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March 12, 2014 | Thomas Barosky

I am looking for some feedback on how other universities are dealing with the development of Technology Control Plans (TCP) that are required for export controlled technology.  It seems that just about every enterprise software we are using is subject to export controls (simply by not having an EAR99 designation) and therefore a plan needs to be put into place to prevent the unauthorized exportation of the software which involves limiting access, screening and background checks, training and certifications.  We are finding that the development and the maintaining of these TCPs are significantly impacting our environment.  Are other universities experiencing this same problem?  How are you dealing with these requirements?

 

Thanks,   

 

Tom Barosky

Software Licensing...

February 11, 2014 | James Pardonek

I’m looking for some feedback on how other universities may have amended their data classification policies to include university generated audio and video content in the context of what types of content would cause a video to be classified as confidential or protected, or maybe just sensitive.  We are in the process of replacing our video repository and the question was brought to me.  Since Information Security owns most of the policy creation here, I’m struggling with how to word the thing.

 

I apologize for the cross posting.

 

Thanks,

 

 

James Pardonek, CISSP, CEH

Information Security Officer
Loyola University Chicago 
1032 W. Sheridan Road | Chicago, IL...

December 20, 2013 | Jan Carmikle
My campus is revisiting the idea of using a quiz for first-time DMCA offenders rather than temporarily blocking access due to student complaints about how "inconvenient" that is, even after they've been told it could happen. It's been a while since we've solicited samples, and I'd appreciate being able to give them a list to review so they could avoid reinventing wheels. If your campus has such a quiz, would you mind sharing it? Thanks, Jan ____________ JAN D. CARMIKLE Senior Intellectual Property Officer Designated Agent, DMCA Notifications UC Davis InnovationAccess Tel: 530-754-7636 Fax: 530-754-7620 jdcarmikle@ucdavis.edu research.ucdavis.edu/dmca   Please consider the environment before printing this email. CONFIDENTIAL NOTICE: This message and any attachments may contain confidential and/or privileged material for the sole use of the intended recipient. The unauthorized use, disclosure or copying of this e-mail...
November 22, 2013 | Valerie M. Vogel
Data Privacy Month (January 28-February 28, 2014) is just 2 months away! Use our free resources to start planning your campus activities and events now. For example, schedule daily tweets in January and February or use our list of suggested topics to select weekly themes or host a brown bag lunch discussion. We encourage colleges and universities to use this time to educate students, faculty, and staff about privacy issues. http://www.educause.edu/blogs/vvogel/data-privacy-month-2014-january-28-... Tip: Save the date for a free webinar with special guest speaker Robert Ellis Smith on January 30, 2014 (1-2 pm ET). As you begin to plan activities, please share your plans or any URLs so we can highlight your efforts on our website: www.educause.edu/dpm Thank you, Valerie Valerie...
November 13, 2013 | Scott Snedden

The University of Alaska in is the throes of process improvements and is looking to expand the use of our P-card program.  I would appreciate any feedback on your policy.

 

Questions on the use of agency/institutional P-cards:

What is your daily ceiling limit on department or single user credit card spending?

What is your maximum limit on a single expenditure?

Do you allow use of the P-card for the following?

·         Catering

·         Lodging (employee)  (non-employee)

Thank you,

Scott A. Snedden, Senior Contracting Officer

University of Alaska

 

...
November 13, 2013 | Valerie M. Vogel
Greetings, Tomorrow—Thursday, November 14—is the last day to submit a proposal for the 2014 Security Professionals Conference. Please consider submitting a proposal under one of the 5 tracks: Technologies, Operations, & Practices; Governance, Risk, & Compliance; Awareness & Training; Privacy; and Career Development. Next year's sessions will be 60 minutes, with a select few offered as 90-minute sessions. You may present in St. Louis or virtually. Sharing your institution's future directions, best practices, stories on successful collaborations, or solutions to community-wide issues of interest for security and privacy professionals will help our committee create a strong and interesting program in 2014. We also invite you to share the CFP information with your colleagues via e-mail, Twitter, Facebook, or LinkedIn. Thank you! Valerie Valerie Vogel Program Manager EDUCAUSE Uncommon Thinking for the Common Good direct: 202.331.5374 | main: 202.872.4200 | educause.edu...
November 7, 2013 | Valerie M. Vogel
"First Lady of Privacy" Harriet Pearson and ethical hacker Charlie Miller will keynote the 2014 Security Professionals Conference. Join this exciting speaker lineup. Submit your presentation proposal by Thursday, November 14. http://www.educause.edu/events/security-professionals-conference Hope to see you in St. Louis next May! Best, Valerie Valerie Vogel Program Manager EDUCAUSE Uncommon Thinking for the Common Good direct: 202.331.5374 | main: 202.872.4200 | educause.edu ********** Visit the EDUCAUSE Policy website at http://www.educause.edu/policy.
October 24, 2013 | Valerie M. Vogel
Dear Policy Discussion members, I am writing as the staff liaison for this EDUCAUSE Discussion Group to remind everyone about our participation guidelines, which clearly state that sales-oriented messages are in direct violation of the listserv. Promotional Messages and Advertising EDUCAUSE Constituent and Discussion Groups are educational in nature and not intended for promotional announcements, advertising, product-related press releases, or other commercial use. Please note that unsolicited commercial communications to constituent group participants as a result of postings to a Constituent or Discussion list violate the promotional messages and advertising provisions of these guidelines and may result in the loss of access to the listserv in question. We are aware of two promotional messages that were sent to the Policy-Discussion listserv yesterday evening. We have taken appropriate steps to block this person from subsequent participation. If you have additional questions...
October 16, 2013 | Art Morgan
Of interest to people on the policy listserve, we should all congratulate the University of California system on finalizing and approving a system-wide policy on accessibility standards for IT services: http://www.ucop.edu/electronic-accessibility/initiative/policy.html It was a long time in the making, but it should help clarify many accessibility policies, and may be useful for other colleges and universities that are setting or evolving their own policies. For those who are at Educause this week, please stop by our booth - #255 - if you have questions about how to implement online video accessibility. We have worked for the last several years with the California State University system, and the California Community College system, on implementation of similar policies for video accessibility. -- Art...
October 3, 2013 | Debra Dandridge

Hi All,

 

I need to find publically viewable and generally accepted job standards for IT positions like IT project manager, System Analyst, System Developer, Applications Developer, Programmer, et al.

 

Does anyone know of any published job standards?

 

Debra Dandridge, Ph.D., CISA

Lead IT Policy Analyst

Information Technology Risk Management   |  Networking & Information Security

Texas A&M Information Technology  |  Texas A&M University 

 

3472 TAMU  |  College Station, TX 77843-3472

Tel. 979.862.2601  |  Fax. 979.862.8090

...

September 16, 2013 | Theresa Rowe
I wonder if you could help me evaluate something; I've not figured out a process that needs to be in place.    A student told me he downloaded a textbook from this site:
Now, the fact that he downloaded the book without paying for it tells me that there is likely a copyright violation.   The .rus.ec sort of says "outside the US and not following US Copyright". 
But I've done web searches and looked around, and I can't find any evidence that this download site mirror is violating the author's copyright.  Would you have a minute to take a look and let me know your thoughts?  I'd especially like to know how you evaluate something like this.
 
...
September 13, 2013 | Jon B. Cutler

We are looking for policy examples of how other institutions view account requests for a network access/logon account for minors. We have a common ID which provides logon access to computer workstations, authenticates wireless access, is used for CAS authentication into the student portal, LMS, and e-mail systems.

 

Our practice has been simply to require a parental signature to accompany the quest. However we are wondering if there are details which other schools may provide in the form of an ‘acceptance of risk’ or disclaimer (i.e most institutions have unfiltered Internet access).

 

Also do you make any differentiation between a minor ages 13-17 and someone who is under 13 with respect to how your institution is interpreting the requirements of the Children’s Online Privacy Protection Act (COPA...

August 20, 2013 | Andrew C. Lawlor

Hello,

 

I am new to the list and am having trouble locating example policies regarding online classified ads for colleges and universities, particularly public ones. We have a section of our portal (faculty/staff) called the “Water Cooler”. It is designed to mimic a classifieds bulletin board for general postings, like selling your old furniture, adopting a pet, etc. However, we are starting to see ads for products and services offered by our employees, such as house painting or jewelry sales. Some of the administration is wondering if this is the equivalent of benefiting a side business through the use of public resources.

 

I have been asked to draft a policy that would help to distinguish the “community” aspects of the Water Cooler features with the “commercial” aspect, which would be prohibited...

May 10, 2013 | Tracy Mitrano
Join us this morning!

Streaming will begin at 9:00


********** Visit the EDUCAUSE Policy website at http://www.educause.edu/policy.

April 4, 2013 | Michael Behun

 

Does anyone have any suggestions on how to inform faculty about FOIL and e-discovery.     This can be very delicate to explain.       I would not want to see someone move their email to a third party provider, thinking it is safe from FOIL or e-discovery.   

 

Mike Behun

 

From: EDUCAUSE Policy Discussion Listserv [mailto:POLICY-DISCUSSION@LISTSERV.EDUCAUSE.EDU] On Behalf Of Prof. Martha McCaughey
Sent: Thursday, April 04, 2013 11:59 AM
To: POLICY-DISCUSSION@LISTSERV.EDUCAUSE.EDU
Subject: Re: [POLICY-DISCUSSION] Harvard’s E-Mail Searches Went Further Than Previously Reported

...
April 4, 2013 | Listserv Anonymous User
Message from janet.nepkie@oneonta.edu

Martha,
Thank you for reminding this list of the courage, intelligence, and service to the educational community reflected in the University of Wisconsin's response to an invasive demand for access to university employee emails.  I understand that privacy cannot be assumed in the unpredictable world of technology, but a university can certainly announce that it will limit the use of any emails or other electronic travel it may access.  That limited use can certainly include action following criminal activity using university email, but the university is perfectly within its right to say it will NOT use its access to employee email for any disciplinary process that is NOT in response to criminal behavior.
Janet Nepkie

Dr. J. Nepkie

Janet.Nepkie@oneonta.edu

SUNY Distinguished Service Professor

of...

April 3, 2013 | Rodney Petersen

I suspect that many of you have seen or heard about previous press reports regarding Harvard’s controversial incident regarding the search of email.  I blogged about it at the time offering my perspective – see “Who is checking your email?” at http://www.educause.edu/blogs/rodney/who-checking-your-email

 

Today, the Chronicle has a story that reports that the email searches went further than previously reported.  Most notable for the purposes of this Policy Discussion Group is the following excerpt:

 

Also at the meeting, Drew Gilpin Faust, Harvard’s president, said she had determined that the university’s policies regarding electronic communications were “highly inadequate.” She announced that she was asking an outside lawyer to...

March 7, 2013 | Merri Beth Lavagnino
You can see the "public version" of ours here: https://protect.iu.edu/cybersecurity/data/agreement Best regards, Merri Beth Merri Beth Lavagnino, CIPP/US, CIPP/IT Chief Privacy Officer and Compliance Coordinator University Compliance, Privacy, and Risk (UCPR) Public Safety and Institutional Assurance (PSIA) Indiana University https://protect.iu.edu/mbl
January 30, 2013 | Valerie M. Vogel
Tune in Today -- Privacy Officers around the Virtual Water Cooler

Please join us today at 1 pm ET for the final Data Privacy Month webinar: Privacy Officers around the Virtual Water Cooler. Our guests are Merri Beth Lavagnino, Jane Rosenthal, and Kent Wada.

 

Thank you!

Valerie

 

Valerie Vogel Program Manager

EDUCAUSE
Uncommon Thinking for the Common Good
direct: 202.331.5374 | main: 202.872.4200 | educause.edu

 

January 3, 2013 | Valerie M. Vogel
Don’t forget to register for next week’s EDUCAUSE Live! webinar, which will kick off Data Privacy Month 2013!
 
On Wednesday, January 9, 1-2 pm ET, our special guest speaker will be Rebecca Herold, also known as the Privacy Professor.
 
Are You Smarter Than Your Phone?
Do you really want everyone to know you are out alone at midnight by “checking in” at your local donut shop? Do you use your phone for banking, without password protecting the device? This free hour-long webinar, “Data Privacy Month: Are You Smarter Than Your Phone?,” will outline the steps you need to take to protect your data privacy when using a mobile device.
 
This presentation is part of a series of Data Privacy Month webinars in January. View the schedule...
April 23, 2012 | Robert Smith
How does your institution define “university business” if you use that language in your email policy?  Our current policy reads as such:
 
Expectations of Use:
3.  Only the university provided e-mail account is to be used when conducting university business over e-mail.
  1. Students will be provided an e-mail account as part of their enrollment. Student e-mail services may be outsourced.
  2. Faculty, staff and student workers must request, in accordance with the Access to Information Technology Resources and Systems policy, a university managed e-mail account if they will be using e-mail for communication as part of their employment.
  3. Vendors providing operational support services under contract to the university must use an approved account when communicating with the university through e-mail.
We had a faculty member recently challenge this.  See their...
January 27, 2012 | Valerie M. Vogel
Starting today (through January 30), you can download Matt Ivester's book - "lol...OMG! What Every Student Needs to Know About Online Reputation Management, Digital Citizenship, and Cyberbullying" - for free from Amazon in honor of Data Privacy Day: http://www.lolomgbook.com/#!vstc5=ebook Matt Ivester will also be joining us for a special EDUCAUSE Policy webinar next Monday, January 30, 1-2 pm EST. http://www.educause.edu/policy/dataprivacy We hope you'll have a chance to read the book and join us for a lively discussion on Monday! Thanks, Valerie _______________ Valerie M. Vogel Program Manager, EDUCAUSE office: (202) 331-5374 e-mail: vvogel@educause.edu _______________ Follow us on Twitter! @HEISCouncil ********** Visit the EDUCAUSE Policy website at...
February 1, 2012 | Listserv Anonymous User
Message from mccaugheym@appstate.edu

Colleagues, I am wondering if you can point me to any known policies or best practices related to a university's posting to the world wide web the syllabi created by professions (traditionally seen as the professor's intellectual property). While the syllabi can be requested as part of a Public Records Act request or FOIA request, it's not clear to me that this automatically means a university employer can--or should--post/distribute professors' syllabi across the web _without the professor's ok_. I personally think they shouldn't because there are more reasons for keeping a paper file of such things than there are for distributing them as widely as across the Web. If someone knows of prior cases, complains, or consequences around this that I could point to, I'm writing up a brief report/position paper on this. If anyone's interested, I'd be happy to share it once it's finished. Thank you in advance, Prof. Martha McCaughey...
April 23, 2012 | Debra Dandridge

Does anyone have a really swell methodology for developing a data classification standard that engages the University population, e.g., faculty, researchers, and administrators?

 

Debra E. Dandridge, Ph.D., CISA

Lead IT Policy  Analyst

Information Technology Risk Management

Texas A&M University

College Station, TX  77843-3472

(979) 862-2601

ddandridge@tamu.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

September 16, 2013 | Theresa Rowe
I wonder if you could help me evaluate something; I've not figured out a process that needs to be in place.    A student told me he downloaded a textbook from this site:
Now, the fact that he downloaded the book without paying for it tells me that there is likely a copyright violation.   The .rus.ec sort of says "outside the US and not following US Copyright". 
But I've done web searches and looked around, and I can't find any evidence that this download site mirror is violating the author's copyright.  Would you have a minute to take a look and let me know your thoughts?  I'd especially like to know how you evaluate something like this.
 
...
June 1, 2012 | James Morgan
Hello everyone!
 
We are in the process of putting a commercial cloud storage solution in place at Weber State University and I was wondering if any of you have put together policies concerning the use of cloud storage at your university that you could share.  Off the top of my head I can come up with several topics that would need to be addressed in such a policy (e.g. storage of sensitive information, personal files, security, administrative access, etc.).  How have you handled this with your cloud storage solutions?
 
Thanks,
Vern
 
 
Vern Morgan
IT Policy and Planning Administrator
Weber State University
 
Tel:  801-626-7201
********** Visit the EDUCAUSE Policy website at...
February 14, 2012 | Theresa Rowe
Hi,
I hope to get advice and counsel from this group.

We had student email address listed as directory information for many years, with a publicly posted directory showing the student's name and email address.  Around 2002, there was a business that targeted higher ed, submitting FOIA requests to obtain student email addresses and then sending massive email spam.  Our student congress requested that email address be removed as directory information, and we complied.  Gradually, over time, every data element in the directory was removed except name.  Fast forward to today:  We have a web directory that simply lists student names ( you can see it here http://www2.oakland.edu/webdirectory/index.cfm).

The Dean of Students and I went to our student congress yesterday and asked them what they wanted done with this directory.  What they want is a student...
March 23, 2012 | Dick Jacobson

The North Dakota University  System has been using a Problem Tracking System for several years that, mostly through access control,  protects the privacy of the persons referenced in the individual “tickets” so we have been able to use this system for IT  behavioral issues with students and employees.  These issues would range from compromised or unprotected devices to SPAM complaints to Intellectual property complaints to subpoena issues.  The tracking system was acquired for the Help Desk  and then the Security Officers were able to tweak (or convince the vendor to adapt) the system to give the privacy protections needed.

 

We are now moving to a different system for the Help Desk and the new provider is not able to adapt their system to provide anything close to the level of privacy needed for these issues.

 

...
November 13, 2013 | Scott Snedden

The University of Alaska in is the throes of process improvements and is looking to expand the use of our P-card program.  I would appreciate any feedback on your policy.

 

Questions on the use of agency/institutional P-cards:

What is your daily ceiling limit on department or single user credit card spending?

What is your maximum limit on a single expenditure?

Do you allow use of the P-card for the following?

·         Catering

·         Lodging (employee)  (non-employee)

Thank you,

Scott A. Snedden, Senior Contracting Officer

University of Alaska

 

...
January 20, 2012 | Kent King
We have been discussing student worker access management and policy. In combing the Educause lists, there has been some discussion in the past. Common points of agreement appear to be: (1) student workers should have a worker ID separate from their regular student ID; (2) they should generally not have access to sensitive information; and (3) they should sign a confidentiality agreement. Does anyone have any policies that directly address student IT worker limitations and requirements? One specific point...are there any stipulations on student worker access to administrative or faculty computers (e.g. upgrades, maintenance, etc.)?

Thanks!

--
Kent King
Information Security Officer
Denison University
740.587.8558

********** Visit the EDUCAUSE Policy website at http://www.educause.edu/policy.

March 7, 2013 | Merri Beth Lavagnino
You can see the "public version" of ours here: https://protect.iu.edu/cybersecurity/data/agreement Best regards, Merri Beth Merri Beth Lavagnino, CIPP/US, CIPP/IT Chief Privacy Officer and Compliance Coordinator University Compliance, Privacy, and Risk (UCPR) Public Safety and Institutional Assurance (PSIA) Indiana University https://protect.iu.edu/mbl
December 20, 2013 | Jan Carmikle
My campus is revisiting the idea of using a quiz for first-time DMCA offenders rather than temporarily blocking access due to student complaints about how "inconvenient" that is, even after they've been told it could happen. It's been a while since we've solicited samples, and I'd appreciate being able to give them a list to review so they could avoid reinventing wheels. If your campus has such a quiz, would you mind sharing it? Thanks, Jan ____________ JAN D. CARMIKLE Senior Intellectual Property Officer Designated Agent, DMCA Notifications UC Davis InnovationAccess Tel: 530-754-7636 Fax: 530-754-7620 jdcarmikle@ucdavis.edu research.ucdavis.edu/dmca   Please consider the environment before printing this email. CONFIDENTIAL NOTICE: This message and any attachments may contain confidential and/or privileged material for the sole use of the intended recipient. The unauthorized use, disclosure or copying of this e-mail...
April 3, 2013 | Rodney Petersen

I suspect that many of you have seen or heard about previous press reports regarding Harvard’s controversial incident regarding the search of email.  I blogged about it at the time offering my perspective – see “Who is checking your email?” at http://www.educause.edu/blogs/rodney/who-checking-your-email

 

Today, the Chronicle has a story that reports that the email searches went further than previously reported.  Most notable for the purposes of this Policy Discussion Group is the following excerpt:

 

Also at the meeting, Drew Gilpin Faust, Harvard’s president, said she had determined that the university’s policies regarding electronic communications were “highly inadequate.” She announced that she was asking an outside lawyer to...

January 5, 2012 | Paul Guarino

Suffolk has recently implemented mandatory Information Security Training and we are reviewing our enforcement for faculty and staff. We have discussed the use of warnings and removal of network access for non-compliance. I like the idea with which Longwood enforces; thru reminder of non-compliance and after a period of time if they are still not compliant their Supervisor/Dean is notified and network access is terminated.

 

I would like to take a poll and see how others are enforcing mandatory training.

 

How do you enforce? (i.e. warning, take away network access, suspension…)

Who and how do you notify?

How long do you give the end user to meet compliance?

Any lessons learned?

 

...
July 3, 2012 | Carlos S. Lobato

Hello Colleagues,

 

I am wondering if there is a minimum requirement/benchmark set of IT Policies that should be in place.  I’m in the process of reviewing our current IT Policies and reviewing frameworks (COBIT, ITIL), standards (ISO, NIST, etc.) and other resources (SANS, CIS, CERT, ISACA, etc.), but I have not been able to determine what would be a minimum set of policies.  If you know of a resource or model set of policies please let me know  so I can compare.  Also, if you think that your University has a really good set of policies I would appreciate getting a link so I can compare.

 

Thanks,

 

Carlos S. Lobato, CISA, CIA

IT Compliance Officer

 

...
May 22, 2012 | Listserv Anonymous User
Message from david.denuzzio@uconn.edu

All:

I am an intern in Procurement Services at the University of Connecticut.  Currently, we are attempting to revise our policies regarding vendor service performance criteria. 

Current University policies and procedures require evaluation processes only pertaining to the submittal of solicitation responses.  The vendor is measured on a combination of criteria, most notably, cost and feasibility of their proposal.  Upon the award of the contract, formal evaluations cease and vendor performance goes unmeasured for the duration of the contract.  This makes it extremely difficult to hold vendors accountable for their actions; in addition, UConn does not realize the full potential value of its contractual relationships without checks and balances.

Do any Universities have more concrete policies in place regarding service levels on contracts?  Have these policies worked?...
March 23, 2012 | Ronald L. Danielson
I learned this morning that we will be implementing an applicant tracking system in the near future. We know nothing about these systems, so are turning to one of the most valuable sources of knowledge and wisdom. Santa Clara has a PeopleSoft administrative environment, including HR. Any system we implement must work for both faculty and staff. I'd appreciate answers to the following questions and will summarize for the list: Are you using an applicant tracking system? Who is the vendor? Are you tracking both faculty and staff applications? Does it interface to, or is it part of, your HR system? What has been your experience? Are you pleased? Are there shortcomings? How long did your implementation take? Thanks in advance. Ron Danielson Vice Provost and CIO ********** Visit the EDUCAUSE Policy website at http://www.educause.edu/policy.
August 20, 2013 | Andrew C. Lawlor

Hello,

 

I am new to the list and am having trouble locating example policies regarding online classified ads for colleges and universities, particularly public ones. We have a section of our portal (faculty/staff) called the “Water Cooler”. It is designed to mimic a classifieds bulletin board for general postings, like selling your old furniture, adopting a pet, etc. However, we are starting to see ads for products and services offered by our employees, such as house painting or jewelry sales. Some of the administration is wondering if this is the equivalent of benefiting a side business through the use of public resources.

 

I have been asked to draft a policy that would help to distinguish the “community” aspects of the Water Cooler features with the “commercial” aspect, which would be prohibited...

January 30, 2013 | Valerie M. Vogel
Tune in Today -- Privacy Officers around the Virtual Water Cooler

Please join us today at 1 pm ET for the final Data Privacy Month webinar: Privacy Officers around the Virtual Water Cooler. Our guests are Merri Beth Lavagnino, Jane Rosenthal, and Kent Wada.

 

Thank you!

Valerie

 

Valerie Vogel Program Manager

EDUCAUSE
Uncommon Thinking for the Common Good
direct: 202.331.5374 | main: 202.872.4200 | educause.edu

 

May 1, 2012 | Gail Schaplowsky

Hello!

 

I’m looking for examples of campus-wide printing policies.  We’re in the process of drafting a policy which states the purchase of desktop printers is no longer allowed, and networked printers or multi-functional printing devices must be used instead.  There will be guidelines for exceptions to the policy, but for the most part, we’re interested in being more sustainable in our printing practices and, of course, saving money.  We anticipate plenty of pushback, so we want to craft the policy very carefully. 

 

If your university has a policy you’re willing to share, along with any information on how you implemented the policy, such as written communications, I would really appreciate it if I could see what you have.

 

...

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