HomeMy WebLinkAboutR&R 103.06 Revised 2-2016_VacationEffective: 8/5/2010
Revised: 2/5/2016
Replaces: 103.01 E
103.06 — Vacation
I. Guiding PhilosophX
Vacation leave is provided so that members have the opportunity for sufficient rest and
relaxation each year. We strive to maintain consistent systems of tracking vacation accruals and
the scheduling of vacation leave so that we achieve efficient operating systems and an effective,
productive work force.
II. Purpose
The purpose of this policy is to define the general standards applicable to the accrual,
scheduling and use of vacation leave for civil service members.
III. Goals
The goals of this policy are to:
A. Communicate regulatory parameters.
B. Detail the regulations and general responsibilities related to the accrual,
scheduling, and use of vacation leave.
C. Outline the parameters, targets and scheduling of vacation leave in the Operations
Section.
D. Outline the parameters, targets and scheduling of vacation leave in non -
Operations Sections.
IV. Definitions
A. Additional Vacation Days — as defined by the current collective bargaining
agreement, vacation days that are received by members who:
1. Are required to work on a holiday or whose day off falls on a holiday
(Reference: Article XIII, Section 1, Holidays, B.)
2. Receive additional vacation days based on their years of service
(Reference: Article XIII, Section 2, Vacations, B.)
B. Day - for the purposes of this policy and the accrual and use of vacation leave, a
day is dependent on the member's shift assignment:
1. 8 -hour shift: 8 hours = 1 day
2. 10 -hour shift: 10 hours = 1 day
3. 12 -hour shift: 12 hours = 1 day
4. 24-hour shift: 24 hours = 2 days
E. Scheduled Vacation - The cycles, weeks or days of vacation that were selected
by personnel and recorded on the final vacation roster that is submitted to the Fire
Administrator in December each year.
F. Senior Member - For the purpose of this policy, is defined as the individual in
each rank who has the most seniority in grade, within a particular shift (section,
branch or group for non -Operations members), at the time the vacation selection
process starts.
G. Unscheduled Vacation - Any day of scheduled vacation that is requested to be
moved after the final vacation rosters or that year has been submitted to the Fire
Administrator. Generally, the Chief Officer responsible for administering the
vacation schedule has the authority to approve moving unscheduled vacation if no
additional costs to the tax payers are incurred (if the move is cost neutral) and the
section's ability to provide services is not hindered.
V. Regulatory Parameters
A. Vacation accruals for all civil service members are regulated LGC 143.046 -
Vacations and Article XIII, Sections 1-3 of the collective bargaining agreement.
B. Vacation scheduling in the Operations Section is regulated by Article XIII, Section
2B Vacations of the collective bargaining agreement.
C. Vacation scheduling in the Logistics -Services Branch is regulated by Article
XXIII, Section 2A of the collective bargaining agreement.
D. Vacation carryover is regulated by LGC 143.046(c) and Article XIII, Section 2 of
the collective bargaining agreement.
VI. Reaulations & General Responsibilities
A. Vacation scheduling, the achievement of scheduling parameters and targets, and
the proper documentation of vacation hours are the responsibility of the Deputy
Chiefs. In all cases, the Deputy Chief will consider efficiency, effectiveness, and
consistency in administration when managing leave time.
R&R 103.06 — Vacation Page 2 of 14
B. Since under civil service law, vacation is accrued by "days" not hours, use of
vacation will be restricted to no less than'/4 day increments, as approved by the
Deputy Chief.
1. 8 -hour shift: 1/4 day = 2 hours
2. 10 -hour shift: 1/4 day = 2.5 hours
3. 12 hour shift: 1/4 day = 3 hours
4. 24 hour shift: 1/4 day = 3 hours
C. To be consistent with civil service law, vacation hours will be accrued on a
monthly basis (i.e. 15 days/year = 1-1/4 days per month accrual).
D. A member who is coded as suspended or without pay during any pay period shall
not accrue vacation for that month.
E. Vacations are required to be taken as originally scheduled unless approved and
appropriately documented by the Deputy Chief.
1. A request for vacation day(s) taken out of cycle will not be considered
approved until the individual has received a confirmation email from
his/her Deputy Chief indicating such.
2. Each member should maintain a copy of his/her confirmation email(s)
listing any approved vacation exchanges in the event that there is a
discrepancy throughout the year.
3. Each member is responsible for keeping track of his/her scheduled
vacation dates, usage and exchanges so that he/she reports for work on
time when he/she is scheduled to be on -duty.
F. If an individual is ill/injured at the beginning of or during his/her scheduled
vacation time, he/she would have the following options relative to the scheduled
vacation leave in question:
1. Take the vacation leave as originally scheduled.
2. Request that the vacation leave be moved to later in the year.
G. A member who chooses option F.2. above may be approved for his/her vacation
to be rescheduled if ALL of the following conditions are met:
1. The rescheduled date(s) meet the applicable vacation targets detailed in
this policy.
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2. The Deputy Chief approves and appropriately documents the rescheduling
of vacation date(s).
The member requesting the rescheduling of date(s) due to illness or injury
must provide documentation as required by R&R103.01B-Sick & Off -
Duty Injury Leave upon his/her return to work.
H. Any vacation hours not used within a calendar year will be lost.
I. The Fire Chief must grant prior approval for exceptions to be made that would
exceed the scheduling parameters and targets established, unless the exception has
been specifically stated in this policy.
VII. Operations Section Parameters. Taraets & Schedulin
A. Annual Vacation Scheduling Parameters & Targets
The collective bargaining agreement requires seventeen (17) vacation
cycles. Most cycles cover a period of 7 shifts, which includes 6 vacation
shifts and one Kelly Day shift. (See note concerning 8 shift cycles in the
table below.)
Cycle
Number
Number of
Days/Cycle
Number of
Shifts/Cycle
Begins I Ends
@ 0800 hours
1
21
7
January 1
January 22
2
21
7
January 22
February 12
3
21
7
February 12
March 5/6
4
21
7
March 5/6
March 26/27
5
21
7
March 26/27
April 16/17
6
21
7
April 16/17
May 7/8
7
21
7
May 7/8
May 28/29
8*
23 or 24
7 or 8
May 28/29
June 20/21
9
24
8
June 20/21
July 14/15
10
24
8
July 14/15
August 7/8
11
21
7
August 7/8
August 28/29
12
21
7
August 28/29
September 18/19
13
21
7
September 18/19
October 9/10
14
21
7
October 9/10
October 30/31
15
21
7
October 30/31
November 20/21
16
21
7
November 20/21
December 11/12
17
21
7
December 11/12
January 1
*In Leap a aars, off three hift will have an eight (8) day cyclefor cycle 8. During other years,
,.
two shifts will �aaaw�a ease eight (8) day cycleand on Y have as seven as (/) day cycle.
2. Organization, communication and scheduling of vacation picks will be
based on seniority in rank in all possible circumstances.
R&R 103.06 — Vacation Page 4 of 14
Minimum Targets for Full Cycle Scheduling
a. Full cycle scheduling will begin with a minimum number of
guaranteed vacation spots by rank, as follows:
1. Officers — 2 spots
2. Driver/Operators — 2 spots
3. Firefighters — 3 spots
b. Minimum guaranteed vacation spots will be available while
members make their 1st and 2nd full cycle picks only.
c. The Senior Member in each rank will have the ability to choose
any of the 17 cycles on his/her 1st cycle pick.
4. Maximum Targets for Full Cycle Scheduling
a. The maximum number of persons scheduled in each cycle during
the 1st and 2nd cycle picks will not exceed eight (8).
b. Exception: Nine (9) persons per cycle may be scheduled as
indicated in the table below (based on the total number of members
assigned to the shift).
Total Members
Assigned to the Shift
Number of Cycles Approved to
Schedule Nine (9) Members
67
1
68
1
69
2
70
4
71
6
5. Officer Schedulinz Parameters
a. During the 1st and 2nd cycle picks, the following limiting factors
exist:
1. On the 1st cycle pick only, a District Chief cannot choose
a cycle already chosen by another District Chief.
2. The cycle that the Deputy Chief chooses as his/her 1st
pick, will be limited to three (3) Officers maximum.
3. The remaining sixteen (16) cycles will be limited to two
(2) Officers maximum.
b. If a shift is missing an Officer (due to retirement, transfer,
reassignment, etc.) then the Deputy will choose and appropriately
document a "latest available" spot for the missing Officer.
6. Driver/Operator Scheduling Parameters
a. The following chart indicates the maximum number of cycles
approved for scheduling a maximum of three (3) Driver/Operators
during the 1st and 2nd cycle picks (based on the number of
Driver/Operators assigned to the shift).
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Driver/Operators
Assigned to the
Shift
Maximum # of Cycles
Approved to Schedule
3 Driver/Operators
Remaining # of
Cycles to Schedule
2 Driver/Operators
21
8
9
22
10
7
23
12
5
24
14
3
b. During the 1st and 2nd cycle picks, the following limiting factors
exist:
1. No more than three (3) Driver/Operators will be
scheduled in any cycle.
2. Once the maximum number of cycles approved for
scheduling three is scheduled, the Deputy will schedule
two (2) per cycle.
7. FirefiAter/EMT Schedulinz Parameters
a. The Firefighter/EMT position balances out the remainder of the
overall spots and corresponds to the total number of personnel
assigned to the shift (see chart in Section VIIA.3. b. of this policy).
b. During the 1st and 2nd cycle picks, the following limiting factors
exist:
1. A maximum of nine (9) members may be scheduled in
the number of cycles approved in the above referenced
chart only.
2. After the maximum of four (4) Firefighter/EMT positions
has been scheduled in each cycle, the Deputy Chief will
begin filling cycles that have not yet reached the eight (8)
person maximum with Firefighter/EMTs, not to exceed
five (5) Firefighter/EMTs positions per cycle.
8. Review & Prebarations Prior to Scheduling Additional Vacation Days
a. After completing the 1st and 2nd cycle selections for all members of
the shift, but before scheduling the remaining additional vacation
days, the Deputy Chief will:
1. Indicate where each member's current Kelly Day will fall
in each of the full cycles that have been scheduled.
2. Insure maximum scheduling targets have not been
exceeded in each cycle.
3. Develop a listing of cycles and/or shifts that have not yet
met minimum scheduling targets.
4. Update the listing of personnel, based on seniority in
rank, who have additional vacation days to be scheduled.
b. After conducting the review detailed above, and prior to initiating
scheduling of additional vacation days the Deputy Chief will:
1. Correct any inconsistencies noted in the review.
R&R 103.06 — Vacation Page 6 of 14
2. Be prepared to meet minimum and maximum scheduling
targets prior to commencing scheduling of additional
vacation days.
9. Parameters for Scheduling of Additional Vacation Days
a. Minimum and Maximum Targets for Scheduling of Additional
Vacation Days
1. Each shift must have at least five (5) full shifts of
vacation scheduled.
2. Each shift must have no more than nine (9) full shifts of
vacation scheduled.
b. After the minimum target has been achieved for each shift in all
cycles, additional vacation days may be scheduled on any shift that
has not exceeded the maximum targets.
1. During the annual scheduling process, additional vacation
days must be scheduled in full shift increments, unless
accruals are less than 24 hours. Accruals less than 24
hours must be scheduled in a lump sum on a single date.
2. Dates with partial hours scheduled will be counted
toward meeting minimum and maximum scheduling
targets.
c. During scheduling of additional vacation days, the following
limiting factors exist:
1. A member entering the annual scheduling process late
(due to shift transfers, etc.) will be given "catch-up" picks
to allow him/her to choose available full cycles prior
continuing with scheduling of additional vacation days.
2. A member entering the process after it has been
completed must choose from dates that have not yet met
relevant scheduling targets.
3. Chief Officers will not be scheduled on a date that would
leave the shift without at least one rru lar Chief Officer
(not upgraded) on -duty. (Kelly Days and status of
persons on long-term illness/injury should be
considered.)
4. Maximum rank -based targets for Captains,
Driver/Operators and Firefighter/EMTs may be lifted at
this time, as long as shift minimum and maximum targets
are still achieved.
5. When scheduling reaches a point where there is only one
person left eligible for a spot, then he/she will be
automatically assigned the spot.
10. Parameters for Initial Requests to Move Scheduled Vacation
a. Between December 15th and December 31 each year, a member
may email his/her Deputy Chief a request to move no more than to
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two (2) vacation shifts. The request must include the date(s) that
the member:
1. Would like his/her vacation to be moved to
2. Will be giving back to balance his/her scheduled hours
b. The Deputy Chief will insure minimum and maximum scheduling
targets and relevant parameters are maintained.
c. Initial requests to move scheduled vacation must be received by
the deadline stated above and will be scheduled based on seniority
in rank.
B. Annual Vacation Scheduling Process
1. No later than September 15 each year, the:
a. Deputy Chief will email all members of his/her shift a notice
communicating the start date for the annual vacation scheduling
process.
b. Fire Administrator will insure the Deputy Chief is provided a
report indicating the total vacation accruals forecasted for use by
each member of the shift for the upcoming calendar year.
2. The Deputy Chief will insure each member is individually called to
communicate his/her vacation preferences.
c. On each shift and in each rank. individual calls will be made based
on seniority in grade.
d. Whenever feasible, the Deputy Chief will attempt to contact
members while on -duty to determine their cycle preference.
e. If a member must be contacted while he/she is off-duty, and if the
member does not respond back with his/her cycle preference(s)
within 12 hours, the Deputy Chief will assign him/her a cycle
based on the:
1. Preferences that were emailed by the member (if
available).
2. Latest cycle that would be open to the member based on
his/her rank and seniority at that time.
f. Members are responsible for being ready to communicate their
preference of available cycles when called.
g. Members may email their cycle preferences and/or their choice of
"latest available" to their Deputy Chief if they will be unavailable
during the scheduling process or prefer not to be called.
Vacation cycle preferences will be communicated and as follows
scheduled based on seniority in rank):
a. Step 1: Every Officer and Driver/Operator will be called to choose
his/her first vacation cycle pick from the cycles currently available.
b. Step 2: Every Officer and Driver/Operator will be called to choose
his/her second vacation cycle pick from the cycles currently
available.
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c. Step 3: Every Firefighter/EMT will be called to choose his/her first
vacation cycle pick from the cycles currently available.
IMPORTANT NOTE: All ranks are provided a guaranteed
number of spots in each vacation cycle. Additional spots can
open up at the Firefighter rank, depending on the choices the
Officers and Driver/Operators make. By waiting to schedule
Firefighters after the second round picks for Officers and
Driver/Operators, Firefighter/EMTs actually have a broader
range of possible choices.
d. Step 4: Every Firefighter/EMT will be called to choose his/her
second vacation cycle pick from the cycles currently available.
e. Step 5: Members with additional vacation days available after the
first two cycle picks will be called to schedule these shifts.
f Step 6: Members who have emailed the Deputy Chief to request
moving scheduled vacation will be addressed.
4. Documentation: The Deputy Chief will document vacation picks in the
upcoming year's vacation book, and send out a confirmation "return
receipt" email after each selection. The email will include a deadline for
replying to request corrections on the selection.
a. The member is responsible for opening the confirmation email(s)
and notifying the Deputy Chief if there is a problem.
b. When the deadline posted in the email passes, the process will
move forward. The member will either have to keep the selection
as emailed, or request to move to a cycle that is still available.
5. Each Deputy Chief will email a copy of the shift's completed annual
vacation schedule to the Operations Section Chief and the Fire
Administrator no later than the December 15th each year.
6. The Fire Administrator will insure vacation schedules are posted on the G:
drive no later than January 1 each year.
7. No later than January 15 each year, the Operations Section Chief will
insure:
a. An audit of the total hours scheduled is performed to ensure the
forecasted vacation accruals that were scheduled remain accurate
as of December 31.
b. Communicate any discrepancies to applicable Deputy Chief to be
resolved.
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C. Yearly Maintenance and Use
1. Once the annual vacation schedule has been finalized, vacation exchange
requests will be administered on a first-come, first-served basis, regardless
of rank or seniority.
2. The Deputy Chief (or acting Deputy Chief) is responsible for and will
appropriately manage all requests for vacation exchanges. The Deputy
Chief will not approve:
a. Exchanges that would allow the number of regular Chief Officers
(not upgraded) scheduled on to be on -duty to drop below one (1)
will not be approved.
b. Exchanges that would allow the number of personnel scheduled on
vacation in a particular rank to cause an inability to fill all
necessary positions with qualified personnel.
c. Exchange requests that allow the minimum scheduled on vacation
to drop below four (4) or allow the maximum of nine (9) to be
exceeded. Exceptions:
1. On a shift where overtime will be required, a member
who voluntarily requests to exchange vacation (wants to
come in and work) may be approved even if scheduled
vacation drops below the minimum target of four (4).
2. Thirty minutes before the shift's tour of duty begins
(0730 hours) or at any time during a shift, exchanges that
will allow the maximum of nine (9) to be exceeded may
be approved if the on -duty staffing does not drop below
the formula [Minimum Staffing + 1].
3. Partial shift exchanges that would allow the maximum of
nine (9) to be exceeded at any time during the shift.
Example:
Eight full shifts of vacation are already scheduled. "Firefighter A"
requests a vacation exchange from 0800 to 2000 hours (15t half of
the shift). The Deputy approves the exchange because the
maximum of nine (9) has not been exceeded.
"Firefighter B" then requests a vacation exchange from 2000 to
0800 hours (2"d half of the shift). Since the requests do no overlap,
the maximum of nine (9) scheduled at any time during the shift
will not be exceeded, so the Deputy Chief can approve "Firefighter
B's" request.
d. Not approve any vacation exchange requests that will knowingly
increase overtime expense. Exception:
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I . Vacation exchanges associated with emergency leave
may be granted with the approval of the Operations
Section Chief or Fire Chief.
2. If neither of the above is available, the Deputy Chief may
approve the exchange. If this occurs, the Deputy Chief
approving the exchange will email an exception report
and justification to the Operations Section Chief and Fire
Chief.
There are times when the Deputy Chief may not be able to approve partial
shift exchange requests. Examples may include, but are not limited to:
a. Short notice requests for the same shift where members are
actively engaged in providing emergency services and/or training
and maintenance activities have been scheduled.
b. Multiple partial requests within the same shift that create
disruptive movement between stations or units to cover the
vacancies.
c. A member's requests create an excessive number of partial dates
so that all the other members face limited availability. Any
member who makes more than two (2) partial request exchanges
per month may be subject to denial.
VIII. Non -Operations Sections Parameters. Taraets & Schedulin
A. Logistics -Services Branch Scheduling
1. Annual vacation scheduling will be coordinated by Services Branch Chief,
who will consider efficiency, effectiveness, and consistency in
administration when managing leave time.
2. The scheduling tares to be achieved include:
a. Only one member from each of the crews working of twelve-
hour shifts may be on vacation or personal leave at a given time.
b. No more than i/2 of a member's total vacation hours will be
scheduled on night shifts (persons assigned to twelve-hour shifts).
c. As specified in the collective bargaining agreement, members will
choose vacation in three (3) or four (4) day blocks, per Section
VIII.A.3. of this policy.
d. Considering a. through c. above—The maximum number
scheduled for each three (3) or four (4) day block for vacation +
personal leave + comp time by rank will be:
1. Ten 10) Hour Personnel: One (1) District Chief OR
Communications Group Supervisor
2. Twelve (12) Hour Personnel: One (1) Captain OR one (1)
Firefighter/EMT
e. The Services Branch Director may approve more than one member
of a ten or twelve-hour crew to be on vacation and/or personal
leave at a given time only if it is cost neutral to the tax pavers.
R&R 103.06 – Vacation Page 11 of 14
I . To be considered for approval, the request must be
emailed to the Services Branch Director and the
Communications Group Supervisor at least thirty (30)
days prior to the date being requested.
2. The Services Branch Director may consider a request
received less than thirty (30) days in advance only for
emergency situations. (see R&R 103.01D for Emergency
or Funeral Leave)
f The Services Branch Director will notify the Payroll and Benefits
Administrative Assistant when overtime and/or upgrade costs are
required due to unscheduled vacation or personal leave, so that
reimbursement can be arranged.
1. The person requesting unscheduled vacation or personal
leave will be responsible for these costs.
2. Reimbursements will be made via payroll deduction or by
personal check to the Purchasing Secretary.
3. Collected reimbursements will be posted to the
appropriate reimbursement account.
g. To justify any overages to the overtime budget, the Services
Branch Director will record the following information any time
reimbursement for unscheduled vacation or personal leave is
required:
1. Name of the individual
2. Date of vacation or personal leave
3. Time (Day or Night shift)
4. Date reimbursement was paid
5. Dollar amount that was reimbursed
3. Beginning on the first Monday of November each year, the Services
Branch Chief will initiate the following year's vacation scheduling using
the following rotation (based on seniority in grade):
a. The Services Branch Chief will choose one block.
b. The Communications Group Supervisor will choose one block.
c. The remaining Captains will choose one block each.
d. All Firefighter/EMTs will choose one block each.
e. The rotation will continue until all vacation leave has been
scheduled.
f After the additional vacation days are scheduled, the Services
Branch Chief may schedule personal leave days in available slots.
4. The Services Branch Chief will forward a copy of the annual vacation
schedule to the Logistics Section Chief and Fire Administrator no later
than December 21 each year.
5. The Services Branch Chief may approve vacation to be taken out of cycle
as long as the established targets can still be achieved.
R&R 103.06 - Vacation Page 12 of 14
6. The Services Branch Chief will accommodate members who are assigned
to his/her shift mid -year due to promotions or bids as feasible within the
defined scheduling targets.
7. The Services Branch Chief will provide sufficient oversight in scheduling
and monitoring vacation leave so that essential services are maintained
and additional personnel costs associated with vacation leave are
minimized.
8. The Fire Administrator will insure vacation schedules are posted on the G:
drive no later than January 1 each year.
9. No later than January 15 each year, the Logistics Section Chief will
insure:
a. An audit of the total hours scheduled is performed to ensure the
forecasted vacation accruals that were scheduled remain accurate
as of December 31.
b. Any discrepancies are resolved.
B. Planning Section & Logistics -Support Branch Scheduling
1. Vacation scheduling responsibility of the Deputy Chief, who will consider
efficiency, effectiveness, and consistency in administration when
managing leave time.
2. The scheduling tares to be achieved include:
a. Vacations will be scheduled so that the services routinely provided
by the section/branch will be professionally maintained during
normal business hours.
b. Any stand-by assignments must be covered.
c. Vacation will be scheduled in one-week blocks.
d. The Captain and Driver/Operator assigned to the Supply Group
may not be scheduled for vacation at the same time.
e. Considering a. through d. above—The maximum number
scheduled for each vacation block will be:
f. Planning Section:
1. One (1) Deputy Chief
2. One (1) Captain
3. One (1) Driver/Operator
4. One (1) Firefighter/EMTs
g. Logistics -Support Branch
1. One (1) Deputy Chief OR one (1) District Chief
2. Certification & Training Group
a. One (1) Captain OR
b. One (1) Driver/Operator
Supply & Ground Support Group
R&R 103.06 – Vacation Page 13 of 14
a. One (1) Captain OR
b. One (1) Driver/Operator OR
c. One (1) Firefighter/EMT
Beginning on the first Monday of November each year, the Deputy Chief
will begin vacation scheduling using the following rotation (based on
seniority in grade):
a. The Section Chief will choose one (1) one-week block.
b. The District Chief (if applicable) will choose one (1) one-week
block.
c. All Captains will choose one (1), one-week block each.
d. All Driver/Operators will choose one (1), one-week block each.
e. All Firefighter/EMTs will choose one (1) one-week block each (if
applicable).
f. The rotation will continue until all vacation leave has been
scheduled.
g. After any additional vacation days have been scheduled, the
Deputy Chief may schedule personal leave days in available slots.
4. The Deputy Chief will forward a copy of the annual vacation schedule to
the Fire Administrator no later than December 21 each year.
5. The Deputy Chief may approve vacation to be taken out of cycle as long
as the established targets can still be achieved.
6. The Deputy Chief will accommodate members who are assigned mid -year
due to promotions or bids as feasible within the defined scheduling targets.
7. The Deputy Chief will provide sufficient oversight in scheduling and
monitoring vacation leave so that essential services are professionally
maintained and additional personnel costs associated with vacation leave
are minimized.
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