



Monitor Semester 2 Class Sizes

Class Size Report


Alternative Site - drop date for courses in Trillium


Enrolment Registers



REPORT CARDS



Office/Student Services Timeline Memo

Trillium Set-Up

Class Lists Verification (Active and sort by teacher to get

Credit Recovery Procedures (Recovery / Failure Sheets

Credit Recovery Process and documentation in First Class

Mark Entry Materials/Package

Email to staff - check web achievement passwords

First Class messages/Trillium site links

Check SCS student course enrollments

January

SEMESTER 2 PREPARATION



Check Semester 2: class sizes and make some proactive adjustments

Verify Room assignments for Semester 2

Trillium Set-Up for Sem 2 (teachers, rooms, etc.)

Finalized staff timetables – check class sizes in Trillium

Revised staffing charts to PAR members

Student Timetables (mid-January and Sem 2 Day 1)

Run spares list to check for empty periods in Grade 9 &

Demit January Grads (can be done any time before Term 3 – demit date is first day of Sem 2 in school year set-up -

Monitor Registers – Partially Scheduled

Staff Memo re: Day 1 (end of January)

Check Trillium Calendar

Homeforms (spares list - Library), assign students with period 1 spares to

Class lists for staff (before Day 1 -Active and sort by teacher to get alpha printing by teacher)

Timelines/Key Dates for Semester 2 (publish)

Early Report templates to PAR in time to make

January

COURSE SELECTION / TIMETABLING



Deadlines Memo (January - March Break)

Ensure class caps are correct in Trillium (Before the Copy

Verify teacher listings are accurate in Trillium (e.g. active,

Check course catalogue in Trillium to ensure that achievement settings are correct for regular courses / placeholders

Course Master List

Ensure that all courses, rooms and teachers are attached to departments if required

Make sure scheduling validation tables are accurate

Set-Up school year (start/end dates from draft board calendar), school timetable structure, initialize calendar (import events at a later date...this will come from ITS in

Copy to Next Year timelines, structures, students, courses (create new courses that will run next year that did not run this year), teachers, blocks, timelines, cycle etc. (do not



Verify students have the correct credits to graduate, and/or for the programs they are enrolled. Ensure not retaking credits already earned.

Credit Counseling Summary, Graduates and Potential Graduates, OSSD 1999 Students with Identified Repeated Courses , SHSM Program Participants

February

SCHOOL PLANNING CHECKLIST – FEBRUARY TRILLIUM TASKS – GENERAL RESPONSIBILITIES




Part Time Students Detail Report

Monitor Class Sizes (Class Size Max Report)

Class Size Report

Monitor Registers – Partially Scheduled Monitor Part-Time and Full-Time Registers Rebuild Full Time/Part Time Registers Recalculate 34 credits FTE

Enrolment Registers, full and Part Time

Month-end report

Month End procedures in First Class

Run a preliminary ONSIS snapshot and fix errors


Early Reports - provide teachers with Attendance Tally By Class - printed alpha by teacher - one report card

Grade Assemblies for course selection

SEMESTER 2 START‐UP



Day 1 Memo

Attendance Procedures for Semester 2

Alpha List (For Day 1 - Upstairs and downstairs foyers plus signs for Co-Op, Spares, Day schedule, GPP, etc.)

DO NOT rebuild homeforms

Use Alpha List (pre-registered students) to flag no-shows at end of Days 1, 2, 3.

February

SEMESTER 2 START‐UP (CONTINUED)



No-Shows (memo). Student Services go through the no-shows

Monitor Registers – Partially Scheduled (Student Services begins work on this at start of Week 2)

Week 2 - use Truant List to look for timetable issues

Monitor Class Sizes Class Size Report

Run spares list to check for empty periods in Grade 9 & 10 timetables

Student Spare List

Run track list to demit no shows (end of Week 1) If a no show, student will be removed from Trillium, will not show as Inactive

Add/Drops (Student Services) by end of Week 1

Alternative Site Timetable (finished by early part of Week 1)

Revised class list for teachers (for Monday of Week 2 - Active and sort by teacher to get alpha printing by teacher)

Class List

Class list verification - Week 3 (Active and sort by teacher to get alpha printing by teacher)

Class List printed by Teacher

Clean-up Teacher Utilization by Class Size Max date Class Size Report Teacher Utilization - Web

Month-end report (make sure that pre-reg no shows have been demitted)

Binder of timetables in Main Office Student Timetables

Update student demographic information in Trillium

Review Mark Verification Sheets and Missing Mark Summary

Mark Verification Sheets Selective Marks List – Missing

k

February REPORT CARDS



Run report cards (active and then inactive) and make corrections

Achievement Report Cards

Newsletter, inserts, etc.

Distribution Memo

COURSE SELECTION / TIMETABLING



Verify that the Copy to Next Year is complete (Activities 1-10 in Trillium binder)

On Line Course Request Process

Option Sheet assemblies / home form / class visits for course selections

On-Line Course Selection begins via home forms - At-Risk, IEP, Identified for individual meetings

Transfer of Grade 8's (Confirm elementary spec. ed. data is entered into Trillium and up to date)

Check language program/ FSL instruction and student focus program entry begins if available

Create Timetabling Timelines Plan

Establish timetabling team & draft meeting dates.



March

SCHOOL PLANNING CHECKLIST ‐ MARCH TRILLIUM TASKS – GENERAL RESPONSIBILITIES



Alt. Site (month-end demits)

Month-end demits critical for 31st.

Monitor Part‐Time and Full‐Time Registers Rebuild Full Time/Part Time Registers Recalculate 34 credits FTE

Enrolment Registers Exempted 34 credit students High Credit Students Early Leavers for Re-Engagement

ONSIS MARCH REPORT



Continue to update teachers in Trillium (active, allocation, etc.)

Master Schedule, OnSIS Teachers and OnSIS Staff Assignment

Trillium preparation and completion of report

Month-end demits are critical Part Time Students Detail Report Partially Scheduled Students

Make sure alt. Site courses are accurate

Make sure that all students in RCR, Co-op, and Alt. Site credits are linked to credits

Class Lists

Ensure that Special Education and French information is accurate

Special Education Reconciliation Report, OnSIS Snap Shot- Errors



March

REPORT CARDS




Secondary Achievement Manual-First Class

Complete set-up/prep for report cards

Secondary Achievement Manual-First Class

Office/Student Services Timelines memo

Class list verification and clean-up (Active and sort by teacher to get alpha printing by teacher)

Class List, Achievement Data Sheet

COURSE SELECTIONS / TIMETABLING



Check courses and course codes.

Ensure that Dept. Chart is up-to-date and all courses are

Make sure rooms and teachers are attached to

Make sure scheduling validation tables are accurate.

Verify that the Copy to Next Year is complete (Trillium

Check language program/ FSL instruction.

Student focus program entry begins if available.

See students with outstanding course selection data

Review Course Request Tally and fix errors (check for

Make sure that pre- and co-requisites are back in before

Check for students missing pre-requisites.

April

SCHOOL PLANNING CHECKLIST ‐ APRIL TRILLIUM TASKS – GENERAL RESPONSIBILITIES



Alt. Site (month-end demits)

Month-end report (ONSIS needs to be finished by the mid April)

Average class size report

Monitor Part-Time and Full-Time Registers Rebuild Full Time/Part Time Registers Recalculate 34 credits FTE

Enrolment Registers Early Leavers for Re-engagement Exempted 34 credits students High Credit Students

REPORT CARDS




Credit Recovery Sheet/Procedures


First Class messages/Trillium site links

Review mark verification sheets, run missing marks summary and make corrections

Run report cards (active only) and make corrections

Attendance profiles

April

TIMETABLING



Provide each PAR member with a Course Request Tally and make section allocations as per school

d

Print course request lists by course for English, Languages, Science, and Math Heads to verify level and make recommendations to Student Services (print by class using Common Course Requests or use Pre-Assignment List in Crystal Reports)

Meet with PAR Members to discuss section allocations based on tally

Finalize section allocation by department (after Secondary Staffing Meeting).

Update Semester Balance/Staffing Chart (including teachers on leave).

Finalize timetabling dates and times.

Reschedule students in canceled classes.

Create a list containing all sections to be timetabled (include class caps). Include considerations from PAR feedback sheets, teacher surveys, teacher and room availability, etc.

Create/input sections in Trillium

Set default settings/weightings/priority values (electives use higher numbers than core)



May

SCHOOL PLANNING CHECKLIST – MAY TRILLIUM TASKS – GENERAL RESPONSIBILITIES





Enrolment Registers Early Leavers for Re-engagement Exempted 34 credits students High Credit Students

REPORT CARDS



Prep for June (Office/Student Services timelines memo, procedures, etc.)

TIMETABLING / STAFFING * Some of these steps may occur in April depending on secondary staffing process and timelines



Begin Timetabling

Build timetable using restrictions specific to building (gyms, labs, technology, computer labs, teachers, rooms

Check pre-requisites.

Input rest of timetable section by section – input/verify any teacher, room (list rooms by priority if listing more than one room), or other constraints (e.g. semester, period, etc.). Put Civics in first and add Careers later in the process (do not use packages). Check and verify course sections, builder-matched sections, and caps. Some sections will not have any constraints; these sections will be placed by the builder.




For stacks, put a room only in one part of the stack. Put the room in the other part Of the stack in the Build Schedule screen after everything has locked, before the Transfer to Master. Keep chart tallies as we go: Room Allocations (science labs, gyms, computer labs, regular classrooms), Timetable by Grade/Block, Teachers by Block.

Create conflict matrix after each session; review conflicts – anything which won’t lock will not load properly later.

Conflict Matrix in Builder, Build Schedule Tab

Run and review the Builder Restriction Report after each timetabling session.

Transfer to Master If you change any priority values then you must go to the Rebuilding screen in the Loader and rebuild the Course Request Priority Value. Must also Recalculate Course Load Values if any of these have changed or if you have added or deleted sections.

After the final Transfer to Master leave the Builder and work only in the Classes window

Initialize School Year Calendar prior to moving to the Loader.

May

Simulation Loads - Make sure Semester Balance and Combine Retry Options are ON

Secondary Achievement Manual, in first class

May




Run Reports and run the Class Loading Report to look for problems. Summarize concerns.

Master Schedule by Block, Class or Course Section, Conflict Resolution. Class Loading Report

Make adjustments to Master Schedule/move some sections based on Class Loading Report via simulation loads and Master Schedule by Block/Grade to ensure semester balance, department balance, class sizes, rooms, period balances, a.m./p.m. balance, etc.

Class Size, Room Timetable, Master Schedule By Block

Determine if the timetable can be staffed

Timetable should be completed by end of May.

Determine any necessary changes based on the May Staffing Meeting

Distribute department timetable charts (courses only) to PAR members

Meet with PAR members to discuss the timetable’s structure

Make any needed changes to the timetable

Make sure semester start dates, end dates etc.(School Year, Semester, Term) are correct before the FINAL load of students (Gr. 9, 12, 10, 11). (You can still change these up until the first day of Semester 1)

Add Guidance, LPS, Library, and SST sections

May




Check Master Template vs. Master Schedule by Class Section report

Master Schedule by Class Section

Perform the FINAL Load of Students (make sure GLE courses are in)

Create a Final Class Load Report for Student Services which outlines loading and class size imbalance issues. Student Services makes adjustments. May need to move sections which are not loading well.

Student Services works on Student Timetables. Focus on students with semester balance issues and students with holes in their schedules.

Current students receive their draft timetables (no rooms or teachers’ names)



June

SCHOOL PLANNING CHECKLIST – JUNE TRILLIUM TASKS – GENERAL RESPONSIBILITIES



Visit Alternative Sites (year end demits) Ensure student are demitted the last day of the year Ie: The PA day to ensure the FTE remains

Important dates and info for teachers (memo)

REPORT CARDS



Timeline Memo - June Deadlines Memo

Trillium Set-Up for Reporting Period / Report Cards

Secondary Achievement Manual in First Class

Verification of Class Lists (Active and sort by teacher to get alpha printing by teacher)

Class List Achievement Verification

Credit Recovery Sheet/Procedures Credit Recovery Docs in First Class


Email to staff - check passwords

Sign into Web Account. Web attendance and achievement will have the same password

First Class messages/Trillium site links for mark entry

First Class ->LDSB Area ->

Review Mark Verification Sheets, Learning Skills and Work Habits, and Missing Mark Summary

Achievement Verification List, Learning Skills report in custom reports, Selective Marks List

June REPORT CARDS (CONTINUED)



Envelopes and all materials need to be alpha by grade

Run report cards (active and then inactive) and make corrections. Check inactive report cards for active

Attendance profiles

Don’t demit Grads until report cards have been run. Demit date for Grads is the last day of the year (PA Day).

Review Reports to ensure students have correct credits And awards

Credit Counseling Summary, Graduates and Potential Graduates, OSSD 1999 Students with Identified Repeated Courses , SHSM Program Participants

TIMETABLING / STAFFING



Student Services staff meet with students by

Timetables for incoming Grade 9 students are sent to

Distribute Semester 1 timetables to staff

Timetables are reprinted for inclusion in students’ report card packages


Verify all student from current year have been copied forward or departed

Students Eligible for Copy to Next Year (No one should appear on the list)

Month End Process



Run Month End Reports Month End procedures in First Class Enrolment Registes



July

SCHOOL PLANNING CHECKLIST – JULY ONSIS JUNE REPORT



Trillium preparation and completion of ONSIS sign off using ONSIS procedures binder for October/March/June sign off.

Students without OEN Teachers without MEN Make Snapshot, error & warnings report, verification reports in OnSIS Module Reports from OnSIS.

Ensure all students have been departed or copied forward to next year.

Students Eligible for Copy to Next year. Report should be blank, if not, correct the student appropriately.

REPORT CARDS AND TIMETABLES Position & Person

Responsible Report used to verify Signed off by

Review and finalize report cards

Student timetables for current Grade 9-12 students will be distributed with the report cards in July. Timetables for the next year’s Grade 9 students should be distributed with the July Grade 9 mailing.

Student Combined Timetables.

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