The administrative calendar consists of official due dates of faculty and administration academic processes. A color-coded PDF of the 2017-18 calendar may be downloaded for viewing or printing.

Go to: August '17 September October November December January February March April May June July '18 August '18 Glossary

July

10
Class Schedule Preparation Spring 2018 and Intersession 2018; On-campus schedule copy and Virtual College course approvals from Chair to Dean. (Check for internal departmental on-campus room conflicts.) Approval by Dean of Chair's copy.

14
Faculty Award Nominations Fall 2017 and Spring 2018; Dean transfers AY17-18 funds to Academic Affairs faculty awards account

15
Performance Agreement Reporting for 2017; Report from Assistant Vice President for Institutional Effectiveness and Quality Improvement to President and Vice-Presidents

17
Class Schedule Preparation Spring 2018 and Intersession 2018; On-campus schedule copy and Virtual College course approvals from Dean to Registrar. (Begin data entry of line items and check room conflicts among all departments.)

August

1
Special Adjunct Professor Update; Provost sends list to Dean

15
Performance Agreement Reporting for 2017; Performance Agreement Report from Assistant Vice President for IEQI to KBOR

16
2017 President's Distinguished Scholar; Presentation of Award (Fall Convocation)

25
Faculty Award Nominations Fall 2017; Notification to Faculty

Tenure (third-sixth years - refer to detailed timeline and MOA); Candidate file to Chair

28
Tenure (third-sixth years - refer to detailed timeline and MOA); Chair to Department Committee

29
Spoken English Language GTA/GA/RA Competency Form; Chair or Academic Dean to Dean of the Graduate School

September

1
Notification for Non-Renewal of Faculty Contracts (Temporary Full Time Faculty); Dean first letter to faculty, copy to Provost

Position Reports 3rd quarter 2017; Dean to Provost

Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

8
Promotion (refer to detailed timeline and MOA); Applicant file to Chair

Promotion Non-Tenure Track Faculty (refer to MOA); Applicant file to Chair

11
Promotion (refer to detailed timeline and MOA); Chair to Department Committee

Promotion Non-Tenure Track Faculty (refer to MOA); Chair to Department Committee

12
Chamber of Commerce Annual Teacher Appreciation Reception; Smoky Hill Country Club, Hays

Summer Research/Creative Activity Project Reports from Summer 2017; Faculty to Chair

Tenure (third-sixth years - refer to detailed timeline and MOA); Department Committee to Chair

15
Annual Merit Review 2018 (refer to timeline and MOA); Chair and new Faculty review and finalize 2018 Annual Statement of Responsibilities (ASR)

Special Adjunct Professor Update; Dean submits updated list to Provost

19
Class Schedule Preparation Spring 2018; Registrar's Office begins resolving on-campus class schedule room conflicts.

Summer Research/Creative Activity Project Reports from Summer 2017; Chair to Dean

20
Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

22
Faculty Award Nominations Fall 2017; Nominations to Chair

26
Promotion (refer to detailed timeline and MOA); Department Committee to Chair

Promotion Non-Tenure Track Faculty (refer to MOA); Department Committee to Chair

27
Class Schedule Preparation Spring 2018; Registrar's Office have on-campus class schedule room conflicts resolved.

29
Annual Merit Review 2018 (refer to timeline and MOA); Faculty and Chair consult regarding 2018 ASR

Class Schedule Preparation Fall 2018; On-Campus and Virtual College class schedule preparation materials to Dean to Chair. (Develop original draft.)

Phased Retirement Requests; Faculty to Chair

Retirement, Limited Health Care Bridge Requests; Faculty to Chair

Special Adjunct Professor Update; Provost notification to Special Adjunct Professor

Terminal Degree Tuition Assistance 2018-2019; Proposals due from Chair and Dean to Provost

October

2
Class Schedule Preparation Spring 2018 and Intersession 2018; Registrar to Dean. (Memo requesting changes to on-campus and VC class schedule prior to Pre-enrollment.)

Reassigned Time Reports (Track I and II) from Spring 2017; Faculty to Chair

Sabbatical Reports from 2016-2017 Academic Year and Spring 2017; Faculty to Chair

3
Summer Research/Creative Activity Project Reports from Summer 2017; Dean to Office of Scholarship and Sponsored Projects

Tenure (third-sixth years - refer to detailed timeline and MOA); Chair to College Committee

6
Budget Process (subject to change); Notification email from Budget Office

Course Change Approval Forms for Spring 2018; Chair to Associate Provost for Academic Affairs

Faculty Award Nominations Fall 2017; Chair to Dean

9
Class Schedule Preparation Spring 2018 and Intersession 2018; Chair to Dean to Registrar. (Last date for Dean to approve changes to on-campus and VC class schedules in preparation for Pre-enrollment.)

Reassigned Time Reports (Track I and II) from Spring 2017; Chair to Dean

Sabbatical Reports from 2016-2017 Academic Year and Spring 2017; Chair to Dean

13
Reassigned Time Applications (Track II - Traditional / CIRP) Fall 2018 and Spring 2019; Faculty to Chair

15
Book Orders for Spring 2018 Semester; Faculty to University Bookstore

16
Class Schedule Preparation Spring 2018 and Intersession 2018; First day of Pre-enrollment, Virtual College Only

Promotion (refer to detailed timeline and MOA); Chair to College Committee

Promotion Non-Tenure Track Faculty (refer to MOA); Chair to Dean and Provost

Reassigned Time Reports (Track II ONLY) from Spring 2017; Dean to Provost

Sabbatical Reports from 2016-2017 Academic Year and Spring 2017; Dean to Provost

20
Reassigned Time Applications (Track II Traditional / CIRP) Fall 2018 and Spring 2019; Chair to Dean

Reassigned Time Applications (Track I) Fall 2018; Faculty to Chair

25
Tenure (fifth and sixth years - refer to detailed timeline and MOA); College Committee to Dean

27
Faculty Award Nominations Fall 2017; Dean to Provost's Executive Assistant

31
Class Schedule Preparation Spring 2018 and Intersession 2018; First day of Pre-enrollment, All Students

November

1
Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

Reassigned Time Applications (Track II Traditional / CIRP) Fall 2018 and Spring 2019; Dean to Provost and Committee

Reassigned Time Applications (Track I) Fall 2018; Chair to Dean

Regents Program Review Reports 2016-2017; Completed Program Review Self-Study from Chair to Associate Provost for Academic Affairs

Tenure (third and fourth years - refer to detailed timeline and MOA); College Committee to Dean

2
Regents Program Review Reports 2016-2017; Associate Provost for Academic Affairs to Program Review Committee

3
Class Schedule Preparation Summer 2018; On-campus and Virtual College class schedule preparation materials to Dean to Chair. (Develop original draft.)

6
Class Schedule Preparation Fall 2018; On-campus schedule copy and Virtual College course approvals from Chair to Dean. (Check for internal departmental on-campus room conflicts.) Approval by Dean of Chair's copy.

7
Faculty Award Nominations Fall 2017; Provost's Executive Assistant to Academic Council

Promotion (refer to detailed timeline and MOA); College Committee to Dean

13
Class Schedule Preparation Fall 2018; On-campus schedule copy and Virtual College course approvals from Dean to Registrar. (Begin data entry of line items and check room conflicts among all departments.)

Faculty Award Nominations Fall 2017; Provost to President

15
Phased Retirement Requests; Chair to Dean

Reassigned Time Applications (Track II TraditionalL / CIRP) 2018-2019; Provost letter to applicant

Reassigned Time Applications (Track I) Fall 2018; Dean notification to Provost

Retirement, Limited Health Care Bridge Requests; Chair to Dean

Tenure (first and second years - refer to detailed timeline and MOA); Candidate file to Chair

16
Tenure (first and second years - refer to detailed timeline and MOA); Chair to Department Committee

27
Emeriti Nominations Fall 2017; Chair to Dean

Tenure (fifth and sixth years - refer to detailed timeline and MOA); Dean to University Committee

29
Tenure (third-fourth years - refer to detailed timeline and MOA); Dean final recommendation to Provost

December

1
Accreditation Chart Update; Dean reports status to Associate Provost for Academic Affairs

Annual Merit Review 2018 (refer to timeline and MOA); Faculty review 2018 development plans/priorities

Phased Retirement Requests; Dean to Provost

Position Reports 4th Quarter 2017; Dean to Provost

Retirement, Limited Health Care Bridge Requests; Dean to Provost

Sabbatical Leave Applications for 2018-2019 Academic Year; Faculty to Chair

4
Emeriti Nominations Fall 2017; Dean to Provost

Faculty Award Nominations Fall 2017; Awards presented 12-04-17 to 12-08-17

8
Professional Travel Funds Report FY17; Provost provides form to Dean

Tenure (first and second years - refer to detailed timeline and MOA); Department Committee to Chair

11
Class Schedule Preparation Summer 2018; On-campus schedule copy and Virtual College course approvals from Chair to Dean. (Check for internal departmental on-campus room conflicts.) Approval by Dean of Chair's copy.

Emeriti Nominations Fall 2017; Provost to President

Summer 2018 On-Campus Course Application Forms on Lotus Notes; Chair start submitting forms

15
Annual Merit Review 2018 (refer to timeline and MOA); Chair and continuing Faculty review and finalize 2018 ASR

Phased Retirement Requests; Provost to President

Professional Travel Funds Report FY17; Dean provides form to Chair

Retirement, Limited Health Care Bridge Requests; Provost to President

Sabbatical Leave Applications for 2018-2019 Academic Year; Chair to Dean

18
Emeriti Nominations Fall 2017; Notification to Faculty

January

4
Sabbatical Leave Applications for 2018-2019 Academic Year; Dean to Provost

5
Accreditation Chart Update; Associate Provost for Academic Affairs drafts chart to Provost

12
Sabbatical Leave Applications for 2018-2019 Academic Year; Provost to Committee

16
Accreditation Chart Update; Associate Provost for Academic Affairs to KBOR

Class Schedule Preparation Summer 2018; On-campus schedule copy and Virtual College course approvals from Dean to Registrar. (Begin data entry of line items and check room conflicts among all departments.)

Promotion (refer to detailed timeline and MOA); Dean to University Committee

Sabbatical Leave Applications for 2018-2019 Academic Year; Committee to Provost

19
Budget Process (subject to change); Requests to Vice Presidents

Sabbatical Leave Applications for 2018-2019 Academic Year; Provost to President

22
President's Distinguished Scholar; Provost memo to Faculty

23
Spoken English Language GTA/GA/RA Competency Form; Chair or Academic Dean to Dean of the Graduate School

Tenure (first and second years - refer to detailed timeline and MOA); Chair to Dean

25
Professional Travel Funds Report FY17; Chair to Dean

Tenure (fifth and sixth years - refer to detailed timeline and MOA); University Committee to Provost

26
Faculty Award Nominations Spring 2018; Notification to faculty

Tenure (first and second years - refer to detailed timeline and MOA); Dean final recommendation to Provost

February

1
Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

Leave without Pay Applications for 2018-2019; Faculty to Chair

Professional Travel Funds Report FY17; Dean to General Counsel

Reassigned Time Reports (Track I and II) from Fall 2017; Faculty to Chair

Regents Program Review Reports 2016-2017; Program Review Summary from Program Review Committee to Provost and President

Sabbatical Reports from Fall 2017; Faculty to Chair

Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

2
Sabbatical Leave Applications for 2018-2019 Academic Year; Funding memo from Provost to Dean

8
Reassigned Time Reports (TrackI & II) from Fall 2017; Chair to Dean

Sabbatical Leave Applications for 2018-2019 Academic Year; Notification to Faculty

Sabbatical Reports from Fall 2017; Chair to Dean

9
Budget Process (subject to change); Review by Budget Committee

Faculty Award Nominations Spring 2018; Nominations to Chair

12
Sabbatical Leave Applications for 2018-2019 Academic Year; Notification to University Press of KS

13
Class Schedule Preparation Fall 2018; Registrar's Office begins resolving on-campus class schedule room conflicts.

14
Promotion (refer to detailed timeline and MOA); University Committee to Provost

15
Annual Merit Review 2017 (refer to timeline and MOA); Faculty 2017 evaluation materials to Chair

Leave without Pay Applications for 2018-2019; Chair to Dean/Director

Phased Retirement Requests; Notification to Faculty and Human Resources

Professional Travel Funds FY17; General Counsel to AAUP

Reassigned Time Reports (Track II ONLY) from Fall 2017; Dean to Provost

Regents Program Review Reports 2016-2017; Provost to KBOR

Regents Program Review Reports 2016-2017; Departments notified of Program Review findings

Retirement, Limited Health Care Bridge Requests; Notification to Faculty

Sabbatical Reports from Fall 2017; Dean to Provost

Summer Research/Creative Activity Project Funds Applications Summer 2018; Completed applications to the Office of Scholarship and Sponsored Projects

16
Tenure (fifth and sixth years - refer to detailed timeline and MOA); Provost to President

21
Class Schedule Preparation Fall 2018; Registrar's Office have on-campus class schedule room conflicts resolved.

23
Faculty Award Nominations Spring 2018; Chair to Deans

March

1
Leave without Pay Applications for 2018-2019; Dean/Director to Provost

Post Tenure Review 2017-2018 (refer to MOA); Faculty File to Dean and Committee

Post Tenure Review 2017-2018 (refer to MOA); Chair forwards faculty evaluations to Committee

President's Distinguished Scholar; Faculty nomination to Provost

Terminal Degree Tuition Assistance 2018-2019; Candidate submits application/plan of study to Chair

2
Class Schedule Preparation Summer 2018; Registrar to Dean. (Memo requesting changes to on-campus and VC class schedule prior to Pre-enrollment.)

Course Change Approval Forms for Fall and Summer 2018; Chair to Associate Provost for Academic Affairs

Position Reports 1st Quarter 2018; Dean to Provost

8
Leave without Pay Applications for 2018-2019; Provost to President

Promotion (refer to detailed timeline and MOA); Provost to President

9
Class Schedule Preparation Fall 2018; Registrar and Virtual College to Dean. (Memo requesting changes to on-campus and VC class schedule prior to Pre-enrollment.)

Summer Research/Creative Activity Project Funds Applications Summer 2018; Office of Scholarship and Sponsored Projects sends notification to Chairs and Deans

12
Class Schedule Preparation Summer 2018; Chair to Dean to Registrar. (Last date for Dean to approve changes to on-campus and VC class schedule in preparation for Pre-enrollment.)

14
Post Tenure Review 2017-2018 (refer to MOA); Committee completes written statement

15
Book Orders for Summer 2018; Faculty to University Bookstore

Notification for Non-Renewal of Faculty Contracts (Temporary Full Time Faculty); Dean second letter to faculty, copy to Provost

Terminal Degree Tuition Assistance 2018-2019; Chair to Dean

19
Class Schedule Preparation Fall 2018; Chair to Dean to Registrar. (Last date for Dean to approve changes to on-campus and VC class schedule in preparation for Pre-enrollment.)

22
Post Tenure Review 2017-2018 (refer to MOA); Committee forwards file to Dean

23
Faculty Award Nominations Spring 2018; Dean to Associate Provost

Summer Research/Creative Activity Project Funds Applications Summer 2018; Academic Dean sends letter to applicant

26
Class Schedule Preparation Fall 2018; First day of Pre-enrollment, Virtual College Only

Class Schedule Preparation Summer 2018; First day of Pre-enrollment, All Students

30
Annual Merit Review 2017 (refer to timeline and MOA); Chair reviews final evaluation with faculty

Regents Program Review Reports 2017-2018; Associate Provost for Academic Affairs notification to College, Department, and Budget and Planning

Summer Research/Creative Activity Project Funds Applications Summer 2018; Academic Dean submits summer contract form

Terminal Degree Tuition Assistance 2018-2019; Dean to Provost

April

2
Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

3
Faculty Award Nominations Spring 2018; Provost's Executive Assistant to Academic Council

9
Class Schedule Preparation Fall 2018; First day of Pre-enrollment, All Students

Faculty Award Nominations Spring 2018; Provost to President

10
Annual Merit Review 2017 (refer to detailed timeline and MOA); Chair to Dean

Post Tenure Review 2017-2018 (refer to MOA); Dean completes review

13
Reassigned Time Applications (Track I) Spring 2019; Faculty to Chair

Terminal Degree Tuition Assistance 2018-2019; Notification to faculty

15
Book Orders for Fall 2018; Faculty to University Bookstore

16
President's Distinguished Scholar; Faculty application file to Provost

20
Budget Process (subject to change); Notification of approval

24
Emeriti Nominations Spring 2018; Chair to Dean

27
Reassigned Time Applications (Track I) Spring 2019; Chair to Dean

30
Faculty Award Nominations Spring 2018; Awards presented 04-30-18 to 05-04-18

May

1
Annual Merit Review 2017 (refer to detailed timeline and MOA); Dean to Provost

Emeriti Nominations Spring 2018; Dean to Provost

Post Tenure Review 2017-2018 (refer to MOA); Dean summary to Provost

Post Tenure Review 2018-2019 (refer to MOA); Dean notifies Faculty of 2018-2019 review 

President's Distinguished Scholar; Provost to Committee

Regents Program Review Reports 2017-2018; Data from Associate Provost for Academic Affairs to Chair

Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

Terminal Degree Tuition Assistance 2018-2019; Signed loan agreement from Dean to Provost with copies to Candidate, Chair, Budget and Planning

8
Emeriti Nominations Spring 2018; Provost to President

15
Emeriti Nominations Spring 2018; Notification to Faculty

Performance Agreement Reporting for 2018; Key Performance Indicator (KPI) reports to Assistant Vice President for IEQI

Reassigned Time Applications (Track I) Spring 2019; Dean notification to Provost

June

1
Position Reports 2nd Quarter 2018; Dean to Provost

12
Spoken English Language GTA/GA/RA Competency Form; Chair or Academic Dean to Dean of the Graduate School

July 2018

13
Faculty Award Nominations Fall 2018 and Spring 2019; Dean transfers AY18-19 funds to Academic Affairs faculty awards account

15
Performance Agreement Reporting for 2018; Report from Assistant Vice President for IEQI to President and Vice-Presidents

August 2018

13
President's Distinguished Scholar; Provost notification to President

15
Performance Agreement Reporting for 2018; Performance Agreement Report from Assistant Vice President for IEQI to KBOR

President's Distinguished Scholar; Presentation of award (Fall Convocation)

Other

Spoken English Language Faculty Competency Form; to Human Resources
As hired

Glossary of Processes

Accreditation Chart Update (Dec 1, Jan 5, Jan 16)
Annual Merit Review 2017 (refer to detailed timeline and MOA) (Feb 15, Mar 30, Apr 10, May 1)
Annual Merit Review 2018 (refer to detailed timeline and MOA) (Sep 15, Sep 29, Dec 1, Dec 15)
Book Orders to University Bookstore (Oct 15, Mar 15, Apr 15)
Budget Process (subject to change) (Oct 6, Jan 19, Feb 9, Apr 20)
Chamber of Commerce Annual Teacher Reception (Sep 12)
Class Schedule Preparation Spring 2018 and Intersession 2018 (Jul 10, Jul 17, Sep 19, Sep 27, Oct 2, Oct 9, Oct 16, Oct 31)
Class Schedule Preparation Fall 2018 (Sep 29, Nov 6, Nov 13, Feb 13, Feb 21, Mar 9, Mar 19, Mar 26, Apr 9)
Class Schedule Preparation Summer 2018 (Nov 3, Dec 11, Jan 16, Mar 2, Mar 12, Mar 26)
Course Change Approval Forms Spring, Fall and Summer 2018 (Oct 6, Mar 2)
Emeriti Nominations Fall 2017 (Nov 27, Dec 4, Dec 11, Dec 18)
Emeriti Nominations Spring 2018 (Apr 24, May 1, May 8, May 15)
Faculty Award Nominations Fall 2017 (Jul 14, Aug 25, Sep 22, Oct 6, Oct 27, Nov 7, Nov 13, Dec 4 - Dec 8)
Faculty Award Nominations Spring 2018 (Jan 26, Feb 9, Feb 23, Mar 23, Apr 3, Apr 9, Apr 30 - May 4)
Faculty Development Funding Quarterly Applications (Sep 20, Nov 1, Feb 1, Apr 2)
Leave without Pay Applications 2018-2019 (Feb 1, Feb 15, Mar 1, Mar 8)
Notification for Non-Renewal of Faculty Contracts (temporary full time faculty) (Sep 1, Mar 15)
Performance Agreement Reporting for 2017 (Jul 15, Aug 15)
Performance Agreement Reporting for 2018 (May 15, Jul 15-2018, Aug 15-2018)
Phased Retirement Requests (Sep 29, Nov 15, Dec 1, Dec 15, Feb 15)
Position Reports (Sep 1, Dec 1, Mar 2, Jun 1)
Post Tenure Review 2017-2018 (Mar 1, Mar 14, Mar 22, Apr 10, May 1)
Post Tenure Review 2018-2019 (May 1)
President's Distinguished Scholar (Jan 22, Mar 1, Apr 16, May 1, Aug 13-2018, Aug 15-2018)
Professional Travel Funds Report FY17 (Dec 8, Dec 15, Jan 25, Feb 1, Feb 15)
Promotion (refer to detailed timeline and MOA) (Sep 8, Sep 11, Sep 26, Oct 16, Nov 7, Jan 16, Feb 14, Mar 8)
Promotion Non-Tenure Track Faculty (Sep 8, Sep 11, Sep 26, Oct 16)
Reassigned Time Applications (Track II - traditional and CIRP) Fall 2018 and Spring 2019 (Oct 13, Oct 20, Nov 1, Nov 15)
Reassigned Time Applications (Track I) Fall 2018 (Oct 20, Nov 1, Nov 15)
Reassigned Time Applications (Track I) Spring 2019 (Apr 13, Apr 27, May 15)
Reassigned Time Reports (Track I and II) from Spring 2017 (Oct 2, Oct 9, Oct 16)
Reassigned Time Reports (Track I and II) from Fall 2017 (Feb 1, Feb 8, Feb 15)
Regents Program Review Reports 2016-2017 (Nov 1, Nov 2, Feb 1, Feb 15)
Regents Program Review Reports 2017-2018 (Mar 30, May 1)
Retirement, Limited Health Care Bridge Requests (Sep 29, Nov 15, Dec 1, Dec 15, Feb 15)
Sabbatical Leave Applications for 2018-2019 Academic year (Dec 1, Dec 15, Jan 4, Jan 12, Jan 16, Jan 19, Feb 2, Feb 8, Feb 12 )
Sabbatical Reports from 2016-2017 Academic Year and Spring 2017 (Oct 2, Oct 9, Oct 16)
Sabbatical Reports from Fall 2017 (Feb 1, Feb 8, Feb 15)
Special Adjunct Professor Update (Aug 1, Sep 15, Sep 29)
Spoken English Language GTA/GA/RA Competency Form (Tuesday of second week of each semester or session) (Aug 29, Jan 23, Jun 12)
Spoken English Language Faculty Competency Form (as hired)
Staff Development Funding Quarterly Applications (UPS and USS) (Sep 1, Nov 1, Feb 1, May 1)
Summer 2018 On-Campus Course Application Forms on Lotus Notes (Dec 11)
Summer Research/Creative Activity Project Funds Applications for Summer 2018 (Feb 15, Mar 9, Mar 23, Mar 30)
Summer Research/Creative Activity Project Reports from Summer 2017 (Sep 12, Sep 19, Oct 3)
Tenure (fifth & sixth - refer to detailed timeline and MOA) (Aug 25, Aug 28, Sep 13, Oct 3, Oct 25, Nov 28, Jan 25, Feb 16)
Tenure (third & fourth - refer to detailed timeline and MOA) (Aug 25, Aug 28, Sep 13, Oct 3, Nov 1, Nov 29)
Tenure (first & second - refer to detailed timeline and MOA) (Nov 15, Nov 16, Dec 8, Jan 23, Jan 26)
Terminal Degree Tuition Assistance 2018-2019 (Sep 29, Mar 1, Mar 15, Mar 30, Apr 13, May 1)

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