On-The-Job Training (OJT)

Guidelines
for BS-Information Systems Students
SY 2014-2015

Table of Contents
I.
Foreword ............................................................................................................. 3
II. Definition of Terms .............................................................................................. 3
III. Selection of Host Company ................................................................................ 4
IV. Changing of OJT Host Companies .................................................................... 5
V. Expected Work Ethic for OJT Students ............................................................ 5
VI. Expected Skills from the OJT Students ............................................................ 5
VII. Proper Decorum .................................................................................................. 7
VIII. Range of Sanctions ............................................................................................ 8
IX. Responsibilities of the Host Companies ........................................................... 9
X. On-The-Job Trainees Income...........................................................................10
XI. Pre-Requisites for On-The-Job Training..........................................................10
XII. Rendering of OJT Hours ...................................................................................10
XIII. OJT Deadlines and Deliverables ......................................................................10
XIV. OJT Grading System .........................................................................................11
XV. OJT Procedures Flowchart ...............................................................................12
XVI. Implementation and Promulgation ...................................................................15

Appendixes

IS-PRAC OJT Endorsement Request Form .............................................................16

IS-PRAC OJT Information Update Form ..................................................................17
IS-PRAC OJT Daily Time Record .............................................................................18
IS-PRAC OJT Evaluation Form .................................................................................19

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IS-PRAC On-the-Job Training Guidelines

I.

Foreword
On-the-Job-Training (OJT) is a joint venture between the Information Systems Program (ISP)
and a recognized Host Company to give BS - IS students an authentic business - IT work
experience.
The OJT component of the Information Systems Program is 500 hours in length and should
be completed in one term. The OJT activities aim to provide knowledge, skills, and attitudes
through daily contact with instructors, supervisors and seniors in the workplace. Trainees
hired under this program will be subject to the same personnel policies, rules and regulations,
and, if possible, be accorded the same benefits as other employees of the company.
The objectives of the ISP for OJT are as follows:
1.
2.
3.
4.
5.

To provide students with practical hands-on job experience and occupational training;
To augment the theoretical knowledge gained by students from the learning institution;
To acquaint students with the latest business-IT technology used in the industry;
To expose students to industry business-IT practices;
To prepare students to become efficient, flexible and trainable in their workplace.

The trainee's progress under an OJT program will be monitored by the BS - Information
Systems Programs OJT Coordinator and / or the Chairperson to ensure proper supervision,
training, and compliance with the OJT guidelines. Likewise, the OJT Coordinator and / or
Chairperson, through proper communications, might consult concerned Human Resource
personnel or the Immediate Supervisor from the Host Company for the same purpose.
II.

Definition of Terms
Trainee Refers to a BS IS student undergoing on-the-job training with a
selected Host Company.
Host Company A government or private company/agency that provides onthe-job training to BS IS students under the guidelines and responsibilities
stated in this document.
Immediate Supervisor (IM) Refers to the immediate company supervisor (or
its equivalent) of the trainee.
College, Academe Refers to De La SalleCollege of Saint Benilde

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IT skills Information Technology skills (systems development, systems

analysis and design, and project management skills)
ISP Information Systems Program
OJT Coordinator Person primarily in-charge of the Practicum Program
CPO Career and Placement Office
MOA Memorandum of Agreement

III.

Selection of Host Company

The main objective of the OJT component of the BS-Information Systems Program is provide
the students with the chance to apply the skills, knowledge, and attitudes learned in the
College within a corporate environment. To accomplish this purpose, the OJT Coordinator
has the right to choose, approve, and endorse which company she/he thinks might be
suitable for the BS-Information Systems students.
The approval of Host Companies shall be based on the following:
1.
2.
3.
4.
5.

Large-scale and Medium-scale

PHP 5 Million Capitalization
Brick and Mortar (office) with at least 30 office personnel
Opportunity to use IT skills in OJT or has an IT Department
Company track record with the College

Disapproval can be based on but not limited to the following:

1. Family owned - if a member of the EXECUTIVE COMMITTEE or BOARD OF
DIRECTORS of the PRACTICUM OFFICE is related to the PRACTICUM TRAINEE up
to the 4th degree of consanguinity
2. Small scale companies (less than 30 formal office personnel)
3. Host Company or OJT Work requires a virtual office or telecommuting
4. Gaming / Entertainment centers, shops, cafs, eateries, etc.
5. Companies that have no connection to the BS-IS course.
6. Operations work in Call Centers.
7. Unfavourable track record with the College or School
8. Location of the Host Company or Practicum Office is outside Metro Manila.
To avoid security issues, logistics issues, communication problems, and other practical
concerns (i.e., travel time, effort, financial) between the on-the-job trainees, ISP, and
the Host Company, OJT students will not be allowed to take their OJT in locations
outside Metro Manila.

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IV.

Changing of OJT Host Companies

Once accepted by the Host Company, OJT Students / Trainees are expected to complete the
entirety of his required OJT hours in that company. Changing of Host Company after explicit
acceptance of the trainee and the Host Company of the engagement will constitute to the
invalidation of all the Trainees credited hours. Furthermore, the trainee is required to:
a. Procure a Letter of Acknowledgement from his previous Host Company stating that
he/she is released from the OJT Engagement; and
b. Submit a Letter of Explanation addressed to the OJT Coordinator as justification for
the change in OJT Engagement.
c. Commence the process of Host Company approval as stated in the Guidelines for
the new Host Company.
These deliverables should be submitted to the OJT Coordinator within one week after the
termination of the engagement.

V.

Expected Work Ethic for OJT Students

The BS IS OJT students are expected to:
1.
2.
3.
4.
5.

Be courteous at all times.

Be well groomed.
Stay away from office politics and gossip.
Frequently update ones superior on progress.
Present at least two options as solutions based on proper analysis when
reporting a problem.
6. Be punctual (if possible arrive at least 15 minutes before office hours.)
7. Ask questions to understand requirements and take notes of all agreements.
8. Avoid undue intimacy with officemates.
9. Give credit to all who helped and supported their work.
10. Deliver quality work at all times.
11. Know and follow company rules and regulations.
12. Attend all school or program assemblies/meetings as required by the ISP.
13. Abide by Host Companys Company Policies and Code of Conduct.
14. Abide by the Student Handbook of the College.

VI.

Expected Skills from the OJT Students

1. Knowledgeable and Competent in the following IT Skill areas:
A. Given an organizations work process, is able to carry out system analysis
and system design using appropriate documentation and analysis
techniques and tools.

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B. Given an organizations work process, is able to recommend IT system

solutions to increase productivity and efficiency of work.
C. Given a basic systems need, is able to prepare and execute an IT project
plan and monitor its execution interactively until system goals are met.
D. Given the requirements of an office, is able to research (books, trade
magazines, experts, Internet, application demos) and specify software
applications and network setup for the office.
E. Given a designed process flow and requirements documentation, is able to
develop working and robust modules using a programming language.
F. Given an organizations strategic direction and existing work process, is able
to recommend streamlined process and the application of IT tools in these
processes.
G. Able to setup, operate and do basic troubleshooting of a PC, printer and
network.
H. Able to continuously update oneself in business and IT through reading,
Internet research, personal networking, seminars and other personal
development strategies.
2. Good Communicators
A. Fluent in spoken and written business English.
B. Can deliver an effective IT-supported presentations supported by
documents, spreadsheets, databases, user interfaces and graphics.
C. Can interview a customer or IT user and understand and document his/her
business needs.
D. Can coach a user on the effective use of a software application.
E. Can translate user requirements to technical requirements.
3. Effective Collaborators
A. Able to work well alone and with a team.
B. Able to lead and participate in a workgroup meeting for planning, problem
solving and monitoring of a project.
C. Able to participate effectively in an international e-mail discussion group,
following netiquette.
D. Able to come up with recommendations after post-mortem.
4. Professional and Ethical
A.
B.
C.
D.
E.

Courteous and knowledgeable in business etiquette.

Delivers commitments on schedule with the required quality.
Has initiative and is resourceful.
Punctual for appointments.
Complies with the IT code of ethics and basic business ethics principles.

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F. Complies with the Host Companys Company Policies and Code of Conduct.
G. Complies with the policies stipulated in the Student Handbook of the
College.
5. Possess Benildean Core Values
A. Creative in approaches to problems.
B. Filipino in ideals.
C. Deeply rooted in faith.
VII.

Proper Decorum
All OJT students are expected to maintain proper decorum, good manners and right conduct
at all times in their workplaces. They will be held responsible for their actions, particularly if it
will harm the reputation of the Program, the School, or the College.
Any OJT student who will be found guilty of, but not limited to, the following offenses, shall be
subject to disciplinary action as stipulated in the Student Handbook and/or termination of the
on-the-job training in the chosen company:
1. Making malicious, obscene, libelous, fabricated or unsubstantiated
statements about a person or any personnel in the academe or Host
Company.
2. Use of ridicule or derogatory labels when addressing/calling academe and
industry personnel.
3. Use of offensive language.
4. Failure to regularly update the time record.
5. Repeated and unjustified failure to submit required documents according to
deadlines.
6. Absence for at least a week without prior notice or arrangement with the
immediate supervisor from the workplace, except for emergencies.
7. Repeated unjustified absence or habitual tardiness in the workplace.
8. Transaction of business (i.e., selling of tickets, books, pirated hardware and
software products) with academe and industry personnel.
9. Unjustified disclosure of confidential information concerning the program,
school, college, or Host Company to unauthorized persons or agencies.
10. Promotion or participation in gambling during office hours.
11. Unjustified refusal to cooperate in the implementation of courses of action
agreed upon by program, school, college, or selected company.
12. Acts of disrespect in words, gestures, signs, or deeds, which ridicule any
personnel, visitor, or guest of the Program, School, College, and Host
Company.
13. Smoking within the non-smoking area.
14. Provoking violence.

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15. Consistently depriving the Immediate Supervisor of information necessary

for decision-making by the academe or Host Company.
16. Repeated intentional failure to coordinate or report any activities, decisions,
or plans to his/her Immediate Supervisor of matters relating to the OJT
engagement.
17. Vandalism, destruction of property or equipment belonging to any personnel
or visitor of the College or Host Company.
18. Misuse of evaluation forms or tampering with official records or documents.
19. Any action which leads to the discredit of the Colleges or Host Companys
name.
20. Sabotaging activities.
21. Public display of intimacy within the workplace which offends or tends to
offend the sensibilities of the office personnel, or which may be deemed
improper, vulgar, repulsive, or immoral.
22. Indecent acts or willful indecent exposure.
23. Romantic or sexual involvement with any office personnel or fellow OJT
student.
24. Submitting another persons work as ones own, dishonesty, plagiarism,
forging, falsifying, or tampering with related on-the-job training documents,
intentionally making false statements or misrepresentations of material facts.
25. Practicing or attempting to practice any deception or fraud in connection with
the OJT engagement.
26. Unauthorized drinking of alcoholic or intoxicating beverages within the
workplace, or entering the workplace in an intoxicated state.
27. Unauthorized collection or exaction of money, checks, or other instruments
of monetary equivalent, matters pertaining to the College or Host Company.
28. Direct assault or attempt to inflict bodily injury to any personnel in the
workplace or College.
29. Grave threats, intimidation, or coercion against any personnel in the
workplace or College.
30. Sexual harassment.
31. Causing public scandal.
32. Stealing or attempting to steal.
33. Illegal possession of drugs or deadly weapons.
34. Accessing a record or file without authority.
VIII.

Range of Sanctions
Depending on the gravity of the offense and the decision of the OJT Coordinator, any or all
sanctions of an infraction may apply:
A.
B.
C.
D.

A written apology to the College and the Host Company.

Repetition of the OJT seminar.
Termination from the OJT Engagement.
Invalidation of the OJT Engagement and forfeiture of the OJT hours.

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E. Suspension from DLS-CSB or as stipulated in the Student Handbook

Guidelines and the Office of Student Behavior.

IX.

Responsibilities of the Host Companies

The Information Systems Program expects that:
1. During the on-the-job training, there shall not be any use of forced labor,
whether in the form of indentured labor, bonded labor or otherwise.
2. Every OJT student shall be treated with respect and dignity. No OJT student
shall be subject to any physical, sexual, psychological or verbal harassment
or abuse.
3. No OJT student shall be subject to any discrimination in conduct of on-thejob training, including hiring, salary, benefits, advancement, discipline,
termination, on the basis of gender, race, religion, age, disability, sexual
orientation, nationality, political opinion, or social or ethnic origin.
4. The Host Company shall provide a safe and healthy working environment to
prevent accidents and injury to health arising out of, linked with, or occurring
in the course of on-the-job training or as a result of the operation of Host
Company facilities or equipment.
5. The Host Company will comply with the requirements of the OJT Program of
the ISP regarding the submission of documents required by the student to
fulfill the OJT Engagement.
6. Except in extraordinary circumstances, OJT students shall not be required to
work more than 40 hours per week with more 4 hours overtime per day.
7. OJT hours may be rendered from 7am-9pm, Mondays to Saturdays.
8. The Host Company must maintain an on-going commitment to the principles
of excellence in training the OJT students. The ISP aims to ensure that
barriers and impediments to OJT training will be eliminated and
opportunities for training and career enhancement will be provided to all OJT
students.
9. If deemed necessary by the Host Company, additional training should be
given to OJT students at minimum or no cost.
10. Detailed instructions will be given to OJT students through, but not limited
to, coaching, mentoring and conduct of orientation.
11. OJT students should be regularly evaluated.
12. Students shall not be limited to doing only the following non-Business-IT
work:
a. Clerical work (i.e., telephone/equipment operator, encoder),
b. Commission salespersons,
c. Recruitment Work, or
d. Seasonal work, occupations requiring licensing as a prerequisite for
hiring, and piecework basis.

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X.

On-The-Job Trainees Income

Under OnThe-Job Training (OJT), the trainees might receive a pay or allowance, depending
on the policies of the Host Company. Although the Host Company is not obliged to give
compensation to the BS IS OJT students, the Host Company must still shoulder expenses
related to company projects. In addition, the Host Company should consider compensation
of the BS IS OJT students if the Host Company will require the students to work overtime
during holidays and non-working days. However, this should be done only upon the approval
of the concerned students and their parents/guardians.

XI.

Pre-Requisites for On-The-Job Training

Before a student takes his/her on-the-job training, he/she must have:
1. Completed the Career and Placement Offices (CPO) OJT Seminar.
2. Enrolled in IS-PRAC.
3. Secured approval from the OJT Coordinator of the Host Company through
approval of the Request for Endorsement Letter form.
*The Information Systems Program will not recognize the unofficial, unapproved or
advanced conduct of on-the-job training.

XII.

Rendering of OJT Hours

The following are the hours accreditation breakdown of IS-PRAC:
CPO Seminar and Orientation
IS-PRAC Kick-Off Assembly
Student Portfolio
Final Report
IS-PRAC Post-Mortem Assembly
Contact Hours
TOTAL

XIII.

25 hours
5 hours
32 hours
30 hours
8 hours
400 hours
500 Hours

OJT Deadlines and Deliverables

IS-PRAC has two Deadlines with corresponding deliverables, detailed as follows:
1. Initial OJT Requirements Submission
a. CPO OJT Training Certificate/Clearance
b. Pink Form from CPO

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c.
d.
e.
f.
g.
h.
i.

Updated Resume with 2x2 or passport-size colored photo

Company Acceptance Letter
Host Company Profile
DTRs (as of date of submission)
OJT Information Update Form (with 1x1 colored photo)
Signed Memorandum of Agreement
Pre-Final Evaluation Form from Immediate Supervisor (signed and sealed)

2. Final OJT Requirements Submission

a. Final Report
b. Final Evaluation Sheet (signed and sealed)
c. Company Certificate of Completion
d. Remaining DTRs (after initial submission)
e. Student Portfolio CD

*Failure to submit any of the above mentioned requirements can result to a failing grade in
OJT.

XIV.

OJT Grading System

The following are the components of the Final Grade in IS-PRAC:
Completion of All Documents
CPO Seminar and Orientation
IS-PRAC Kick-Off Assembly
IS-PRAC Post-Mortem Assembly
Pre-Final Evaluation
Final Evaluation
Student Portfolio
Final Report
TOTAL

10%
10%
5%
5%
10%
30%
15%
15%
100%

*Failure to submit any of the above mentioned requirements can result to a failing grade in
OJT.

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XV.

OJT Procedures Flowchart

Attend the IS-PRAC Kick-off General Assembly on the term

PRIOR to enrollment in OJT.
On the term PRIOR to enrollment in OJT: Apply for and attend the
Scheduled OJT Seminar, Orientation and Counseling Session
conducted by the CPO. Secure the OJT Seminar Completion
Certificate and Pink Clearance Slip from CPO.

Download or Secure the OJT Guidelines from

isp-ojtgroup@yahoogroups.com

Find / search for a company that fits the OJT guidelines

(potential Host Company)

Submit the following to the IS secretary to secure an

Endorsement Letter:
CPO Training Certificate and Clearance Slip (pink form)
Company Profile
Photocopy of EAF (with proof of enrollment in IS-PRAC)
IS-PRAC OJT Endorsement Request Form with details of
potential Host Company (The student may opt to submit more
than one endorsement request form if desired)
Printout of the Memorandum of Agreement (leaving the Host
Company details and Signatories blank)

Approved by IS / ISPRAC Coordinator?

No

Yes

A
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Check the status of your company request with the IS secretary and claim
the Endorsement Letter and Memorandum of Agreement
(Endorsement Letter and Memorandum of Agreement will be released after
a maximum of 3 days after approval of your company)

Set an appointment with the contact person of your company for you to
present your Endorsement Letter, Resume and Application Letter and ask the
HR representative to sign the Memorandum of Agreement

OJT Terms as stated in

the IS-PRAC OJT
Guidelines Accepted by
the Company?

No

Yes

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C
Request for an Acceptance Letter from the company (using your Host
Companys letter head) and have it signed by the Host Companys HR
representative and start your contact hours.

Request for your Pre-Final Evaluation with your Immediate Supervisor and if
possible, request for a feedback discussion on your points for improvement.

Accomplish your long brown OJT Envelope with the following format:

Submit the Initial OJT Requirements in your OJT envelope to the IS

Secretary on the Saturday before the start of the Midterms examination week:
(Check announcements for specific deadline)

D
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D
Complete your OJT Hours and OJT Final Requirements

Request for a feedback discussion from your Immediate

Supervisor regarding your OJT Performance

Submit the Final OJT Requirements in your OJT Folder to the IS

Secretary on or before the Saturday of the 11th week of the trimester:
(See announcements for specific deadline.)
Trainee should have finished the required hours by this time (see
OJT Guidelines)

Attend the IS-PRAC Post-Mortem General Assembly

XVI.

Implementation and Promulgation

The courses of action contained in these guidelines are effective immediately and will
continue until otherwise amended or revoked. Further, the Information Systems Program
authorized personnel has the right to regularly promulgate these guidelines to maintain order
and proper guidance. The OJT students will be informed of, and shall be required to, obey
these rules and regulations after its dissemination.

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IS-PRAC OJT Endorsement Request Form

Date Filed:

Please fill out completely:

Student

Information
Name

ID Number
Land line Number
Mobile Phone Number

Company

Information
Name

Address
Nature of Business
Name of Contact Person
Position
Land line Number
Mobile Phone Number

Procedure:
1. Attach the OJT Training Certificate from CPO &
Company Profile
2. Attach a photocopy of your EAF with IS-PRAC
reflected
3. Submit this form to the secretary. Only properly and
completely filled out forms will be processed.
4. Claim your endorsement letter (if approved) after 2
3 days.

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Company approved by
Mr. Angel Martin S.
Manalansan
IS-PRAC Coordinator

Signature

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IS-PRAC OJT Information Update Form

Date Filed:

1 x 1
Colored
Recent Photo

PERSONAL
Name
Address
Land Line Number
Mobile Phone Number
Email Address

COMPANY
Name
Address
Land Line Number
Mobile Phone Number
Nature of Business
Department assigned to
Supervising Officer
Position

WORK
Date Started
Schedule
Job Description

Accomplishments1

Received by IS Secretary:
Date:

Certified by Supervisor:
Date:

Please attach a separate sheet if necessary.

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IS-PRAC OJT Daily Time Record2

OJT Trainee:
Host Company Name:
For the Month of:

Date

Time

Accomplished Task
In

Out

No. of
Hours
Served

Confirmed
by
(signature)

Total Hours3
_____________________
OJT Trainee
Signature over Printed Name
2
3

_____________________
Trainees Supervisor
Signature over Printed Name

Give your accomplished DTRs to the Information Systems Program during the initial and final requirements submissions.
Lunch break and other breaks should not be counted in the Hours Served column.

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IS-PRAC OJT Evaluation Form

OJT STUDENT
Name
Total OJT Hours
For the period covering:
BRIEF DESCRIPTION OF WORK DONE DURING THE RATING PERIOD

GENERAL EVALUATION OF THE OJT TRAINEE

SUGGESTIONS/POINTS FOR IMPROVEMENT

EVALUATOR
Name
Position/Role
Department
Signature
Date Accomplished:
Tel No
Email Address

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Instructions: This evaluation form gives you an opportunity to express your assessment about the overall
performance of the OJT Student. Please indicate your evaluation by encircling the weight value provided below for
each item in the performance factor. Kindly seal this in a long white envelope with your signature on the seal.

Performance
Factor
Quality of Work
Quantity of Work
Job Knowledge
Communication
Skills
Initiative and
Resourcefulness
Dependability

Cooperativeness
Code of Conduct
Leadership

Description
This factor measures the students performance in line with acceptable quality of
work. General measures of quality are thoroughness, accuracy and neatness.
This factor considers the volume of work completed by the student in the given
time under normal working conditions.
This appraises the extent to which the student possesses the knowledge and
understanding of the job and related areas as well as the necessary skills.
This factor considers the ability of the student to accurately express his/her
ideas, whether in written or verbal form.
This factor considers the extent to which the student sees and applies better
ways and means to achieve his work objectives and to further improve his work.
This factor appraises the degree to which the student can be depended upon to
complete assignments within deadlines and the degree to which he follows
through on a job despite obstacles.
This factor appraises how the student works and deals with his co-employees as
well as participates in joint or group endeavors.
This factor appraises how the student has demonstrated proper and ethical
conduct as per Company Policies and Regulations.
This measures the effectiveness of the employee in influencing his peers/staff
toward attainment of unit/department goals.

Performance Factor

Quantitative Evaluation
(please take note that 70% is the passing grade)
Satisfactory
Outstanding
Very

Poor

80

Needs
Improvements
70

Quality of Work

100

Satisfactory
90

Quantity of Work

100

90

80

70

50

Job Knowledge

100

90

80

70

50

Communication Skills

100

90

80

70

50

Initiative and

100

90

80

70

50

Dependability

100

90

80

70

50

Cooperativeness

100

90

80

70

50

Code of Conduct

100

90

80

70

50

Leadership

100

90

80

70

50

50

Resourcefulness

Comments to Support Quantitative Evaluations

Evaluator / Supervisor
Role/Title:

Signature Over Printed Name

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