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U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

X046 - Limited English Proficiency (LEP) Program

XML SpecificationsVersion 4.2

SY 2007 – 08

September 2008

U.S. DEPARTMENT OF EDUCATION X046 – LEP Program XML Specifications v4.2

This technical guide was produced under U.S. Department of Education Contract No. GS00F0049M-ED05P01299 with Perot Systems Government Services, Inc. Brandon Scott served as the contracting officer’s representative. No official endorsement by the U.S. Department of Education of any product, commodity, service or enterprise mentioned in this publication is intended or should be inferred.

U.S. Department of EducationMargaret SpellingsSecretary

Office of Planning, Evaluation and Policy DevelopmentWilliamson “Bill” M. EversAssistant Secretary

September 2008

This technical guide is in the public domain. Authorization to reproduce it in whole or in part is granted. While permission to reprint this publication is not necessary, the citation should be: U.S. Department of Education, Office of Planning, Evaluation and Policy Development, X046 - Limited English Proficiency (LEP) Program XML Specifications, Washington, D.C., 2008.

This technical guide is also available on the Department’s Web site at: http://www.ed.gov/edfacts

On request, this publication is available in alternate formats, such as Braille, large print, or computer diskette. For more information, please contact the Department’s Alternate Format Center at (202) 260-0852 or (202) 260-0818.

September 2008 i SY 2007-08

http://www.ed.gov/edfacts/


DOCUMENT CONTROLDOCUMENT INFORMATION

Title: X046 - Limited English Proficiency (LEP) Program XML Specifications

Revision: Version 4.2

Issue Date: September 2008

Security Level: Unclassified – For Official Use Only

Filename: document.doc

DOCUMENT HISTORY

Version Number Date Summary of Change

1.0 Version 1.0 or subsequent updates (i.e.,1.1, 1.2, etc) of this file specification is used to build files for SYs 2003-04 and 2004-05.

2.0 Version 2.0 or subsequent updates (i.e., 2.1, 2.2, etc) of this file specification is used to build files for SY 2005-06.

3.0 Version 3.0 or subsequent updates (i.e., 3.1, 3.2, etc) of this file specification is used to build files for SY 2006-07.

4.1 December 2007 Updated for SY 2007-08. Sections 2.0 and 3.0 were flipped. Section 2.0 guidance has been updated and enhanced. Changes made to 4.1-1, 5.1-1, 6.1-1.

4.1 April 2008 Section 2.1 LEP definition state assessment changed “section 111(b) (3)" to "section 1111(b) (3)".

4.2 June 2008 Section 2.1 Updated guidance section of N/X046 to be consistent with the Business Rules Guide.

4.2 September 2008 Section 2.0 – Updated Q/A section of Guidance.

RELEASE AUTHORIZATION

Name Signature / DateAuthor

QA

Release Authority

September 2008 ii SY 2007-08


PREFACEThis document provides technical instructions for building files that can be submitted through the Education Data Exchange Network (EDEN). This document is used in coordination with the EDFacts Workbook, EDFacts Business Rules Guide and the EDEN Submission System User Guide.

EDEN is a centralized, coordinated repository of state reported, K through 12, educational data residing at the U.S. Department of Education. The EDEN Submission System is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education.

September 2008 iii SY 2007-08


CONTENTS

DOCUMENT CONTROL.....................................................................iiPREFACE...................................................................................... iii1.0 PURPOSE.................................................................................1

1.1 Changes from the SY 2006–07 File Specifications.......................................11.2 Requirements for Submitting this Data Group...............................................1

2.0 GUIDANCE FOR SUBMITTING THIS FILE......................................32.1 Definitions......................................................................................................3

3.0 FILE NAMING CONVENTION.......................................................53.1 XML Specification Headings.........................................................................5

4.0 STATE EDUCATION AGENCY METRIC OBJECTS............................74.1 Category XML Object....................................................................................74.2 Table Type XML Object.................................................................................84.3 Agency XML Object.....................................................................................104.4 File Transmit XML Object............................................................................11

5.0 LOCAL EDUCATION AGENCY METRIC OBJECTS..........................125.1 Category XML Object..................................................................................125.2 Table Type XML Object...............................................................................135.3 Agency XML Object.....................................................................................145.4 File Transmit XML Object............................................................................14

6.0 SCHOOL METRIC OBJECTS.......................................................166.1 Category XML Object..................................................................................166.2 Table Type XML Object...............................................................................176.3 Agency XML Object.....................................................................................186.4 File Transmit XML Object............................................................................19

September 2008 iv SY 2007-08


1.0 PURPOSE This document contains official instructions for building fixed and delimited files to submit EDFacts Data Group: Limited English Proficiency (LEP) Program Tables, ID# 123. The definition for this data group is in the row “Table Name” in Table 4.2-1.

A separate document contains the non-XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.

The data group in this file specification is intended to supply part of the Title III Biennial Evaluation Report and Consolidated State Performance Report (CSPR), Part I data. LEA level data collected through this file is also used for the Non-Fiscal Survey of the Common Core of Data (CCD). School level data will be used by the Office for Civil Rights (OCR).

1.1 Changes from the SY 2006–07 File Specifications

There have been changes to this file specification. These changes did not result in changes to the record layout. A new subtotal, "Sex (membership)” was added. The definitions of Race/Ethnicity and Disability Status (Only) were updated. Additional guidance has been provided in Section 2.0.

1.2 Requirements for Submitting this Data Group

This data group is submitted at the following levels: State LEA School

The following table indicates the valid combinations of categories and the subtotals and/or totals needed for this file. An “X” in the column indicates that the column must be populated when reporting that particular category. The total indicator must be either “Y” (Yes) or “N” (No). If the record is for a detail count, specify an “N” (No). If the record is for a subtotal or grand total, specify a “Y” (Yes).

Table 1.2-1: Limited English Proficiency (LEP) Program Table, Required Categories, and Applicable Totals

Category Set Table Name Race/Ethnicity Sex (Membership) Disability Status

(Only)Total

Indicator Comments

Category Set A LEP X X N

LEP Students by Race/Ethnicity and Sex (Membership).

Category Set B LEP X X N LEP Students by Sex

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Category Set Table Name Race/Ethnicity Sex (Membership) Disability Status

(Only)Total

Indicator Comments

(Membership) and Disability Status (Only). Does not include all students.

Subtotal 1 LEP X YSubtotal by Sex (Membership)

Grand Total LEP Y Grand Total



2.0 GUIDANCE FOR SUBMITTING THIS FILEThis file specification collects data on LEP students in programs designed for LEP students. This includes students served through NCLB Title III and students receiving LEP services through other programs designed for LEP students. Other files collect data on LEP students include: enrolled as of October 1 (N/X047), enrolled during the school year (N/X141), assessed in native languages (N/X049), English language proficiency testing (N/X139), and English language proficiency testing, one point in time (N/X137). Files that collect data on Title III LEP students include: served (N/X116), English language instruction educational program testing (N/X138), English language proficiency testing (N/X050), and Title III Former students (N/X126).

See below for additional guidance concerning this file:

What is the reporting period for this file? The reporting period for this data is a student count based on October 1 enrollment.

Which Education Units should be included in the file?Include all LEAs and schools with students in membership.

Which Education Units should not be included in the file?Do not include LEAs or schools with no students in membership.

How do I count “multiracial” students?For this data collection, the five permitted values from Directive 15 are used for race/ethnicity. “Multiracial” and race/ethnicities beyond the five in Directive 15 are not included in the permitted values for race/ethnicity. If your state uses values for race/ethnicity not included in Directive 15 and those values can not be cross-walked to the five permitted values in Directive 15, then those students are not reported in the detailed records; however, include those students in the subtotal by sex (membership) and in the grand total.

In Category Set B how do I report children who do not have a disability?For Category Set B only report students that have one or more disabilities according to IDEA. Children who do not have disabilities in accordance with IDEA do not need to be included in this category set.

Why is this file collected at the school level?Data reported at the school level are optional for this year and will be used by the Office for Civil Rights (OCR).

How should I handle zero counts?SEA level submission - Zero counts must be included for the category set, subtotal and Grand total.



LEA and School level submissions – If the count for an entire LEA/School is zero, submit only Grand Total as zero.

How should I handle Missing data?SEA level submission – Submit data when data are available.

2.1 Definitions

This collection uses the definitions detailed below:

Limited English ProficientIn coordination with the State’s definition based on Title 9 of ESEA, students:

(A) who are aged 3 through 21;(B) Who are enrolled or preparing to enroll in an elementary school or a secondary school;(C ) (Who are i, ii, or iii)

(i) who were not born in the United States or whose native languages are languages other than English;(ii) (Who are I and II)

(I) who are a Native American or Alaska Native, or a native resident of the outlying areas; and (II) who come from an environment where languages other than English have a significant impact on their level of language proficiency; or

(iii) who are migratory, whose native language are languages other than English, and who come from an environment where languages other than English is dominant; and

(D) whose difficulties in speaking, reading, writing, or understanding the English language may be sufficient to deny the individuals1 (who are denied i or ii or iii)

(i) the ability to meet the State’s proficient level of achievement on State assessments described in section 1111(b) (3);

(ii) the ability to successfully achieve in classrooms where the language of instruction is English; or(iii) the opportunity to participate fully in society.2

To be classified as limited English proficient, an individual must be A, B, C, and D. For C, an individual can be i, ii, or iii. If C-ii, the individual must be I and II. For D, an individual must be denied i or ii or iii.

Children with DisabilitiesChildren having mental retardation, a hearing impairment including deafness, a speech or language impairment, a visual impairment including blindness, serious emotional disturbance (hereafter referred to as emotional disturbance), an orthopedic impairment, autism, traumatic brain injury, developmental delay, another health impairment, a

1 “Difficulties in speaking, reading, writing, or understanding the English language” must be determined by a valid English language proficiency assessment.2 Definition is based on Section 9101(25) of ESEA.



specific learning disability, deaf-blindness, or multiple disabilities, and who, by reason thereof, receive special education and related services under the Individuals with Disabilities Education Act (IDEA) according to an individualized education program (IEP), individual family service plan (IFSP), or services plan3.

3 Definition adapted from P.L. 108-446, Section 602(3), 34 C.F.R. Part 300.8(1)(a)



3.0 FILE NAMING CONVENTIONBeing able to readily identify any particular file transmission is an important consideration for users of the EDEN Data Submission System. Being able to identify a particular file can greatly facilitate any technical assistance that may be requested by the state. A maximum of 25 characters (including the file extension) is allowed for the file name. The following is the naming convention for Limited English Proficiency (LEP) Program file submissions:

sslevLEPPROGRMvvvvvvv.xml

Where:ss = Two-character USPS State Abbreviation for the submitting SEA.lev = Three-character abbreviation for the level submitted. Use:

SEA for a State Education Agency Limited English Proficiency (LEP) Program submissionLEA for a Local Education Agency Limited English Proficiency (LEP) Program submissionSCH for a School Limited English Proficiency (LEP) Program submission

Filename = LEPPROGRM (no more than nine characters).vvvvvvv = Up to seven-character alphanumeric string designated by the

SEA to uniquely identify the individual submission (e.g., ver0001, v010803).

.xml = The three-character file extension identifying the Data Records.

3.1 XML Specification Headings

The XML specifications are represented in a table with the headings:

Element – name of the XML element tag. Attribute – name of the XML attribute tag. Category Value – name of the category. Char – the XML element or attribute characteristic as previously defined. Definition/Comments – definition and additional comments related to formats or

other business rules. Permitted Values – disaggregated values for data elements.

The Char (characteristics) column in the XML format matrices accepts the following codes:

Table 3.1-1: EDEN XML Format CodesCode CharacteristicM Mandatory Element/AttributeO Optional



Code CharacteristicC Conditionally Required MR Mandatory and Repeatable ElementOR Optional and Repeatable ElementCR Conditional and Repeatable Element



4.0 STATE EDUCATION AGENCY METRIC OBJECTSIn order to simplify the transmission process, the State Agency has been separated into three (3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the State Agency corresponding to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Race/Ethnicity, Sex, etc.), the associated value, and whether the metric value is a subtotal or grand total. The metric objects are contained within the file transmission objects that define the group of values being submitted.

4.1 Category XML Object

The category XML object is used to define the characteristics associated with a count. There may be zero, one, or more categories defined for a count. The XML object matrix is followed by an example of the object.

Table 4.1-1: SEA, Category XML Object

Element AttributeData Element Name (from Fixed Format

document)

Category Value Char Definition / Comments Permitted Values

CATEGORY

TYPE M The category(ies) for the table type.

Race/Ethnicity RACEETHNICDisability Status (Only)

DISABSTATUS

Sex (Membership) SEX VALUE M The category permitted value.

RACEETHNIC The general racial category that most clearly reflects individuals’ recognition of their community or with which individuals most identify.

AM – American Indian or Alaskan NativeAS – Asian or Pacific IslanderBL – Black (Not Hispanic)HI – HispanicWH – White (Not Hispanic)MISSING NOTCOLLECT – Not Collected

DISABSTATUS An indication that children (students) are Children with Disabilities (IDEA).

WDIS – Children with one or more disabilities (IDEA)MISSINGNOTCOLLECT – Not collected

SEX The concept describing the biological traits that distinguish

M – MaleF – Female




document)


the males and females of a species.

MISSINGNOTCOLLECT – Not Collected

Examples:

<CATEGORY TYPE="RACEETHNIC" VALUE="AM"/><CATEGORY TYPE="SEX" VALUE="F"/><CATEGORY TYPE="DISABSTATUS" VALUE="WDIS"/>

4.2 Table Type XML Object

The table type XML object is used to define the type and value of the count. It may contain category XML objects to define additional characteristics. The XML object matrix is followed by an example of the object.

Table 4.2-1: SEA, Table Type XML Object

ElementData Element Name

(from Fixed Format document)

Attribute Char Definition / Comments Permitted Values

TABLETYPE M

Table Name TYPEABBRV M The unduplicated number of limited English proficient (LEP) students enrolled in English language instruction educational programs designed for LEP students.

LEP

Total Indicator TOTALINDICATOR M An indicator that defines the count level (i.e., detail level, subtotal level or grand total level).

N – specifies detail levelY – specifies a subtotal or grand total level

CATEGORY MR The categories used to define the characteristics associated with the count.

AMOUNT Student Count M If the count provided is either a subtotal or grand total, it must be equal to or greater than the sum of its parts.

EXPLANATION Explanation O Submitted files will be processed through various edit checks. When unusual conditions are detected, warning errors may be issued, even though the data may be valid. When this occurs, an explanation responding to the warning may be submitted with the data, or after files have been processed. The U.S. Department of Education will verify explanations, and after verification, accept the data.



The following example includes one Table Type XML object for each row in Table 1.2-1.

<TABLETYPE TYPEABBRV="LEP" TOTALINDICATOR="N"> <CATEGORY TYPE="RACEETHNIC" VALUE="AM"/> <CATEGORY TYPE="SEX" VALUE="F"/> <AMOUNT>70</AMOUNT> <EXPLANATION>Explanation goes here.</EXPLANATION></TABLETYPE><TABLETYPE TYPEABBRV="LEP" TOTALINDICATOR="N"> <CATEGORY TYPE="SEX" VALUE="F"/> <CATEGORY TYPE="DISABSTATUS" VALUE="WDIS"/> <AMOUNT>10</AMOUNT> <EXPLANATION> Explanation goes here.</EXPLANATION></TABLETYPE><TABLETYPE TYPEABBRV="LEP" TOTALINDICATOR="Y"> <CATEGORY TYPE="SEX" VALUE="F"/> <AMOUNT>75</AMOUNT> <EXPLANATION> Explanation goes here.</EXPLANATION></TABLETYPE><TABLETYPE TYPEABBRV="LEP" TOTALINDICATOR="Y"> <AMOUNT>720</AMOUNT> <EXPLANATION> Explanation goes here.</EXPLANATION></TABLETYPE>

September 2008 10 SY 2007-08


4.3 Agency XML Object

This section defines the XML object used to submit all State Agency metric information.

Table 4.3-1: SEA, Agency XML Object




AGENCY M

ID 559FIPS State Code

FIPSSTATECODE M The two-digit Federal Information Processing Standards (FIPS) for the state, District of Columbia, and the possessions and freely associated areas of the United States (e.g., Puerto Rico).

For a list of valid FIPS State Codes, refer to the EDFacts Workbook.

ID 570State Agency Number

STATEAGENCYIDNUMBER M A number used to uniquely identify state agencies. This ID cannot be updated through this file.

01 – State Education Agency

TABLETYPE MR The XML Object used to define the type and value of the count.

Example:

<AGENCY FIPSSTATECODE="94" STATEAGENCYIDNUMBER="01"> <TABLETYPE> See Table Type XML Object example in Section 4.2. </TABLETYPE> </AGENCY>

September 2008 11 SY 2007-08


4.4 File Transmit XML Object

The file transmit object identifies the metric group being transmitted. It also identifies whether the metric group is at the State Agency, LEA or school level. Further, each metric group has an allowable set of Table Types, categories, and category values that correspond to a particular reporting period. This section defines the various file transmit objects and valid metric combinations at the State Agency, LEA, and school level.

Table 4.4-1: SEA, File Transmit XML Object




FILETRANSMISSION M

File Type FILELAYOUTTYPE M Identifies the type of file being submitted.

SEA LEP DEMOGRAPHIC

File Identifier FILEID M Any combination of standard characters to further identify the file as specified by the SEA, e.g., a date, person’s name, and version number.

File Reporting Period

SCHOOLYEAR M Enter the Academic School Year for which data is being reported. The required format for entering the File Reporting Period is "CCYY-CCYY" or "CCYY CCYY", where either a hyphen or a space must separate the beginning and ending years, e.g., 2007-2008 or 2007 2008.

AGENCY M The information that fully identifies the education unit.

Example:

<FILETRANSMISSION FILELAYOUTTYPE="SEA LEP DEMOGRAPHIC" FILEID="SEA LEP Program" SCHOOLYEAR="2007-2008"> <AGENCY> See Agency XML Object example in Section 4.3. </AGENCY></FILETRANSMISSION>

September 2008 12 SY 2007-08


5.0 LOCAL EDUCATION AGENCY METRIC OBJECTSIn order to simplify the transmission process, the Local Education Agency has been separated into three (3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the LEA that corresponds to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Race/Ethnicity, Sex, etc), the associated value, and whether the metric value is a subtotal or grand total. The metric objects are contained within the file transmission objects that define the group of values that is being submitted.



Table 5.1-1: LEA, Category XML Object

Element AttributeData Element Name



CATEGORY



DISABSTATUS

Sex (Membership) SEX VALUE M The category permitted

value.





SEX The concept describing the M – Male

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Element AttributeData Element Name



biological traits that distinguish the males and females of a species.

F – FemaleMISSINGNOTCOLLECT – Not Collected

See Category XML Object examples in Section 4.1.



Table 5.2-1: LEA, Table Type XML Object




TABLETYPE


LEP






September 2008 14 SY 2007-08


See Table Type XML Object example in Section 4.2.


This section defines the XML object used to submit all Local Education Agency metric information. The XML object matrix is followed by an example of the object.

Table 5.3-1: LEA, Agency XML Object




AGENCY







ID 4State LEA Identifier

STATELEAIDNUMBER M The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file.


Example:

<AGENCY FIPSSTATECODE="94" STATEAGENCYIDNUMBER="01" STATELEAIDNUMBER="006000-0000001" > <TABLETYPE> See Table Type XML Object example in Section 4.2. </TABLETYPE></AGENCY>


The file transmit object identifies the metric group being transmitted. It also identifies whether the metric group is at the State Agency, LEA or school level. Further, each metric group has an allowable set of Table Types, categories, and category values that correspond to a particular reporting period. This section defines the various file transmit objects and valid metric combinations at the State Agency, LEA, and school level.

Table 5.4-1: LEA, File Transmit XML Object

September 2008 15 SY 2007-08





FILETRANSMISSION M


LEA LEP DEMOGRAPHIC


File Reporting Period SCHOOLYEAR M Enter the Academic School Year for which data is being reported. The required format for entering the File Reporting Period is "CCYY-CCYY" or "CCYY CCYY", where either a hyphen or a space must separate the beginning and ending years, e.g., 2007-2008 or 2007 2008.

AGENCY MR The information that fully describes the education unit.

Example:

<FILETRANSMISSION FILELAYOUTTYPE="LEA LEP DEMOGRAPHIC" FILEID="LEA LEP Program" SCHOOLYEAR="2007-2008"> <AGENCY> See Agency XML Object example in Section 5.3. </AGENCY></FILETRANSMISSION>

September 2008 16 SY 2007-08


6.0 SCHOOL METRIC OBJECTSIn order to simplify the transmission process, the School has been separated into three (3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the school that corresponds to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Race/Ethnicity, Sex, etc), the associated value, and whether the metric value is a subtotal or grand total. The metric objects are contained within the file transmission objects that define the group of values that is being submitted.



Table 6.1-1: School, Category XML Object


document)


CATEGORY



DISABSTATUS

Sex (Membership) SEX VALUE M The category permitted

value.





SEX The concept describing the biological traits that distinguish the males and

M – MaleF – FemaleMISSING

September 2008 17 SY 2007-08



document)


females of a species. NOTCOLLECT = Not Collected

See Category XML Object example in Section 4.1.



Table 6.2-1: School, Table Type XML Object




TABLETYPE


LEP






See Table Type XML Object example in Section 4.2.

September 2008 18 SY 2007-08



This section defines the XML object used to submit all School metric information. The XML object matrix is followed by an example of the object.

Table 6.3-1: School, Agency XML Object




AGENCY M







ID 4State LEA Identifier

STATELEAIDNUMBER M The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file.

ID 5State School Identifier

STATESCHOOLIDNUMBER M The identifier assigned to a school by the state education agency (SEA). Also known as the States School Identification Number. This ID cannot be updated through this file.


Example:

<AGENCY FIPSSTATECODE="94" STATEAGENCYIDNUMBER="01" STATELEAIDNUMBER="006000-0000001" STATESCHOOLIDNUMBER="006000-00002"> <TABLETYPE> See Table Type XML Object example in Section 4.2. </TABLETYPE></AGENCY>


The file transmit object identifies the metric group being transmitted. It also identifies whether the metric group is at the State Agency, LEA, or school level. Further, each metric group has an allowable set of Table Types, categories, and category values that

September 2008 19 SY 2007-08


correspond to a particular reporting period. This section defines the various file transmit objects and valid metric combinations at the State Agency, LEA, and school level.

Table 6.4-1: School, File Transmit XML Object




FILETRANSMISSION M


SCHOOL LEP DEMOGRAPHIC


File Reporting Period SCHOOLYEAR M Enter the Academic School Year for which data is being reported. The required format for entering the File Reporting Period is "CCYY-CCYY" or "CCYY CCYY", where either a hyphen or a space must separate the beginning and ending years, e.g., 2007-2008 or 2007 2008.

AGENCY MR The information that fully describes the education unit.

Example:<FILETRANSMISSION FILELAYOUTTYPE="SCHOOL LEP DEMOGRAPHIC" FILEID="SCH LEP Program" SCHOOLYEAR="2007-2008"> <AGENCY> See Agency XML Object example in Section 6.3. </AGENCY></FILETRANSMISSION>

September 2008 20 SY 2007-08


Our mission is to ensure equal access to education and to promote educational excellence throughout the nation.

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September 2008 21 SY 2007-08

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