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O I E N 4 L U E S 1 ’ T 0VOTES STUDEN NS N O O I T I C T E Y C T I E S S R L E E UNIV TION014 2 N C O E I L E NT’S UN TION G E C D U E B ST MINATE EL A S Y T I O S N R E V I N S O U I N T 4 C O 1 H I 0 E C 2 T I L S H W N E C N E E T I O IC
WELCOME Thanks for showing an interest in becoming a Students’ Union officer and running in the election! Elections are an incredibly exciting and vibrant time for our Union. They allow you to get involved with your Students’ Union and give you the opportunity to run the place for a year. Throughout the election & campaigning period you will have the chance to show how much you care about your Union, what you want to see done differently and outline how you will go about this. This pack will outline the positions available, provide you with information you need to run in the Election, key dates and important contact details. In addition, there is an allimportant nomination form that you will need to fill in, in order to nominate yourself and run in the election. This pack is a companion to the Candidates’ Meeting which will take place on Monday 10th February 2014 at 12pm in the Students’ Union’s Activities Room in Cooper Building, Greenwich Campus. Attendance for the Candidates’ Meeting is mandatory. Also, you are strongly recommended to attend one of the Candidates’ Info Sessions and one of the Training Sessions, details of which are in this pack. Best wishes and happy campaigning, Gary Naylor Deputy Returning Officer
Al Ghaff Deputy Returning Officer
If you have any further questions about any of the positions or anything that is not clear in this information pack then please e-mail us at elections@gre.ac.uk More information is also available at www.suug.co.uk/elections2014. Candidates are advised to check this website regularly throughout the entire election period. Please note that you can obtain a paper copy of this Nominations Pack from our reception at Cooper Building on Greenwich Campus. PLEASE NOTE: you must be a voting member of the Students’ Union (i.e. a current University of Greenwich student based at Greenwich, Avery Hill or Medway) to vote and run in these elections. Students at Partner or Link Colleges are not eligible to vote or run. SUUG ELECTIONS NOMINATIONS PACK
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CONTENTS FAQs .................................................................... 4 Key Dates .......................................................... 5 So you want to be a... .................................. 7 a) Sabbatical Officer b) Part-time Officer c) NUS Delegate Campaigning - Winning Votes ............... 11 The Voting System ....................................... 12 Publicity - Promote your Candidacy..... 13 Support for Candidates.............................. 16
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FAQs Why do we hold Elections?
The Students’ Union is a democratic organisation run by students for students. Cross-campus elections are held every academic year so the students can choose their representatives for the coming academic year.
Why is this important?
The Students’ Union is your Union. Elected officers play a big part in ensuring that the Union operates in the way you want it to. The Union receives a significant subvention from the University every year so it’s important that this money is spent properly and on services that you, the students, want and need.
Why should I run?
Being part of the leadership of a rapidly improving and growing organisation is not something that many people get to do. It’ll give you new skills, experiences, friends and contacts. It’ll be fun, challenging and rewarding. It’ll look fantastic on your CV and you’ll be playing a part in improving the University experience for over 28,000 students. As well as giving you great experience, becoming an elected officer would allow you to take a role at the forefront of the student movement. Recent student protests have shown that students are willing to stand up and make their voices heard. Your Students’ Union needs people like you to lead the movement, as an elected officer of the Union you will be able to represent students locally, nationally and internationally as well as to the University.
What position should I run for?
Overall there are 22 positions that are up for election in March 2014, these positions are outlined later in our Nominations Pack and full job descriptions can be found in the ‘Roles’ section of this website.The available positions are listed below to give you a basic idea of the positions that are being contested: - 4 Sabbatical Officer posts (paid, full-time positions) - 11 Part-time Officers (unpaid, portfolio-based positions) - 7 NUS Delegates (unpaid positions) Which position you run for is ultimately up to you - read the job descriptions online and consider which role would suit you best.
If you are in your final year as an undergraduate or you are registered for 1-year postgraduate programme and you expect to complete your studies before January 2015 at university you cannot serve as a Part-time Officer for 2014/15. SUUG ELECTIONS NOMINATIONS PACK
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KEY DATES Full details of events and any additional dates will be posted on www.suug.co.uk/elections2014 • Monday 13th January, 9am, Nominations open. Important Note: Please note that you can only nominate yourself online at www.suug.co.uk/elections2014/nominations.
• Monday 20th January, 5-7 pm, Candidate’s Info Session (All Candidates can attend) (Students’ Union Activities Room, Cooper Building, Greenwich Campus) • Thursday 23rd January, 3-5pm, Candidate’s Info Session (All Candidates can attend) (Room TBC, Avery HIll Campus) • Tuesday 28th January, 12-2pm, Candidate’s Info Session (All Candidates can attend) (Room TBC, Medway Campus) • Thursday 30th January, 5-7pm, Candidate’s Info Session (For Female Candidates ONLY) (Students’ Union Activities Room, Cooper Building, Greenwich Campus) Important Note: There are three Candidates’ Info Sessions (for all candidates) and one specifically for female Candidates ONLY. They are not mandatory to attend. However, you are strongly recommended to attend one of them.
• Friday 7th February, 12pm, Nominations close. • Monday 10th February, 12-2pm, Mandatory Candidates’ Meeting (Students’ Union Activities Room, Cooper Building, Greenwich Campus. Important Note: The Candidates’ Meeting is Mandatory to attend for all Candidates, unless you have a valid reason not to, which must be approved by the Returning Officer or her nominees prior to the meeting.
•Monday 10th February, 2-6pm, Candidates’ Photo Session (All) (Students’ Union Activities Room, Cooper Building, Greenwich Campus) Important Note: The Candidates’ Photo Session is voluntary to attend. The SU will provide the opportunity to have the Candidates’ photos taken professionally for publicity materials, but Candidates are free to provide their own photos. SUUG ELECTIONS NOMINATIONS PACK
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KEY DATES • Tuesday 11th February, 5pm: Deadline for submission of Manifesto for Latitude Lookout. • Tuesday 11th February, 5-6pm: Candidates’ Training, Greenwich Campus, Cooper Building, Students’ Union Activities Room. • Thursday 13th February, 5pm: Deadline for submitting digital materials for online publicity (on the Students’ Union Website). • Thursday 13th February, 1-2pm: Candidates’ Training, Medway Campus, Jellicoe 123. • Friday 14th February, 1-2pm: Candidates’ Training, Avery Hill Campus, Mary Seacole S001. Important Note: The Candidates’ Training sessions are voluntary to attend, but you are strongly recommended to attend at least one of them. In these sessions there will be training on ‘How to Campaign and Win Elections’.
• Friday 14th February, 5pm: Deadline for submissions of publicity materials (Approved materials will be available for collection on Wednesday 19th February from the Students’ Union, Cooper Building). • Monday 24th February, 1-3pm: Candidates’ Question Time (David Fussey Building D001, Avery HIll Campus) • Monday 24th February, 5pm: Deadline for Publicity Materials (Approved materials will be available for collection on Thursday, 27 2014 at the Students’ Union, Cooper Building). • Tuesday 25th February, 12-2pm: Candidates’ Question Time (Jellicoe Building J206, Medway Campus) • Thursday 27th February, 1-3pm: Candidates’ Question Time (King William KW303, Greenwich Campus) Important Note: You must attend and speak on a minimum of one of the Question Times (Hustings), unless you have a valid reason not to, which must be approved by the Returning Officer or her nominees prior to the final Question Time. You may attend and speak at all three of the Question Times (Hustings).
• Monday 3rd - Friday 7th March, 10am-5pm: Voting across all three main University of Greenwich Campuses. • Monday 10, March: Results to be counted and announced. SUUG ELECTIONS NOMINATIONS PACK
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POSITIONS So you want to be a... Sabbatical officer
Sabbatical officers are full time, paid representatives who take a year off during or after their course. They will start their term of office on 1st July 2014 and finish on 30 June 2015. Initial training is scheduled to take place from the beginning of July 2014. Sabbatical Officers are Trustees of the union. The list below explains the basics of each role and the skills that would suit the position. Full Job Descriptions are available from www.suug.co.uk/elections2014.
President:
This role would suit you if you want... to be the figurehead of the Union and develop your leadership skills. You will be required to lead the Sabb team and co-ordinate their activities and be the main point of contact for external organisations, including the University and partner colleges.
Vice President Campaigns and Welfare:
This role would suit you if you want... to lead the campaigns of the Union, encourage more student engagement and develop your communication skills. You will be required to stand up for students, to argue the case for those you are representing and to engage as many students as possible with the Union. You will be heavily involved in the Union’s communications.
Vice President Education:
This role would suit you if you want... to ensure the academic success of students at the University of Greenwich. You will be required to represent students on different committees, be the main sabbatical contact for Faculty Officers, School Reps and Programme Representatives and to take the lead on education issues at the University.
Vice President Student Activities:
This role would suit you if you want... to improve the activities and facilities offered by the Union. You will be required to lead on the provision and development of a wide range of accessible activities, facilities and services for the student body. You will represent and further the aims of Sports Clubs & Societies and ensure that the right facilities are available for them. You will also be responsible for ensuring that all of these activities and services are of a high standard.
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POSITIONS
So you want to be a... Part-time Officer
PLEASE NOTE: If you are in your final year as an undergraduate or you are registered for 1-year postgraduate programme and you expect to complete your studies before January 2015 at university, you cannot serve as a Part-time Student Officer for 2014/15. Part-time Officers fulfil their responsibilities whilst still on their course. They are unpaid part-time roles. There are 11 Part-time Officer Positions available in this election. As a result of Union Council’s approval (Tuesday 10th December 2013), Part-time Officer positions will now be defined by separate, portfolio-based titles. You may run for one of the Following 11 Part-time Officer Positions:
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
Black Students’ Officer; Disabled Students’ Officer; LGBT+ Students’ Officer; Mature Students’ Officer; Women Students’ Officer; International Students’ Officer; Postgraduate & Part-time Students’ Officer; Avery Hill Campus Officer; Greenwich Campus Officer; Medway Campus Officer; Volunteering Officer;
IMPORTANT NOTES: a) Students who stand for these portfolios must belong to the specific groups of students that they are seeking to represent i.e. a male student cannot stand for the “Women Students’ Officer” position and only a Postgraduate/Part-time student can stand for the “Postgraduate/Part-time students Officer” Position and so on for other portfolios. b) The “Medway Campus”, the “Avery Hill Campus” and “the Greenwich Campus” Officers must be either studying or living at Medway, Avery Hill and Greenwich respectively. c) All Students are eligible to stand and vote for the position of “Volunteering Officer”. d) Only students who belong to these specific groups will be eligible to stand and vote for the positions. For example, a Student based at the Greenwich Campus SUUG ELECTIONS NOMINATIONS PACK
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POSITIONS (defined by either studying [defined by the Student’s Home Faculty] or living at the University’s Halls of Residence at the Greenwich Campus) cannot vote for the positions of “Medway Campus Officer” and “Avery Hill Campus Officer”. However, standing and voting for the positions of Women Students’ Officer, Black Students’ Officer, LGBT+ Students’ Officer and Disabled Students’ Officer are based on selfdefinition. Therefore, should you self-define as a ‘Women/Female Student’, you will be allowed to stand and vote for the position of Women Students’ Officer and should you self-define as a Black Student, you will be allowed to stand and vote for the “Black Students’ Officer” position. The principle of ‘self-definition’ also applies to “LGBT+ Students’ Officer” and “Disabled Students’ Officer” positions. Part-time Officers are an important part of the Union. The term of office is twelve months, starting from 1, July to coincide with the start of the new Sabbatical Officers term. Part-time Officers may be re-elected for a further term of twelve months. The maximum total term that a Part-time Officer may serve is, therefore, twenty-four months. Each Part-time Officer must be a Voting Member of the Union for the full period of their term of office. This is a part-time, voluntary role. Some expenses may be awarded, at the discretion of the Union Council.
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POSITIONS So you want to be a... NUS Delegate NUS Delegates represent University of Greenwich students at the annual NUS national conference. The purpose of the conference is to: • Democratically debate motions and pass policy from students’ unions across the UK • Hold current leadership to account for their work over the past year • Discuss, amend and approve policy reports from each of the five Zones • Adopt decisions made by each of the Nations, Student Sections and Liberation Campaigns • Elect and appoint people to various committees, trustee board and student leadership positions •Hold an AGM, receiving the annual report and accounts and approving the budget for the coming year The conference this year takes place in Liverpool from 8th-10th April 2014. All reasonable expenses (including travel, accommodation, food) will be paid by the Union. More information about the conference can be found at: www.nusconnect.org.uk/conference/. Important Note: You can run for a Sabbatical Officer position and as an NUS Delegate, or you can run for a Part-Time Officer position and an NUS Delegate or you can run for one Sabbatical position or one Part-Time Officer position or for an NUS Delegate position only.
Get yourself nominated If you want to be a candidate for an officer position you need to fill out the nomination form online at www.suug.co.uk/elections2014 before 12pm on Friday 7th February. IMPORTANT NOTE 1: Nominations are submitted online only. IMPORTANT NOTE 2: If your nomination is late it will not be accepted.
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CAMPAIGNING -WINNING VOTES Polling runs between Monday 3rd and Friday 7th March 2014. Voting is computerised at polling stations and other campus-based locations specified by the Returning Officer between 10am and 5pm during the voting period. The Union reserves the right to alter polling times if necessary to increase participation or any other good reason. To win votes you will need to run an election campaign. Tips on how to campaign and the main events that the union puts on to help candidates promote themselves have been mentioned earlier in this document. You may also find further information on www.suug.co.uk/elections2014.
Please Note: Candidates may, upon written notification to and approval from, the Returning Officer or her nominee, use the internet for the purpose of publicising their candidacy.
Candidates’ Question Times: • Monday 24th February, 12-2pm: Candidates’ Question Time at Avery Hill Campus (David Fussy Building, D001) • Tuesday 25th February, 12-2pm: Candidates’ Question Time at Medway Campus (Jellicoe Building, J206) • Thursday 27th February, 12-2pm: Candidates’ Question Time at Greenwich Campus (King William Building, KW303) In the Candidates’ Question Times, you will get the chance to speak directly to students about why you are running, what you will do if you are elected, explain your manifesto and answer their questions. You can find more information about the Candidates’ Question Times in the SUUG Elections 2014 Rulebook at www.suug.co.uk/elections2014.
IMPORTANT: All Candidates must attend at least one Candidate Question Time and speak. Failure to do this without a legitimate reason approved by the Returning Officer or her nominees may result in disqualification. The election will be overseen by the Returning Officer, Emma Powell (NUS) and two Deputy Returning Officers, Gary Naylor and Al Ghaff.
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THE VOTING SYSTEM In all officer elections, Voters mark candidates in order of preference with the numbers 1, 2, 3, etc.
For the four Sabbatical positions and the eleven Part-time Officer positions, the winner is decided by the following method:
In the first round, votes are counted by tallying first preferences, if no candidate has over 50% of the votes cast, the candidate with the fewest number of votes is eliminated and that candidate’s votes are transferred to the remaining candidates according to the next preference on each ballot. This process repeats until one candidate obtains a majority of votes.
NUS Delegate Elections:
In NUS Delegate Elections seven different candidates are elected. Therefore, in the first round, votes are counted by tallying first preferences, if a candidate achieves over 50% of the votes cast, s/he will be elected as one of the seven candidates. If no candidate has achieved over 50% of the votes cast, the candidate with the fewest number of votes is eliminated and that candidate’s votes are transferred to the remaining candidates according to the next preference on each ballot. This process will be repeated until seven candidates are elected.
Re-Open Nominations (RON)
All elections will include RON or Re-open Nominations, which will allow voters to choose none of the candidates and vote for the election to Re-open. An understanding of this system is important as it means you, as a candidate, should aim to get votes from everyone, even those already committed to supporting another candidate as their first, second, third, etc preference . Preference votes will have a big impact on who is elected.
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PUBLICITYPROMOTE YOUR CANDIDACY What is provided? According to the SUUG Elections Rulebook 2014 (amended and approved by the Union Council on Tuesday 10th December 2013): • Each candidate shall be allowed up to 400 sheets of A4 paper (printed in colour or black & white) and 40 sheets of A3 paper (printed in colour or black & white) for the purpose of publicising their candidacy. • If standing as a slate or team (defined as two or more candidates sharing a slogan or name and campaigning together), the slate’s or team’s allocation is also limited to 400 A4 and 40 A3 sheets. • Should candidates wish to use any other size of paper, this must first be agreed by the Returning Officer or her nominee. • Candidates in Sabbatical Officer Elections shall be allowed an additional 100 sheets of A4 paper (printed in colour or black & white) for a day of poll leaflet. • Space for a manifesto box (photo & up to 500 word manifesto) in the election supplement of the March issue of the Latitude Lookout (www.suug.co.uk/ latitudelookout), will be provided. • A manifesto page (as above) on www.suug.co.uk/elections2014.
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PROMOTE YOUR CANDIDACY - PUBLICITY
How to submit publicity
Candidates should send all publicity to elections@gre.ac.uk and provide the following before the following deadlines: Materials Deadline 1 x 500 word manifesto in plain text For printing in Latitude Lookout: Tuesday (no formatting) in Microsoft Word format 11th February, 5pm. For the SU website: Thursday 13th February, 5pm. For printing in Latitude Lookout: Tuesday 11th February, 5pm.
1 x portrait ‘passport’ photo in .jpg format and no more than 1 MB
For the SU website: Thursday 13th February, 5pm. 1 x A4 sized (no more than 1 MB) and 1 Friday 14th February, 5pm: Deadline for x A3 sized (no more than 2 MB) poster in Publicity Materials (Approved materials PDF format. to be available on Wednesday 19th February). If you miss the above deadline, you can submit for the second deadline below: Monday, 24th February, 5pm: Deadline for Publicity Materials (Approved materials to be available on Thursday, 27th February). In addition, candidates for Sabbatical officer positions may submit a further A4 poster in PDF format (no more than 1MB) for the ‘day of polling’ leaflet. Please note that the deadline for submitting materials is 12pm on Friday 28th February 2014. Approved materials will be available for Candidates to be collected from the Students’ Union, Cooper Building, as soon as they are ready. IMPORTANT: Any materials submitted after these deadlines will not be accepted for use. All of the above needs to be submitted by the deadlines mentioned above to elections@gre.ac.uk. Please put ‘Election Publicity - Your Name’ in the subject line. Candidates should save their files with both their first and last names in the file name. You will be able to pick up your printed publicity from the SU, Cooper Building, Greenwich Campus, on the dates specified above. SUUG ELECTIONS NOMINATIONS PACK
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PROMOTE YOUR CANDIDACY - PUBLICITY All printing is done in colour however candidates should avoid heavy use of photos and/or complicated images – if you are unsure about this, please contact the Returning Officer on elections@gre.ac.uk. Candidates may wish to produce a smaller (A5, A6 etc.) poster/flyer and have multiple copies printed per sheet of A4 or A3. Candidates are responsible for designing their own documents accordingly; the Union will simply print what is contained in the PDF file. Candidates are responsible for any cutting or trimming. All publicity material will be approved by the Returning Officer or her nominees prior to printing/publication. Expenses Sabbatical Officer Candidates may also spend up to an additional £10 on more innovative promotional materials, but these will be subject to the approval of the Returning Officer, or her nominee, in advance of their purchase. Candidates will then have this amount reimbursed upon production of receipts in conjunction with a fully complete expenses form by the expenses deadline. All additional election expenses must be logged by candidates on an Election Expenses Form, and submitted, with receipts by 5pm on Tuesday 11th March. Forms can be collected from Al Ghaff, Deputy Returning Officer. IMPORTANT (1): Candidates should not spend any money on additional printed materials or photocopying as only SUUG provided printed materials may be used for campaigning. IMPORTANT (2): Use of SUUG facilities and privileged materials such as materials not available to all candidates (including photocopying, computers, phones, Twitter and Facebook accounts, accommodation or staff time during contracted hours) is strictly forbidden and may lead to disqualification.
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SUPPORT FOR CANDIDATES The Students’ Union will be supporting candidates by arranging info sessions, training on ‘how to campaign’ and by providing opportunities for candidates to promote themselves. • Monday 20th January, 5-7pm, Candidates’ Info Session (all candidates can attend) at Greenwich Campus, Cooper Building, Union’s Activities Room. • Thursday 23rd January, 3-5pm, Candidates’ Info Session (all candidates can attend) at Avery Hill Campus. • Tuesday 28th January, 12-2pm, Candidates’ Info Session (all candidates can attend)at Medway Campus in Kent. • Thursday 30th January, 5-7pm, Candidates’ Info Session (for Female candidates ONLY) at Greenwich Campus, Cooper Building, Union’s Activities Room. Important Note: There are three Candidates’ info sessions (for all candidates) and one specifically for female Candidates ONLY. They are not mandatory to attend. However, you are strongly recommended to attend one of them.
• Monday 10th February, 12-2pm: Mandatory Candidates’ Meeting at Greenwich Campus (Students’ Union’s Activities Room, Cooper Building) Important Note: The Candidates’ Meeting is Mandatory to attend for all Candidates, unless you have a valid reason not to, which must be approved by the Returning Officer or her nominees prior to the meeting.
• Monday 10th February, 2-6pm: Candidates’ Photo Session at Greenwich Campus (Students’ Union’s Activities Room, Cooper Building) Important Note: The Candidates’ Photo Session is voluntary to attend. The SU will provide the opportunity to have the Candidates’ photos taken professionally for publicity materials, but Candidates are free to provide their own photos.
• Tuesday 11th February, 5-6pm: Candidates Training at Greenwich Campus (Students’ Union’s Activities Room, Cooper Building) • Thursday 13th February, 1-2pm: Candidates Training at Medway Campus (Jellicoe Building J123, Medway Campus) • Friday 14th February, 1-2pm: Candidates Training at Avery Hill Campus (Mary Seacole S001, Avery Hill Campus) . SUUG ELECTIONS NOMINATIONS PACK
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SUPPORT FOR CANDIDATES Important Note: The Candidates’ Training sessions are voluntary to attend, but you are strongly recommended to attend at least one of them. In these sessions there will be training on ‘How to Campaign and Win Elections’.
• Monday 24th February, 1pm – 3pm: Candidates’ Question Time (David Fussey Building D001, Avery HIll Campus) • Tuesday 25th February, 12-2pm: Candidates’ Question Time (Pembroke Building P129, Medway Campus) • Thursday 27th February, 1-3pm: Candidates’ Question Time (King William KW303, Greenwich Campus) Important Note: You must attend and speak on a minimum of one of the Question Times (Hustings), unless you have a valid reason not to, which should be approved by the Returning Officer or her nominees prior to the final Question Time. You may attend and speak at all three of the Question Times (Hustings).
• Printed Campaign materials. • Space for the manifestos in the Latitude Lookout and on the SUUG’s website: www.suug.co.uk/elections2014. • Full details will be available at the Mandatory Candidates’ Meeting on Monday 10th February, 12-2pm, which all candidates must attend and on the SUUG’s website (www.suug.co.uk/elections2014). • Full details of the rules and regulations governing the election are listed in the Election Rulebook available from www.suug.co.uk/elections2014. • Candidates should familiarise themselves with this - ignorance of the rules will not be accepted as an excuse. If in doubt about any of the rules & regulations surrounding the election, please e-mail elections@gre.ac.uk
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