Grants and cooperative agreements; availability, etc.: Gilman International Scholarship Program,


[Federal Register: November 20, 2006 (Volume 71, Number 223)]


[Page 67192-67197]

From the Federal Register Online via GPO Access []



[Public Notice 5616]

Bureau of Educational and Cultural Affairs (ECA) Request for Grant Proposals: Gilman International Scholarship Program

Announcement Type: New Grant.

Funding Opportunity Number: ECA/A/S/A-07-10.

Catalog of Federal Domestic Assistance Number: 19.425.

Key Dates

Application Deadline: February 2, 2007.

Executive Summary: The Office of Global Educational Programs of the Bureau of Educational and Cultural Affairs announces an open competition to administer the Benjamin A. Gilman International Scholarship Program. Public and private non-profit organizations meeting the provisions described in Internal Revenue Code section 26 U.S.C. 501(c)(3) may submit proposals for the purpose of administering a scholarship program for academic study by Americans outside the United States.

Funding Opportunity Description


Overall grant making authority for this program is contained in the Mutual Educational and Cultural Exchange Act of 1961, as amended, Public Law 87-256, also known as the Fulbright-Hays Act. The purpose of the Act is ``to enable the Government of the United States to increase mutual understanding between the people of the United States and the people of other countries * * *; to strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments, and achievements of the people of the United States and other nations * * * and thus to assist in the development of friendly, sympathetic, and peaceful relations between the United States and the other countries of the world.'' The funding authority for the program above is provided through legislation.


This program provides grants to enable U.S. citizen undergraduate students of limited financial means to pursue academic studies abroad. Such foreign study is intended to expand understanding of other countries and cultures among U.S. students, expose citizens of other countries to Americans from diverse backgrounds, and better prepare U.S. students to assume significant roles in an increasingly global economy.


Since the program's inception in 2001, nearly 2,000 Gilman scholars from more than 500 U.S. colleges and universities have studied in 94 countries around the world.


It is anticipated that, pending appropriation of funds, this grant will provide an assistance award of

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approximately $3,918,000 for the purpose of recruiting, selecting, and issuing grants of up to $5,000 to individuals who meet the eligibility requirements listed below toward the cost of up to one academic year of undergraduate study abroad. Supplements for study of critical need languages will also be provided.

The intent of the authorizing legislation for the Benjamin A. Gilman International Scholarship Program is to broaden the U.S. student population that participates in study abroad by focusing on those students who might not otherwise study outside the U.S. due to financial constraints.

The Bureau also seeks to encourage participating students and their institutions to choose non-traditional study-abroad locations, to study languages, and to help under-represented U.S. institutions offer and promote study-abroad opportunities for their students. These objectives should be addressed in grant proposals.


Upon receipt of grant notification, the administering organization should be prepared to announce the program, solicit applications, and award scholarships to U.S. students to begin overseas study as soon as possible.

Student Eligibility

To apply for a scholarship, an applicant must:

Be a citizen of the United States. Permanent residents of the United States are not eligible.

Be an undergraduate student in good standing at an institution of higher education in the United States (including both two-year and four-year institutions).

Be a recipient of Federal Pell Grant funding during the academic term of his/her application.

Be applying to, or accepted for, a study abroad program eligible for credit from the student's home institution. Proof of program acceptance is required for final award disbursement.

Not be proposing to study in a country currently under a Travel Warning issued by the United States Department of State or in Cuba. Travel Warnings are issued when the State Department recommends that Americans avoid a certain country. To find a list of these countries, please see .

Recruitment, Application, and Selection

1. The grantee organization shall publicize the scholarship competition to accredited institutions of higher education in the United States. This can be achieved through direct contacts with institutions and through participation in major education conferences and events. Emphasis shall be on reaching out to a diverse range of institutions and programs within those institutions.

2. The selection process shall be carried out through a committee that includes representatives of a diverse mix of accredited institutions of higher education in the United States.

3. In ranking eligible applicants for scholarships, consideration should be given to academic excellence, financial need, diversity of the applicant pool, fields of study, proposed destination, plans for language study, and type and location of home institution. Preference should be given to applicants with no previous study abroad experience.


After fall and spring selection panels, the grantee organization will submit reports on the number of applicants, the number of participants selected, the names of the institutions of higher education in the United States that applicants and awardees were attending at the time of application, the names of institutions sponsoring the study programs abroad, the names and locations of the institutions of higher education outside the United States that participants attend during their study program abroad, and the fields of study of the participants. Because diversity is an important program goal, the grantee should attempt to collect age, ethnic, gender, and disability data from scholarship applicants and recipients, while respecting Federal guidelines on the solicitation of such information. The grantee shall also provide program information and data to be included in the program's annual end-of-year report to Congress. Additionally, the Bureau of Educational and Cultural Affairs may request other periodic and ad hoc reports. This may include separate breakdowns for students studying in regions or countries of strategic interest and students studying critical need languages.

  1. Award Information

    Type of Award: Grant.

    Fiscal Year Funds: 2007.

    Approximate Total Funding: $3,918,000.

    Approximate Number of Awards: 1.

    Approximate Average Award: $3,918,000.

    Anticipated Award Date: Pending availability of funds, April 1, 2007.

    Anticipated Project Completion Date: September 30, 2008.

    Additional Information: Pending successful implementation of this program and the availability of funds in subsequent fiscal years, it is ECA's intent to renew this grant for two additional fiscal years before openly competing it again.

  2. Eligibility Information

    III.1. Eligible applicants

    Applications may be submitted by public and private non-profit organizations meeting the provisions described in Internal Revenue Code section 26 U.S.C. 501(c)(3).

    III.2. Cost Sharing or Matching Funds

    There is no minimum or maximum percentage required for this competition. However, the Bureau encourages applicants to provide maximum levels of cost sharing and funding in support of its programs.

    When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved grant agreement. Cost sharing may be in the form of allowable direct or indirect costs. For accountability, the grantee must maintain written records to support all costs which are claimed as a contribution, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with OMB Circular A-110, (Revised), Subpart C.23--Cost Sharing and Matching. In the event the grantee does not provide the minimum amount of cost sharing as stipulated in the approved budget, ECA's contribution will be reduced in like proportion.

    III.3. Other Eligibility Requirements

    1. Bureau grant guidelines require that organizations with less than four years experience in conducting international exchanges be limited to $60,000 in Bureau funding. ECA anticipates awarding one grant, in an amount of approximately $3,918,000, to support program and administrative costs required to implement this exchange program. Therefore, organizations with less than four years experience in conducting international exchanges are ineligible to apply under this competition.

  3. Application and Submission Information

    Note: Please read the complete Federal Register announcement before sending inquiries or submitting proposals. Once the RFGP deadline has passed, Bureau staff may

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    not discuss this competition with applicants until the proposal review process has been completed.

    IV.1 Contact Information To Request an Application Package

    Please contact Coleen Gatehouse, Office of Global Educational Programs, ECA/A/S/A, Room 349, U.S. Department of State, SA-44, 301 4th Street, SW., Washington, DC 20547, tel 202-453-8887, fax 202-453-8890, to request a Solicitation Package. Please refer to the Funding Opportunity Number ECA/A/S/A-07-10 located at the top of this announcement when making your request.

    Alternatively, an electronic application package may be obtained from Please see section IV.3f for further information.

    The Solicitation Package contains the Proposal Submission Instruction (PSI) document, which consists of required application forms, and standard guidelines for proposal preparation.

    It also contains the Project Objectives, Goals and Implementation (POGI) document, which provides specific information, award criteria and budget instructions tailored to this competition.

    Please specify Coleen Gatehouse and refer to the Funding Opportunity Number ECA/A/S/A-07-10 located at the top of this announcement on all other inquiries and correspondence.

    IV.2. To Download a Solicitation Package Via Internet

    The entire Solicitation Package may be downloaded from the Bureau's Web site at, or from the Web site at

    Please read all information before downloading.

    IV.3. Content and Form of Submission

    Applicants must follow all instructions in the Solicitation Package. The original and 7 copies of the application should be sent per the instructions under IV.3f. ``Submission Dates and Times section'' below.

    IV.3a. You are required to have a Dun and Bradstreet Data Universal Numbering System (DUNS) number to apply for a grant or cooperative agreement from the U.S. Government. This number is a nine-digit identification number, which uniquely identifies business entities. Obtaining a DUNS number is easy, and there is no charge. To obtain a DUNS number, access or call 1-866-705-

    5711. Please ensure that your DUNS number is included in the appropriate box of the SF-424, which is part of the formal application package.

    IV.3b. All proposals must contain an executive summary, proposal narrative, and budget.

    Please refer to the Solicitation Package. It contains the mandatory Proposal Submission Instructions (PSI) document and the Project Objectives, Goals and Implementation (POGI) document for additional formatting and technical requirements.

    IV.3c. You must have nonprofit status with the IRS at the time of application. If your organization is a private nonprofit which has not received a grant or cooperative agreement from ECA in the past three years, or if your organization received nonprofit status from the IRS within the past four years, you must submit the necessary documentation to verify nonprofit status as directed in the PSI document. Failure to do so will cause your proposal to be declared technically ineligible.

    IV.3d. Please take into consideration the following information when preparing your proposal narrative: IV.3d.1. Adherence to All Regulations Governing the J Visa

    Please note: The following is being communicated for informational purposes only and does not directly apply to this solicitation or program. The Bureau of Educational and Cultural Affairs is placing renewed emphasis on the secure and proper administration of Exchange Visitor (J visa) Programs and adherence by grantees and sponsors to all regulations governing the J visa. Therefore, proposals should demonstrate the applicant's capacity to meet all requirements governing the administration of the Exchange Visitor Programs as set forth in 22 CFR part 62, including the oversight of Responsible Officers and Alternate Responsible Officers, screening and selection of program participants, provision of pre-arrival information and orientation to participants, monitoring of participants, proper maintenance and security of forms, record-keeping, reporting, and other requirements.

    A copy of the complete regulations governing the administration of Exchange Visitor (J) programs is available at or from: United States Department of State, Office

    of Exchange Coordination and Designation, ECA/EC/ECD--SA-44, Room 734, 301 4th Street, SW., Washington, DC 20547, Telephone: (202) 203-5029, FAX: (202) 453-8640. IV.3d.2. Diversity, Freedom and Democracy Guidelines

    Pursuant to the Bureau's authorizing legislation, programs must maintain a non-political character and should be balanced and representative of the diversity of American political, social, and cultural life. ``Diversity'' should be interpreted in the broadest sense and encompass differences including, but not limited to ethnicity, race, gender, religion, geographic location, socio-economic status, and disabilities. Applicants are strongly encouraged to adhere to the advancement of this principle both in program administration and in program content. Please refer to the review criteria under the `Support for Diversity' section for specific suggestions on incorporating diversity into your proposal. Public Law 104-319 provides that ``in carrying out programs of educational and cultural exchange in countries whose people do not fully enjoy freedom and democracy,'' the Bureau ``shall take appropriate steps to provide opportunities for participation in such programs to human rights and democracy leaders of such countries.'' Public Law 106-113 requires that the governments of the countries described above do not have inappropriate influence in the selection process. Proposals should reflect advancement of these goals in their program contents, to the full extent deemed feasible. IV.3d.3. Program Monitoring and Evaluation

    Proposals must include a plan to monitor and evaluate the project's success, both as the activities unfold and at the end of the program. The Bureau recommends that your proposal include a draft survey questionnaire or other technique plus a description of a methodology to use to link outcomes to original project objectives. The Bureau expects that the grantee will track participants or partners and be able to respond to key evaluation questions, including satisfaction with the program, learning as a result of the program, changes in behavior as a result of the program, and effects of the program on institutions (institutions in which participants work or partner institutions). The evaluation plan should include indicators that measure gains in mutual understanding as well as substantive knowledge.

    Successful monitoring and evaluation depend heavily on setting clear goals and outcomes at the outset of a program. Your evaluation plan should include a description of your project's objectives, your anticipated project outcomes, and how and when you intend to measure these outcomes (performance indicators). The more that outcomes are ``smart'' (specific, measurable, attainable, results-oriented, and placed in a reasonable time frame), the easier it will be to conduct the evaluation. You

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    should also show how your project objectives link to the goals of the program described in this RFGP.

    Your monitoring and evaluation plan should clearly distinguish between program outputs and outcomes. Outputs are products and services delivered, often stated as an amount. Output information is important to show the scope or size of project activities, but it cannot substitute for information about progress towards outcomes or the results achieved. Examples of outputs include the number of people trained or the number of seminars conducted. Outcomes, in contrast, represent specific results a project is intended to achieve and is usually measured as an extent of change. Findings on outputs and outcomes should both be reported, but the focus should be on outcomes.

    We encourage you to assess the following four levels of outcomes, as they relate to the program goals set out in the RFGP (listed here in increasing order of importance):

    1. Participant satisfaction with the program and exchange experience.

    2. Participant learning, such as increased knowledge, aptitude, skills, and changed understanding and attitude. Learning includes both substantive (subject-specific) learning and mutual understanding.

    3. Participant behavior, concrete actions to apply knowledge in work or community; greater participation and responsibility in civic organizations; interpretation and explanation of experiences and new knowledge gained; continued contacts between participants, community members, and others.

    4. Institutional changes, such as increased collaboration and partnerships, policy reforms, new programming, and organizational improvements.

    Please note: Consideration should be given to the appropriate timing of data collection for each level of outcome. For example, satisfaction is usually captured as a short-term outcome, whereas behavior and institutional changes are normally considered longer- term outcomes.

    Overall, the quality of your monitoring and evaluation plan will be judged on how well it (1) Specifies intended outcomes; (2) gives clear descriptions of how each outcome will be measured; (3) identifies when particular outcomes will be measured; and (4) provides a clear description of the data collection strategies for each outcome (i.e., surveys, interviews, or focus groups). (Please note that evaluation plans that deal only with the first level of outcomes [satisfaction] will be deemed less competitive under the present evaluation criteria.)

    Grantees will be required to provide reports analyzing their evaluation findings to the Bureau in their regular program reports. All data collected, including survey responses and contact information, must be maintained for a minimum of three years and provided to the Bureau upon request.

    IV.3e. Please take the following information into consideration when preparing your budget: IV.3e.1. Budget Guidelines

    Applicants must submit a comprehensive budget for the entire program. There must be a summary budget as well as breakdowns reflecting both administrative and program budgets. Applicants may provide separate sub-budgets for each program component, phase, location, or activity to provide clarification. Applicants should budget the maximum possible amount for scholarships and keep administrative and overhead costs to a minimum.

    IV.3e.2. Allowable costs for the program include the following:

    1. Administrative: Salaries and benefits and other direct administrative expenses such as postage, phone, printing and office supplies.

    2. Program: Participant expenses, which may include institutional fees, travel expenses, tuition; expenses related to review panels, including travel and per-diem.

    Please refer to the Solicitation Package for complete budget guidelines and formatting instructions.

    IV.3.f. Application Deadline and Methods of Submission:

    Application Deadline Date: February 2, 2007.

    Reference Number: ECA/A/S/A-07-10.

    Methods of Submission: Applications may be submitted in one of two ways:

    1. In hard-copy, via a nationally recognized overnight delivery service (i.e., DHL, Federal Express, UPS, Airborne Express, or U.S. Postal Service Express Overnight Mail, etc.), or

    2. Electronically through

    Along with the Project Title, all applicants must enter the above Reference Number in Box 11 on the SF-424 contained in the mandatory Proposal Submission Instructions (PSI) of the solicitation document. IV.3f.1 Submitting Printed Applications

    Applications must be shipped no later than the above deadline. Delivery services used by applicants must have in-place, centralized shipping identification and tracking systems that may be accessed via the Internet and delivery people who are identifiable by commonly recognized uniforms and delivery vehicles. Proposals shipped on or before the above deadline but received at ECA more than seven days after the deadline will be ineligible for further consideration under this competition. Proposals shipped after the established deadlines are ineligible for consideration under this competition. ECA will not notify you upon receipt of application. It is each applicant's responsibility to ensure that each package is marked with a legible tracking number and to monitor/confirm delivery to ECA via the Internet. Delivery of proposal packages may not be made via local courier service or in person for this competition. Faxed documents will not be accepted at any time. Only proposals submitted as stated above will be considered.

    Important note: When preparing your submission please make sure to include one extra copy of the completed SF-424 form and place it in an envelope addressed to ``ECA/EX/PM''.

    The original and 7 copies of the application should be sent to: U.S. Department of State, SA-44, Bureau of Educational and Cultural Affairs, Ref.: ECA/A/S/A-07-10, Program Management, ECA/EX/PM, Room 534, 301 4th Street, SW., Washington, DC 20547. IV.3f.2 Submitting Electronic Applications

    Applicants have the option of submitting proposals electronically through ( Complete solicitation

    packages are available at in the ``Find'' portion of the system. Please follow the instructions available in the `Get Started' portion of the site (

    Several of the steps in the registration process could take several weeks. Therefore, applicants should check with appropriate staff within their organizations immediately after reviewing this RFGP to confirm or determine their registration status with Once registered, the amount of time it can take to upload an application will vary depending on a variety of factors including the size of the application and the speed of your internet connection. Therefore, we strongly recommend that you not wait until the application deadline to begin the submission process through

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    Direct all questions regarding registration and submission to: Customer Support, Contact Center Phone: 800- 518-4726, Business Hours: Monday--Friday, 7 a.m.-9 p.m. Eastern Time, E-mail:

    Applicants have until midnight (12 a.m.), Washington, DC time of the closing date to ensure that their entire application has been uploaded to the site. There are no exceptions to the above deadline. Applications uploaded to the site after midnight of the application deadline date will be automatically rejected by the system, and will be technically ineligible. Applicants will receive a confirmation e-mail from upon the successful submission of an application. ECA will not notify you upon receipt of electronic applications.

    It is the responsibility of all applicants submitting proposals via the Web portal to ensure that proposals have been received by in their entirety, and ECA bears no responsibility for data errors resulting from transmission or conversion processes.

    IV.3g. Intergovernmental Review of Applications: Executive Order 12372 does not apply to this program.

  4. Application Review Information

    V.1. Review Process

    The Bureau will review all proposals for technical eligibility. Proposals will be deemed ineligible if they do not fully adhere to the guidelines stated herein and in the Solicitation Package. All eligible proposals will be reviewed by the program office, as well as the Public Diplomacy section overseas, where appropriate. Eligible proposals will be subject to compliance with Federal and Bureau regulations and guidelines and forwarded to Bureau grant panels for advisory review. Proposals may also be reviewed by the Office of the Legal Adviser or by other Department elements. Final funding decisions are at the discretion of the Department of State's Assistant Secretary for Educational and Cultural Affairs. Final technical authority for cooperative agreements resides with the Bureau's Grants Officer. Review Criteria

    Technically eligible applications will be competitively reviewed according to the criteria stated below. These criteria are not rank ordered and all carry equal weight in the proposal evaluation:

    1. Quality of the program idea: Proposals should exhibit originality, substance, precision, and relevance to the Bureau's mission.

    2. Program planning: Detailed agenda and relevant work plan should demonstrate substantive undertakings and logistical capacity. Agenda and plan should adhere to the program overview and guidelines described above.

    3. Ability to achieve program objectives: Objectives should be reasonable, feasible, and flexible. Proposals should clearly demonstrate how the institution will meet the program's objectives and plan.

    4. Multiplier effect/impact: Proposed programs should strengthen long-term mutual understanding, including maximum sharing of information and establishment of long-term institutional and individual linkages.

    5. Support of Diversity: Proposals should demonstrate substantive support of the Bureau's policy on diversity. Achievable and relevant features should be cited in both program administration (selection of participants, program venue and program evaluation) and program content (orientation and wrap-up sessions, program meetings, resource materials and follow-up activities).

    6. Institutional Capacity: Proposed personnel and institutional resources should be adequate and appropriate to achieve the program's goals.

    7. Institution's Record/Ability: Proposals should demonstrate an institutional record of successful exchange programs, including responsible fiscal management and full compliance with all reporting requirements for past Bureau grants as determined by Bureau Grants Staff. The Bureau will consider the past performance of prior recipients and the demonstrated potential of new applicants.

    8. Follow-on Activities: Proposals should provide a plan for continued follow-on activity (without Bureau support) ensuring that Bureau supported programs are not isolated events.

    9. Project Evaluation: Proposals should include a plan to evaluate the activity's success, both as the activities unfold and at the end of the program. A draft survey questionnaire or other technique plus description of a methodology for linking outcomes to original project objectives is recommended.

    10. Cost-effectiveness: The overhead and administrative components of the proposal, including salaries and honoraria, should be kept as low as possible. All other items should be necessary and appropriate.

    11. Cost-sharing: Proposals should maximize cost-sharing through other private sector support as well as institutional direct funding contributions.

  5. Award Administration Information

    VI.1a. Award Notices

    Final awards cannot be made until funds have been appropriated by Congress, allocated, and committed through internal Bureau procedures. Successful applicants will receive an Assistance Award Document (AAD) from the Bureau's Grants Office. The AAD and the original grant proposal with subsequent modifications (if applicable) shall be the only binding authorizing document between the recipient and the U.S. Government. The AAD will be signed by an authorized Grants Officer, and mailed to the recipient's responsible officer identified in the application.

    Unsuccessful applicants will receive notification of the results of the application review from the ECA program office coordinating this competition.

    VI.2 Administrative and National Policy Requirements

    Terms and Conditions for the Administration of ECA agreements include the following:

    Office of Management and Budget Circular A-122, ``Cost Principles for Nonprofit Organizations.'' Office of Management and Budget Circular A-21, ``Cost Principles for Educational Institutions.'' OMB Circular A-87, ``Cost Principles for State, Local and Indian Governments.'' OMB Circular No. A-110 (Revised), ``Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations.'' OMB Circular No. A-102, ``Uniform Administrative Requirements for Grants-in-Aid to State and Local Governments.'' OMB Circular No. A-133, ``Audits of States, Local Government, and Non- profit Organizations.''

    Please reference the following Web sites for additional information:

    VI.3. Reporting Requirements

    You must provide ECA with a hard copy original plus two copies of the following reports:

    1. A final program and financial report no more than 90 days after the expiration of the award;

    2. Quarterly program and financial reports which describe activities

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    undertaken during the reporting period and explain costs incurred under each item presented in the Grant Agreement.

    Grantees will be required to provide reports analyzing their evaluation findings to the Bureau in their regular program reports. (Please refer to IV. Application and Submission Instructions (IV.3.d.3) above for Program Monitoring and Evaluation information.

    All data collected, including survey responses and contact information, must be maintained for a minimum of three years and provided to the Bureau upon request.

    All reports must be sent to the ECA Grants Officer and ECA Program Officer listed in the final assistance award document.

  6. Agency Contacts

    For questions about this announcement, contact: Coleen Gatehouse, Educational Information and Resources Branch, ECA/A/S/A, Room 349, ECA/ A/S/A-07-10, U.S. Department of State, SA-44, 301 4th Street, SW., Washington, DC 20547, tel: 202-453-8887, fax: 202-453-8890,

    All correspondence with the Bureau concerning this RFGP should reference the above title and number ECA/A/S/A-07-10.

    Please read the complete Federal Register announcement before sending inquiries or submitting proposals. Once the RFGP deadline has passed, Bureau staff may not discuss this competition with applicants until the proposal review process has been completed.

  7. Other Information:


    The terms and conditions published in this RFGP are binding and may not be modified by any Bureau representative. Explanatory information provided by the Bureau that contradicts published language will not be binding. Issuance of the RFGP does not constitute an award commitment on the part of the Government. The Bureau reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and the availability of funds. Awards made will be subject to periodic reporting and evaluation requirements per section VI.3 above.

    Dated: November 13, 2006. C. Miller Crouch, Principal Deputy Assistant Secretary, Bureau of Educational and Cultural Affairs, Department of State. [FR Doc. E6-19595 Filed 11-17-06; 8:45 am]

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