GROUP IAP - PROPOSAL STEPS


How to Develop Your Proposal

The Group IAP Application Form has six steps:

In order for your Proposal to be considered complete, it must be accompanied by all required documents as specified below. However, there is flexibility in the Application form for situations where the information requested may not apply to all organizations. You may leave a section blank only when “if applicable” is stated.

If you need additional space to answer any of the questions, please include additional pages at the end of the Application.

Additional Documents Required:

Included below are additional document(s) that must be submitted with your Application form to complete your Proposal. Please ensure that your submission package includes all of the following:

  • A copy of a valid certificate of incorporation
  • A copy of the last completed financial audit (if applicable)
  • Signed consent forms for each group member (must be in approved IRSAS template)
  • Signed reference letter(s) (if applicable)

How to fill out your Application form

Step 1: ORGANIZATION or GROUP INFORMATION (incorporated entity)

Step 1 requests information on the incorporated entity. If you have incorporated your group in order to apply for Group IAP funding, then please provide information on the group. However, some groups that apply may flow their funding through an existing incorporated organization. If this is the case, Step 1 is specifically about the organization. There will be an opportunity to provide information about the group in Steps 2 and 3.

Section 1A – Organization or Group Identification

The Indian Residential Schools Adjudication Secretariat (IRSAS) and the Department of Indigenous and Northern Affairs Canada (INAC) uses the information you provide in this section to establish the organization’s identity.

Question 1 – Legal Name of Organization

Please provide the legal name of the organization. This is the name associated with your registration with the Canada Revenue Agency (CRA). This must be an exact match to what was captured when the organization registered with CRA. If the name of the organization has legally changed since incorporating, use the updated name. Please do not use abbreviated names. If there is a discrepancy in the name used on the Application and the name used in the Incorporation certificate (without supporting documentation), IRSAS will be unable to consider your Application any further in the CFP.

Question 2 – Business or Registration Number

Please provide the registration number of your registered charity or not-for-profit incorporated organization.

Example: 123456789 AB 1234

For more information, please visit the CRA website.

Question 3 – Date Incorporated

Please provide the date the charity or not-for-profit organization was incorporated or the date the organization renewed its incorporation, as indicated in the certificate of incorporation.

Question 4 – Federal/Provincial

Please check the appropriate box as to whether the organization has been incorporated federally or provincially. This information can be found in the certificate of incorporation.

Question 5 – Name of Contact Person for Organization

Please indicate the name of the person who represents the organization and will be the contact regarding any additional information needed by IRSAS concerning the organization.

Questions 6 – 10 – Organization Address

Please indicate the address of the incorporated organization.

Questions 11 – 12 – Telephone and Fax Numbers

Please indicate the telephone and fax number of the organization.

Question 13 – E-mail Address

Please indicate the e-mail address of the organization or the e-mail address of the contact person for the organization.

Question 14a – How many signatures are required for legal agreements?

Please indicate the number of signatures necessary to sign legal agreements on behalf of the organization.

Question 14b – Name of Individual(s):

List the full names of the individuals who have the legal authority to sign agreements and reports. A specimen of their signatures will be required in Step 6.

Question 15a – How many signatures are required for payment claims?

Please indicate the number of signatures necessary to sign payment claims on behalf of the organization.

Question 15b – Name of Individual(s):

List the full names of all individuals who have the authority to sign cheques, payment claims and reports. A specimen of their signatures will be required in Step 6.

Question 16a – Has your organization received funding from the Government of Canada for the same activities?

Please check either “Yes” or “No.” Please note that the information being requested is relevant to the organization (incorporated entity) and not the individual group members.

Question 16b – Name of Program & Department that provided funding

Please only complete this section if you answered “Yes” above. Any other funding from a Government of Canada department or agency for the same type of activities must be identified. If more space is necessary please include in Appendix A with the following title: “Question 16b Continued”

Question 17a - Has your organization or group received other sources of funding for the same activities?

Please check either “Yes” or “No.” Other sources of funding for the same activities is defined as funding to support former students of Indian Residential Schools in healing and reconciliation.

Question 17b – Name of Other Sources of Funding and Amount

Please only complete this section if you answered “Yes” to the question above. Any other funding provided by a source other than the Government of Canada for the same type of activities must be identified. If more space is necessary please include an additional page to the application with the following title: “Question 17b Continued”.

Question 18a – Has your organization or group received transfer payments from INAC in the last 5 years?

Please check either “Yes” or “No.” Transfer payments are defined as monetary payments, or a transfer of goods, services or assets made, on the basis of an appropriation, to a third party, that does not result in the acquisition by the Government of Canada of any goods, services or assets. Transfer payments are categorized as grants, contributions and other transfer payments. Transfer payments do not include investments, loans or loan guarantees.

Question 18b – Name of Unit in INAC, Year(s) and Amount of Funding Provided

Please only complete this section if you answered “Yes” above. Indicate which unit within INAC provided the funding or what it was for, which year(s) the funding was provided and the total amount of funding. If more space is necessary please include an additional page to the Application with the following title: “Question 18b Continued”

Question 19 – Declaration – Amounts Owing in Default to the Government of Canada

If yes, please indicate the amounts owing in the spaces provided. See the following example:

Amounts in default owing Nature of the amount in default owed Department or government department or agency
$10,000 Overpayment Indigenous and Northern Affairs Canada
Section 1B –Organization or Group Analysis

This sections helps provide us with the information needed to perform an assessment against the established criteria, which can be found in the Selection and Assessment Criteria section.

Question 20 – What is the mission and primary work of the organization?

A mission can be defined as the reason the organization/group exists and should express the overall goal of the organization/group.

Please describe the primary work of the organization, including the mission. If the group is applying for funding through an existing organization please only include the mission and work of the organization. If you have incorporated your group in order to receive Group IAP funding please include the mission and work of the group.

Question 21 – How many employees does the organization currently have and how many will be involved in the Group IAP program?

Please indicate the number of people employed by the organization, regardless of whether they will be involved in the Group IAP program. Also, include the number of individuals who work for the organization who will be involved (regardless of role) in the Group IAP program, i.e. Administrative support, account manager, coordinator, board of directors, etc. and to what capacity.

Question 22 – Has the organization undergone any important transformations in the past two (2) years?

Please indicate “Yes” or “No” by checking the appropriate box. If “Yes” please describe the changes. Important transformations refer to events such as a change in leadership in the board of directors or at the executive level, an important reduction, increase or turn-over in staff, a merger with or split from another organization, a change in mandate or main activities, etc.

Question 23 – Please describe how your organization has the experience and expertise to carry out the proposed activities. If applicable, please include any past experience with federal contribution agreements and the results.

Please provide a description of your organization or group’s experience and expertise in administering projects. This information will help IRSAS assess the extent to which your organization is capable of undertaking the proposed project activities and achieving the expected results. You may wish to highlight related past achievements in addition to describing current expertise and activities or projects. Please include a description of previous experience in delivering projects related to former students of Indian Residential Schools and funded by IRSAS or other federal departments, municipal, provincial or territorial governments (include department, responsible project officer, project name, date, length, funding, proposed targets and outcomes). If more space is necessary please include an additional page to the application with the following title: “Question 23 Continued”.

If applicable, please also include a reference letter from each entity that provided past funding, describing your ability to successfully carry out this type of program.

Question 24 – How will the organization or group prevent defaulting on the contribution agreement? What mitigation strategies are in place? (Please include the last completed annual audited financial statement to this application, if applicable).

Please include any strategies in place to help eliminate risks that may face the organization. The types of risk include compliance with what is agreed upon in the contribution agreement as well as financial risks in following the approved budget. It is important to identify the potential risks in order to take the appropriate steps to reduce the risks to an acceptable level. If applicable, please include the last annual audited financial statement with this application form. If an official audit has not been completed by a certified chartered accountant an unaudited statement would suffice.

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Step 2: GROUP INFORMATION

Some organizations may have more than one group applying for Group IAP contribution funding. If the organization does have more than one group, each group must complete and submit a separate proposal.

Section 2A –Group Contact

This should be the primary contact person in respect to this proposal for funding. This individual is often the group coordinator.

Question 25 – Group Name

If the group name is different than the name of the organization please indicate the name. The name of the group can be something the group members would like to be called and does not have to be an official or legal name.

Question 26 – Group Contact

Sometimes the contact for the organization is not the same person as the contact for the group. Please indicate whether this contact is the same person indicated in Question 5 or if this person is different. If you check “Different” please complete Questions 27-38 and if you checked “Same as Contact Person for Organization” please only complete Questions 37-38 in Step 2.

Question 27 – Name of Contact Person for Group

Please provide a main contact for the purposes of communicating with your group about this Proposal. This is typically the group coordinator.

Question 28 – Position Title

Please provide the title of the group contact identified in Question 27.

For example: Group Coordinator and/or role within the Organization

Question 29-33 – Mailing Address

Please indicate whether the address for the Contact Person is the same as the organization’s address provided in Section 1A. If different, please indicate in the box.

Questions 34- 35 -Telephone and Fax Numbers

Please indicate the telephone and fax numbers of the Group Contact.

Question 36 – E-mail Address

Please indicate the e-mail address of the Group Contact.

Question 37 – Who are the group coordinator and board of directors (for the group and if not, for the organization)?

Provide the name of the person who will be answering any questions we have about the proposal; this is often the group coordinator. This may be repetitive from Question 27 but please complete. Also, list the names of those who sit on the board of directors, either for the group or for the organization (if these are different). The board of directors is a body of elected or appointed members who jointly oversee the activities of an organization.

Question 38 – What experience does the group coordinator have with groups and/or contribution agreements?

Please include the reasons that qualify the group coordinator to undertake this project, including information on the expertise, skills, interests and experience (past and present). Also, please include information on whether the group coordinator has experience as a recipient of contribution agreement funding.

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Step 3: RESOLUTION HEALING PLAN ACTIVITIES

Section 3A – Group Information

The information provided below will better familiarize us with the group that is applying for funding as well as allow us to assess the activities to ensure they are in line with the Group IAP Terms and Conditions. It is essential that all questions are thoroughly answered.

Question 39 – What is the group mission? How does the group mission tie into the objectives of the Group IAP program?

A mission can be defined as the reason the group exists and should express the overall goal of the group.

The mission may be repetitive from Question 20b if the group is the incorporated entity. Regardless, please re-state the mission under Question 39. The group mission may be the same or different from the organization’s mission.

How does the mission tie into the following objectives of Group IAP?

  • To affect healing by helping former residential school students who share similar experiences (school, community, issues) to support each other in their journey towards reconciliation
  • To empower individuals by giving them access to tools and resources to develop, enhance and strengthen relationships between former students, their families, their communities, and with other Canadians in support of healing and reconciliation
Question 40 – What common bond do these group members share?

Identify the commonalities of the group members. What does this group have in common that will allow the members to work together? Did the group members attend the same residential school, are they from the same community, are they from the same family, and/or do they speak the same language? It is not necessary to meet all of these requirements. We just want a better sense of how the group members are connected.

Question 41 – When and why was this group established?

What month and year was this group established? Was the group established for the sole purpose of applying for Group IAP funding or have they been working together for a while without funding or through external support?

Question 42 – How does this group make decisions and how do the members participate in identifying activities they feel will contribute to their healing?

Do the group members make decisions by voting or do group members have to agree – consensus or decisions made by majority? How have group members participated in identifying the activities they would like to do to contribute to their healing?

Section 3B – Detailed Proposed Activities

The information provided in this section must be detailed. Timelines and types of activities cannot be vague. The information you provide here will have a significant bearing on the assessment of your proposal and of your organization’s ability to undertake this proposal successfully.

For each workshop/activity/meeting please fill in a new activity form. If you require an additional form (more than one Workshop/Activity/Meeting), please click on the plus sign located below. i.e. Workshop/Activity/ Meeting #1 is meant for one activity. Any workshop/activity/meeting, particularly if there is a cost associated, should have a separate form completed, so there is a clear description of how this workshop/activity/meeting is linked to the overall group programming, as well as a clear breakdown of the associated expenses.

Workshop/Activity/Meeting #____

Write the correct # for each workshops/activity/meeting. These do not have to be in order of when they are taking place.

Activity Title

What is the workshop/activity/meeting called? i.e. Is it a bi-weekly meeting, a workshop on parenting, etc?

Date(s)

What date(s) is the workshop/activity/meeting take place? Is it over a few days, once a month, etc? Please be as specific as possible. At the least, a month should be identified of when you plan on doing the workshop/activity/meeting.

Location(s)

Where is the activity taking place? Is it in a rental room, in a different community, in a few different locations, etc?

Provide a detailed description of the workshop, activity or meeting

The Group IAP Unit uses the information you provide in this question as part of the assessment to determine whether or not your proposed activities are eligible for funding.

Please describe the following:

  • Activity should be specific, realistic and relevant to healing and/or reconciliation. Please be explicit in how the activity relates to healing and/or reconciliation.
  • Please include a detailed plan about how the activity will be delivered. For example, who, what, where, when and why.

If, for example, the activity is bi-weekly meetings throughout the year, these can all be grouped under one workshop/activity/meeting form. However, be specific in this section on what is taking place at each of the meetings.

Please remember, all activities must occur within the fiscal year in which they are approved.

How does the activity relate to the group mission and at least one of the Group IAP program’s objectives?

Please explain how the workshop, activity or meeting(s) relate to Question 39 regarding the group mission and the objectives of Group IAP.

What is the expected outcome of the proposed activity and how it will be measured (must be specific and concrete)?

Outcomes are achieved results or benefits of what was learned; i.e. Evidence that healing or learning took place. Please summarize the expected outcomes of your activities and describe how you will meet and track the expected outcomes. Having a clear strategy to measure results is the best way to ensure that you know how your proposal is progressing. The Group IAP Unit uses the information you provide in this section to assess the quality of your proposal and your capacity to demonstrate outcomes.

Example

Activity: Workshop on Intergenerational Skills (Parenting)

Outcome: We expect that the group members will improve their parenting skills.

To Measure: We will do a questionnaire before the workshop to see what participants would like to gain from doing the workshop and again at the end of the contribution agreement to see if the group members have started to implement these new skills and how this has impacted their families.

Cost Breakdown:

Travel

Coordinator travel: Often coordinators need to travel for group purposes, i.e. traveling to group members’ homes, to pick up items for an activity or to travel with the group members to an out-of-town event. If so, include the mode of transportation and/or mileage (kms x rate) for each workshop/activity/meeting. Please refer to the National Joint Council Travel Directive (Appendix B – Kilometric Rates) https://www.njc-cnm.gc.ca/directive/d10/v238/s658/en.

Coordinator accommodations and per diems: If the coordinator needs to travel with the group in order to conduct an activity please refer to the National Joint Council Travel Directive (Appendix C – Allowances) to calculate per diem for meals and incidentals https://www.njc-cnm.gc.ca/directive/d10/v238/s659/en. Hotel rates will be assessed based on season and room type.

Group members’ travel: Group members are not eligible to be paid to participate in activities, however, we encourage funding to be budgeted so that the eligible group members do not face any expenses in participating in group activities. Types of expenses that can be covered include mileage to attend group meetings and activities, as well as group travel for an event out of town. If so, include the mode of transportation and/or mileage (kms x rate) for each workshop/activity/meeting. Please refer to the National Joint Council Travel Directive (Appendix B – Kilometric Rates) https://www.njc-cnm.gc.ca/directive/d10/v238/s658/en.

Group members’ accommodations and per diems: If the group needs to travel in order to participate in an activity please refer to the National Joint Council Travel Directive (Appendix C – Allowances) to calculate per diem for meals and incidentals https://www.njc-cnm.gc.ca/directive/d10/v238/s659/en. Hotel rates will be assessed based on season and room type.

Facilitator’s travel: Sometimes it is more economical to bring a facilitator into the community (particularly if the community is remote) than have an entire group travel to where the facilitator is located (i.e. Bringing in outside expertise for a workshop or activity). In this case, you will likely need to cover the facilitator’s travel expenses.

If so, include the mode of transportation and/or mileage (kms x rate) for each workshop/activity. Please refer to the National Joint Council Travel Directive (Appendix B – Kilometric Rates) https://www.njc-cnm.gc.ca/directive/d10/v238/s658/en.

Facilitator’s accommodations and per diems: If the facilitator travels to conduct a workshop/activity, please refer to the National Joint Council Travel Directive (Appendix C – Allowances) to calculate per diem for meals and incidentals https://www.njc-cnm.gc.ca/directive/d10/v238/s659/en. Hotel rates will be assessed based on season and room type.

Please use the examples below as guidance on how to complete the chart. Be as detailed as possible.

  DATES FROM/TO MODE OF TRANSPORTATION and COST PER DIEM TOTAL ACCOMMODATIONS TOTAL PER DIEM TOTAL
Group Coordinator 2014-07-01 to 2014-07-07 Brandon, MB to Winnipeg, MB Use of Personal Car Mileage
214km x 2 =
428km x $0.485* = $207.58
$90.95* x 2 days = $181.90
$59.25** x 5 days = $296.25
$140/night x 6 nights = $840 $1,525.73
Group Members 2014-07-01 to 2014-07-07 Brandon, MB to Winnipeg, MB Car Rental (3 car rentals
for 12 group members) = 3
x $30 each = $90 x 7days = $630
Gas $600
$90.95 x 2 days =
$181.90 x 12 group members = $2,182.80
$59.25 x 5 days =
$296.25 x 12 group members = $3,555
$140/night x 6 nights =
$840 x 6 rooms =
$5,040
$12,007.80
Facilitator for Workshop/ Activity 2014-07-02 to 2014-07-06 Winnipeg, MB Located in Winnipeg-no transportation covered Not -Applicable Not -Applicable $0
TOTAL     $1,437.58 $6,215.95 $5,880 $13,533.53

*mileage and per diems are calculated using the National Joint Council Travel Directive Appendix B and C, which can be found at https://www.njc-cnm.gc.ca/directive/d10/en

**this per diem is the total daily allowance $90.95 minus breakfast ($15.95) and lunch ($15.25) because in this example, we have indicated that hospitality for the workshop is being provided for 5 of the 7 days (please see below), which includes breakfast and lunch. Therefore, the coordinator and group members cannot be allocated money for meals when travelling, when/if hospitality is being provided during those meal times.

Other Expenses

Honorariums (Elders, translators): If you require an Elder to open a meeting or event with a prayer, smudge, etc. they are eligible to be paid up to $250 for providing this service. Translators are eligible for up to $500 per event/session if required. Elders and translators can be group members but please rotate them for each event if there is more than one Elder in the group. The group coordinator and administrative assistant would not be eligible for the honorarium to provide these services.

Room rental, gifts, supplies, hospitality: Please include a breakdown of any costs associated with the activity. Please note that group coordinators and administrative assistants are not eligible to receive a professional fee for conducting a session unless they do not claim a salary for their participation in the Group IAP program.

Other: If there is something you would like to include for the activity that does not fall within the other categories, please include it here. Please be sure to break down each expense under this category if there is more than one item listed.

Please use the examples below as guidance on how to complete the chart. Please be as detailed as possible.

ACTIVITY ITEM Breakdown of Expense Total Expense
Room rental 5 days @ $50/day = $250 $250
Gift(s) 2 gifts (Facilitator and Elder) @ $100/each = $200 $200
Elder Honorarium(s) 1 Elder for 5 days @ $250/day = $1,250 $1,250
Translator Honorarium(s) Not needed $0
Hospitality (food) 12 group members + 1 Coordinator, 1 Elder,
1 Facilitator = 15 people x (Breakfast $15.95 + Lunch
$15.25 = $31.20) = $468 (please note no breakfast
or lunch were claimed in per diems for coordinator
or group members for the dates of the activity)
$468
Supplies Not needed $0
Other: _____________________    
Other: _____________________    
TOTAL   $2,168

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Step 4: BUDGET

The Group IAP Unit uses the information provided in this step to assess the overall cost of the proposed activities, as well as the general nature of the expenditures to be covered by all anticipated sources of funding. The fiscal year is from April 1st until the following March 31st . The budget must be in line with the activities, and costs should be considered reasonable by the Group IAP Unit.

Total Funding Available: $3,500 X [# of members] =

Funding of $3,500 is available for each member of the group. Funding is provided to the group, not the individual. (i.e. $3,500 x 10 group members = $35,000). Please ensure the amount requested in the budget corresponds with the amount of funding your group is eligible to apply for.

Salaries, wages and benefits

This includes salaries, wages, Mandatory Employment Related Costs (MERCs) and benefits paid to or on behalf of staff working directly on the Group IAP program. MERCs include EI Premiums, CPP/QPP contributions, vacation pay, etc. Benefits are payments an employer is required to make by virtue of company policy or a collective agreement such as contributions to a group pension plan. Only a maximum of two individuals can be staffed for the purpose of the Group IAP program, including the group coordinator and administrative support.

Example:
(A) Wage/Hour: $25
(B) Hours/Week: 25
(A) x (B) = (C) $625
(C) x 4 weeks/month = $2,500/month
Benefits 5% = $125/month

Office overhead and administration (include item and detailed cost)

Please provide a detailed breakdown for each category. Do not divide the total cost of an item by 12 (12 months) unless it is a reoccurring cost each month, i.e. cell phone bill. It is essential you reflect the month in which the expense was incurred. Please see example below.

Example:

Office Overhead and administration April May
Office Supplies (i.e. photocopies, printing, rent) Rent: $200
Printing (ink cartridge and paper): $50
Pens, notebooks, stapler, three-hole punch: onetime expenses $200
Rent: $200
Printing (paper): $10

Office Supplies: Items you need to administer the group for the length of the contribution agreement, i.e. paper, photocopies, ink cartridges, binders, notebooks, pens, markers, post-its, etc. Also, under this category please indicate whether you will need to rent a space in order to administer the group, i.e. office space.

Equipment: Items you may need to administer the group, such as a computer and printer to track expenses, complete reporting requirements, as well as track group members. Groups are encouraged to rent these items, and if not possible we will consider the request to make these purchases.

Telecommunications: The cost of a cellular phone for the coordinator and/or the monthly charges related to the group and group members. Also, the monthly cost of internet, if required for the purpose of administrating the group.

Audit fees and/or banking fees: If the organization receives +$150,000 in one fiscal year in contribution funding from INAC, the organization will be required to have an independent chartered accountant complete an audited statement of revenue and expenditures at fiscal year-end. Please calculate around $5,000 for the audit in the March column. Also, do not forget to include monthly banking fees.

Insurance: A group or organization receiving funding may want to get additional liability insurance for the group coordinator. Any insurance for group members to attend an event should be calculated under the expenses related to that particular activity (i.e. workshop out-of-country).

Incorporation Fee: If you are incorporating solely to apply for Group IAP funding you can recover this cost if selected as a recipient.

Workshops, Activities and Meetings

The figures in this section should be a total calculated from all of the Workshops, Activities and Meetings Forms (Please refer to Section 3B).

Coordinator, group member, facilitator travel total: All travel for the coordinator should be added up and a total should be placed in the appropriate month (travel includes: transportation, per diems and accommodations). The same should be done for facilitators and group members.

Activities expense total: This category includes room rental, gifts, Elder honorariums, translator honorariums, hospitality and supplies. A total according to the month should be calculated and placed in the appropriate column.

Step 5: ELIGIBLE GROUP MEMBERS

Please list the names of the eligible group members that will be taking part in the Group IAP program this fiscal year. Eligible means an individual who has been admitted into the Independent Assessment Process (IAP), regardless of where they are currently in the process or if their claim has been settled. Each eligible group member must fully complete the consent form and these must be signed and submitted with the completed application and budget. If you would like to know in advance whether your group members are eligible, completed consent forms can be sent to the Group IAP Unit by mail to :

Group IAP Submissions
Group IAP Unit
Indian Residential Schools Adjudication Secretariat
25 Eddy Street, 7th Floor
Gatineau, QC K1A 0H4

Mailing the originals to Group IAP will allow the consents to be verified prior to the Call for Proposals deadline. This will allow you to complete a more accurate budget.

Step 6: AUTHORIZED SIGNATURES

A. Authority to Sign Legal Agreements

Please ensure that your Application form is signed by an official authorized representative of your organization. People with signing authority are normally one or more of the executive members of the board of directors (president, vice president, secretary or treasurer) and/or employees of the organization (chief executive officer, executive director, chiefs of finance or human resources).

B. Authority to Sign Payment Claims

Please ensure that your Application form is signed by an official with the authority to sign payment claims, which may include one or more of the executive members of the board of directors (president, vice president, secretary or treasurer) and/or employees of the organization (chief executive officer, executive director, chiefs of finance or human resources).

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