2021 Stabilization Funding Guideline EarlyON Child and Family Centres
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2021 Stabilization Funding Guideline EarlyON Child and Family Centres Released July 2021
Table of Contents Purpose .................................................................................................................................... 3 Overview ................................................................................................................................... 3 Outcomes ................................................................................................................................. 3 Stabilization Funding Categories............................................................................................ 3 Health and safety ................................................................................................................... 4 Repairs and maintenance ....................................................................................................... 5 Equipment and materials ........................................................................................................ 6 Technology ............................................................................................................................. 7 Promotion, marketing, and outreach materials........................................................................ 7 Organizational capacity .......................................................................................................... 8 Eligible Expenses .................................................................................................................... 8 Ineligible Expenses .................................................................................................................12 Provider Access to Funding...................................................................................................12 Reconciliation Process & Recovery of Unused funds .........................................................13 Contact Us ...............................................................................................................................13 Appendix A: Considerations for EarlyON Environments ...................................................... i How Does Learning Happen? Ontario’s Pedagogy for the Early Years..................................... i Barrier-Free and Universal Design ........................................................................................... i Self-Regulation ......................................................................................................................... i Appendix B: Access to Funding Using GovGrants Technology ..........................................iii References ...............................................................................................................................iv EarlyON Centres: 2021 Stabilization Funding Guideline 2
Purpose This guideline provides key information for EarlyON service providers about the 2021 stabilization funding. Overview Continued investment in the child and family program sector presents a tremendous opportunity to transform the Early Years and Child Care (EYCC) system in Peel where the goal is that all children and their families thrivei. As you operate EarlyON programs, it is important that these program spaces are current and reflect the complex and changing needs of Peel’s children and familiesi. The 2021 stabilization funding supports you in reopening and operating in-person programs that meet the requirements of the COVID-19 Enhanced Health and Safety Protocols for Early Years and Child Care Settings and continuing to provide environments that reflect the principles of How Does Learning Happen? Ontario’s Pedagogy for the Early Years (HDLH), self-regulation, barrier-free and universal design principles. Outcomes 1. Deliver high quality programming | Provide programs that meet enhanced health and safety protocols within an environment of an active coronavirus (COVID-19). Provide further support to program staff in embedding HDLH in program environments and delivery (e.g., program space, material, family engagement, child development, documentation etc.)i. 2. Increase access | Support overall health and well-being of families through increased access to EarlyON Centres where more families have safe and secure and learning-rich environments in which to support their children birth to six years in achieving their mental and physical potential. 3. Enhance accountability | Foster a consistent understanding of the roles, responsibilities and accountabilities of all parties involved in projects approved for Stabilization Funding through implementing transparent funding and procurement processesi. Stabilization Funding Categories The information that follows provides an overview of the stabilization funding categories: 1. Health and safety 2. Minor repairs and maintenance 3. Equipment and materials 4. Technology 5. Promotion, marketing, and outreach materials 6. Organizational capacity EarlyON Centres: 2021 Stabilization Funding Guideline 3
Health and safety To ensure that EarlyON indoor and outdoor programs meet the requirements of the COVID-19 Enhanced Health and Safety Protocols for Early Years and Child Care Settings, you can consider the following: • Personal protective equipment (PPE) supports | PPE are medical (surgical/procedural) and non-medical face masks, eye protection (i.e., face shield, goggles, wrap-around safety glasses), and gloves. The COVID-19 Enhanced Health and Safety Protocols for Early Years and Child Care Settings gives guidance on when staff and families should wear PPE (masks and eye protection) while in the EarlyON setting and recommends the use of PPE (masks, face shields, gloves) when cleaning up bodily fluids or blood if there is a risk of splashing and following the manufacturer’s direction for PPE use when disinfecting. Hand sanitizer is added to this category for its identified role in helping to maintain hand hygiene as being essential for infection control. You should prioritize creating sufficient inventory of PPE by purchasing eligible PPE items (medical masks, gloves, hand sanitizer, eye protection such as face shields, goggles, and wrap-around safety glasses) for ongoing operations. You may access the Government of Ontario’s Directory of PPE Suppliers for purchasing PPE. • Enhanced staffing | The enhanced health and safety protocols for indoor and outdoor programs may require new staff and/or increased staff time to implement the requirements which can include time to deep clean and perform ongoing cleaning and disinfection, administrative duties associated with pre-registration, screening and in-person sign-in. Operating programs in an environment of an active coronavirus (COVID-19) may impact the amount of time being used by staff due to illness or wait times for COVID-19 testing and alternative diagnosis from health care providers. Health and safety support for EarlyON indoor and outdoor programs may also support staff wages and mandatory benefits for new/existing and supply staff to perform duties required to support the implementation of enhanced health and safety protocols. EarlyON Centres: 2021 Stabilization Funding Guideline 4
Repairs and maintenance • Minor capital | The stabilization funding can support minor capital expenses including minor capital work required to meet enhanced health and safety protocols. • Enhanced cleaning | To ensure that EarlyON Centres that reopen for indoor programs meet requirements of the COVID-19 Enhanced Health and Safety Protocols for Early Years and Child Care Settings, you should prioritize the purchase of eligible enhanced cleaning sanitation supplies (e.g., steam cleaners, vacuums, paper towels, soap, bleach and other cleaning and disinfecting products) or contract for professional cleaning services. Cleaning and disinfection materials and supplies will also support the cleaning and disinfection of outdoor program materials. Enhanced cleaning and sanitation will support infection prevention and exposure control measures that includes screening, general sanitary precautions, and outbreak management procedures for indoor and outdoor program operation. • Minor repairs and maintenance | Enhancements to program spaces to better support families and refresh the program environment to create more inviting and usable spaces for families and staff. An inviting and functional space that includes thoughtful design and surfaces will support staff, parents, caregivers, and children to use the space with ease, comfort, and purpose. • Procurement | To ensure that costs are aligned with fair market commercial rates, all services must be procured via a fair and transparent process. This includes but is not limited to services for contractors. Preferred vendors may be selected provided they are procured and that rates align with industry standards. Agreements with the chosen contractor are required to be defined through an applicable Canadian Construction Documents Committee (CCDC) agreement. You are required to obtain three (3) quotations for items and projects that cost $5,000 and over when the item and project is not being completed by an approved school board contractor. Quotations for items or projects $5,000 and over should include: o Name of company or individual providing the service; o Customer/client name and address; o Reference/quotation number; o GST/HST number; o Date and length of time for which quote is valid; o Description/scope of work involved and amounts; o Total cost, plus tax amount = Total cost after tax; and, o Payment terms. EarlyON Centres: 2021 Stabilization Funding Guideline 5
Any work procured and/or conducted at a non-arms length transaction will not be eligible for funding. A non-arms length transaction is a transaction between persons who were not dealing with each other at arm's length at the time of the transaction. This includes transactions between people who are related, such as members of a family, or anyone connected by blood relationship, marriage, or adoption legal or in fact. • Considerations for minor repairs in school based EarlyON locations | EarlyON Centres located in schools will need to procure all minor renovation services through an approved school board contractor. Materials must align with school board standards where applicable. You should first liaise with the school principal and thereafter facilities administration staff, where applicable, to follow the board process and associated timelines for the completion of these minor renovations. When the school board selects a vendor to undertake a project, you should direct all communication through school board facilities administration staff who can contact the vendor if needed. Examples of items that must go through the board process are a buzzer/intercom system, relocating EarlyON items within a school due to a change in space, structural changes (e.g., new flooring, plumbing/electrical), painting, air conditioning, and the installation of items affixed to the space (e.g., cupboards, change tables, hooks etc.). The purchase of program materials and equipment (e.g., toys and moveable furnishings) that do not require board installation do not need to be pre-approved by the school board. You, however, should keep the school principal informed of major deliveries and consult prior to the purchase of items that require significant usage of plumbing or electrical. During COVID-19, communication with the school principal and other staff (i.e. janitorial staff) is particularly important if special access is required for deliveries or EarlyON staff. Otherwise, you can direct deliveries to the dedicated entrance of the EarlyON Centre and therefore minimize or eliminate any contact with the rest of the school. You should request access through the school principal to set up program space or to access items outside of the centre’s hours of operation. This is particularly applicable when restrictions (e.g., limited capacity, contact tracing, EarlyON closure, etc.) are in place due to COVID-19. Equipment and materials Maintaining a suitable supply of equipment and materials for ongoing operations of indoor, outdoor, and online programs and services is essential to a quality experience for families and staff. You may purchase replacement and additional play-based materials and supplies to ensure that children have access to play and inquiry-based learning opportunities and experiences that promote developmental health, well-being, and the development of fundamental movement skills. Consider the dimensions of diversity to enhance the features of the physical environment to increase a sense of belonging for parents, caregivers, and children of every ability level, language, cultural EarlyON Centres: 2021 Stabilization Funding Guideline 6
background, sexual orientation, gender identity, gender expression, or other attributes. Safe and welcoming environments will encourage families to attend and fully participate in EarlyON programs. Outdoor programs are an important component of the service delivery model EarlyON programs. You may require equipment and materials to create or enhance exploration of outdoor spaces that invite and support parents, caregivers and children to challenge their physical and creative abilities, enhance social skills, develop their understanding of natural elements, and build connections with the outdoors through meaningful experiences. It is important to keep the enhanced health and safety protocols in mind when purchasing equipment and materials for in-person programs (e.g., programs may require additional containers for collecting used toys and materials, storage containers, and non-porous toys and materials that are easy to clean). Please Note: While you can plan for post COVID-19 environments using the information in Appendix A (HDLH, barrier free and universal design and self regulation), it is imperative that you meet the requirements of the COVID-19 Enhanced Health and Safety Protocols for Early Years and Child Care Settings for as long as the protocol is effective. Technology Appropriate technology to enable and enhance the operations of indoor, outdoor, and online EarlyON programs and services may require you to replace existing equipment or purchase additional equipment to meet the growing demands of efficiency, productivity, and communication. You can purchase equipment to enable staff to provide online programs, use electronic information, e- resources, and e-learning, and increase their capacity to support families and efficiently connect them to other services. The use of technology will support funding administration, program registration, agency reporting, and help facilitate data collection and parent engagement. Promotion, marketing, and outreach materials As you continue to provide online programs and reopen indoor and outdoor programs as part of the provincial reopening framework, Roadmap to Reopen, you may need materials to promote, market and engage in outreach activities to build awareness and magnify the presence of EarlyON programs and services available to Peel families. You can consider EarlyON indoor and outdoor signage, digital marketing, branded displays/banners, promotional items, and staff EarlyON branded shirts and jackets, etc., as materials for promotion and outreach. EarlyON Centres: 2021 Stabilization Funding Guideline 7
Materials must adhere to the Visual Identity Guideline. All designs/artwork for EarlyON signage and promotional materials must be sent to us for approval prior to production. For available agency specific templates, inquiries, and submissions please contact earlyon@peelregion.ca. Organizational capacity The COVID-19 pandemic has had significant impact on how organizations operate. Organizations have been prompted to seek the requisite expertise to support the review of their agency policies and employee contracts to ensure alignment with the impacts and new organizational considerations brought to the forefront by the pandemic. 2021 stabilization funding may be used to contract expert services such legal, policy, and Human Resources to review and update your agency's EarlyON policies and employee contracts to ensure sound practices. Eligible Expenses Table 1 outlines eligible expenses for the stabilization funding. Table 1: Eligible expenses for stabilization funding Expense Description/Examples Considerations Category Health and • Personal protective equipment (PPE): • The Ontario Together Portal has a safety o Prioritize the purchase of eligible PPE Workplace PPE Supplier Directory items (medical masks, gloves, hand that lists Ontario businesses that sanitizer, eye protection such as face provide PPE. shields, goggles, and wrap-around safety glasses) to meet the COVID-19 Enhanced Health and Safety Protocols for Early Years and Child Care Settings. • Increased staffing needs (screeners, • Additional staff costs for meeting cleaners, program staff): the requirements of COVID-19 o Support staff wages and mandatory Enhanced Health and Safety benefits for new/existing staff to perform Protocols for Early Years and duties required to support the Child Care Settings. implementation of enhanced health and safety protocols. This can include wages for staff to deep clean centres that are reopening for indoor programs and mandatory benefits for any supply staff required to cover staff shifts for staff unable to work due to illness or vacation. EarlyON Centres: 2021 Stabilization Funding Guideline 8
Table 1: Eligible expenses for stabilization funding Expense Description/Examples Considerations Category Repairs and • Minor capital: • Hand sanitizer touch free maintenance o Support minor capital expenses including dispensers and plexi-glass. minor capital work required to meet enhanced health and safety protocols. • Enhanced cleaning supplies: • Disinfectants with a Drug o Prioritize the purchase of eligible Identification Number (DIN) and enhanced cleaning sanitation supplies labelled as a broad-spectrum (e.g. steam cleaners, vacuums, paper viricide. Low-level hospital grade towels, soap, bleach, other cleaning and disinfectants may be used. disinfecting products, etc.) or • Disinfectants approved for use on professional services (e.g. deep clean or COVID-19 on Health Canada's disinfecting of EarlyON Centres that will website. reopen for indoor programs) to meet • Bleach water solution as seen in enhanced health and safety protocols. the Disinfection Chart for Receipts must be retained for proof of EarlyON Child and Family deep clean. Centres. • Minor repairs and maintenance*: • Reflect diversity and inclusion o Paint, storage, cubbies, and decorative • Reflect universal design (e.g., items (e.g., planters, mirrors). equitable use; flexible; simple and o Replacement of kitchen/bathroom sinks, intuitive; perceptible information; toilets, carpeting, floors, and window tolerance for error; low physical coverings (as stipulated in lease). effort; and size and space for o Enhance accessibility to support parents, approach and use). caregivers, and children of every ability • Support Continuous Quality level (e.g., accessible washroom). Improvement (CQI) stated goals. o Structures and materials that support • Align to Accessibility for Ontarians increased access or visibility of the with Disabilities Act (AODA). program (e.g., signage). • Create inviting and functional o Creating private space for consultations spaces and other uses (e.g., infant feeding). • Meet safety standards (e.g., CSA certified). EarlyON Centres: 2021 Stabilization Funding Guideline 9
Table 1: Eligible expenses for stabilization funding Expense Description/Examples Considerations Category Equipment • Commercial grade supplies, books and • Include materials that reflect and materials toys that support the development and diversity, inclusion, and HDLH to curiosity of children and encourage support the delivery of EarlyON exploration, play, and inquiry (e.g., art programs. materials, blocks, musical instruments, • Reflect universal design (e.g., sensory materials, etc.) equitable use; flexible; intuitive; • Furniture (child and adult) perceptible information; tolerance • Fridges, stoves, microwaves; kettles and for error; low physical effort; and bottle-warmers size and space).ii • Storage solutions • Support Continuous Quality • Outdoor toys and materials Improvement (CQI) stated goals. • Non-permanent equipment (e.g., slide, • Offer loose parts. Be open-ended, sports equipment) safe, and durable. • Made of natural materials where possible (limit the use of plastic materials). • Facilitate play, inquiry, and connections to natural elements in outdoor settings. • Support physical literacy practices. • Support outdoor play in all seasons. • Meet safety standards (e.g., Canadian Standards Association (CSA) certified). Technology • Computers (desktops, laptops, and • Provide virtual programs for tablets) for use by staff, parents, and families (e.g., online programs and caregivers consultations). • Accessories such as printers, monitors, • Connect families to resources. modems, and cables • Support Continuous Quality • Wi-fi internet sticks - hardware only (e.g., Improvement (CQI) stated goals. Rogers rocket stick) • Support funding administration and • Costs associated with upgrading space for program registration (e.g., remote internet connectivity GovGrants, OCCMS). • Cameras/video cameras and smart • Support consistent and accurate televisions data collection and reporting. • Enable electronic participant survey. • Enable enhanced analysis of service trends and program outcomes. • Support enhancements to program quality. EarlyON Centres: 2021 Stabilization Funding Guideline 10
Table 1: Eligible expenses for stabilization funding Expense Description/Examples Considerations Category Promotion, • Materials to promote, market and engage • Items must have the focus on the marketing, and in outreach activities to build awareness EarlyON logo and brand. outreach and amplify the presence of EarlyON • Materials must adhere to the Visual materials programs and services available to Peel Identity Guideline. families, such as: • All designs/artwork for EarlyON • Indoor and outdoor signage: signage and promotional materials o Outdoor wall sign must be submitted to us for o Storefront/Plaza sign approval prior to production. For o Welcome sign available agency specific o Window decals templates, inquiries, and o Outdoor fence banner submissions please contact o Sandwich boards earlyon@peelregion.ca. o Vehicle door decals • Do not use food items as EarlyON • Promotion and outreach materials: promotional materials. o Pop-up displays/Pull-up banner • Meet safety standards (e.g., o Branded tents/canopies Canadian Standards Association o Branded flags/sails (CSA) certified), if applicable. o Promotional items - water bottles, hand sanitizer, facial tissue, pens, pencils, post-it notes, sunscreen, bags for transporting items, canvas bags, umbrellas, etc. o Staff name tags o Staff clothing items such as EarlyON branded shirts, jackets, etc. • Digital marketing strategies to reach families Organizational • Contract expert and accredited services to • Adhere to all requirements imposed capacity review and update your organization's by applicable laws. EarlyON policies and employee contracts • Employee training for new policies related to changes resulting from the and procedures. pandemic. This can include: • Sound practices related to o Legal services transition, implementation, review, o Policy consultant and compliance. o Human Resources consultant • Alignment to the vision, mission, and mandate of EarlyON Child and Family Centres. *See Process in School Board Locations to ensure alignment and compliance for school-based locations. EarlyON Centres: 2021 Stabilization Funding Guideline 11
Ineligible Expenses Table 2 outlines expenses for which the stabilization funding may not be used. Table 2: Ineligible expenses for stabilization funding Expense Category Description Staff reimbursements/costs • Retiring bonuses, gifts and honoraria paid to staff, staff (including administrator or owner) travel costs, staff uniform costs, etc. Debt costs • Principal and interest payments related to capital loans, mortgage financing, and interest expenses incurred on operating loans Property taxes • Municipal taxes levies Non-arm's length • A transaction that occurs at non-arm’s length is between two transactions not transacted individuals who are related by blood, marriage, common-law at fair market value partnership, or adoption. When this occurs, the transaction would require extra documents to ensure it has occurred at fair market value. Professional organization • Fees paid as a condition of employment including vulnerable fees and other fees sector/criminal reference checks. • Fees paid on behalf of staff for membership in professional organizations such as membership fees for the College of Early Childhood Educators. • Fees for subscription, membership, and ongoing use of service such as recurring fees that are typically monthly or yearly to access a product, service, or resource. Costs supported through • Costs included in EarlyON budgets, increases in staff hours/costs, EarlyON budget and other human resources costs, administrative costs, major repairs and Region of Peel funding maintenance costs, and training and professional education streams already provided through capacity building activities. • Costs that are supported using other funding programs or grants available through the Region of Peel including the Community Investment Program, unless otherwise authorized by us. Reserve funds • Operating or general reserve funds or other savings. Provider Access to Funding 2021 Stabilization funding will be available to you through the GovGrants technology. You will receive an email with an announcement of the funding/allocation opportunity. See Appendix B for directions on using the GovGrants technology to access this funding stream. EarlyON Centres: 2021 Stabilization Funding Guideline 12
Reconciliation Process & Recovery of Unused funds Stabilization funding must be spent by December 31, 2021. Stabilization funding for EarlyON Child and Family Centres expenditures will be reported at Year End Report as a part of the reconciliation process as seen in Table 3 below through the GovGrants technology. Table 3: Reporting Structure Reporting Period Intended Period Deadline Reconciliation Report January 1 – December 31, 2021 January 31, 2022 As part of the reconciliation process, you are required to send scanned copies of all invoices/receipts for items or projects of $5,000 or more as supporting documents to GovGrants no later than January 31, 2022. You may be requested to submit additional detailed invoices, receipts and/or source documents to validate expenditures reported as requested. Acceptable documentary evidence of stabilization funding expenditures is required to be retained for a period of no less than seven (7) years. We will review total stabilization funding actual expenditures reported at year-end for compliance with eligible expenses as outlined in this guideline. If funds are not used for the purpose(s) intended, if ineligible or non-program-related items are purchased, or if there are unspent funds or a closure of a service provider, all unused funds must be returned to the Region. Once a recovery amount has been finalized for all 2021 stabilization funding, the close out process will be communicated. Contact Us If you have questions related to 2021 stabilization funding for EarlyON Centres, contact earlyon@peelregion.ca. EarlyON Centres: 2021 Stabilization Funding Guideline 13
Appendix A: Considerations for EarlyON Environments How Does Learning Happen? Ontario’s Pedagogy for the Early Years The learning environment is often viewed as "the third teacher" in that it can enhance learning and optimize children’s potential to respond creatively and meaningfullyiii. EarlyON service providers should consider designing the environment from a child’s and parent’s/caregiver’s perspective to include the voices, interests and evolving learning of families, spaces to make pedagogical documentation visible, areas that accommodate individual, small and large groups, placing materials where they are accessible to children, and areas for different kinds of learning and playiii. When preparing the environment, consider selecting equipment and materials that invite children to imagine and explore and that provoke or challenge learning and problem-solving. Equipment and materials should support the various ages and stages of children’s development, be open-ended, and support learning through play and inquiry, accommodate a range of diverse needs and learning styles, reflect the strengths, needs, capabilities, and interests of each child and family, and reflect the various backgrounds (e.g., cultural, linguistic, family structure, socio-economic) represented in the local and broader communityiii. Barrier-Free and Universal Design When designing or making changes to the floor/site plan, EarlyON service providers are encouraged to consider incorporating barrier‐free and universal design elements that make the space accessible, useable, and convenient for everyone regardless of age or ability. This can include designing the space with wider doors and washroom spaces to accommodate wheelchairs, accessible door handles (lever) and buttons (automatic), flat panel light switches, task lighting, clear lines of sight to reduce the dependence on sound, and adequate space for the use of assistive devices or personal assistanceiv. When purchasing equipment and materials, consider design and use elements such as buttons and other controls that can be distinguished by touch, use of meaningful icons with text labels, components that do not require tight grasping, pinching or twisting of the wrist, components that require minimal use of force to operate, and labels in large print on equipment control buttons. Self-Regulation When designing or making changes to the floor/site plan, EarlyON service providers are encouraged to consider incorporating aspects related to self-regulation1v that promote children being in a state of calm, happy, and ready to learniv. Some elements of the learning environment may provide excess sensory stimulation to children who struggle with self-regulation, such as light, sound, movement, texture, furniture layout, smell and visual cluttervi. Broad design recommendations that support a calm 1 Self-regulation is the ability to “inhibit first responses, [and] to resist interference from irrelevant stimulation”. i
state can include separate areas for activities, a withdrawal/escape space, built-in areas for storage to avoid clutter, use of natural light, eliminating light fixtures that strobe or hum, keep patterns, complex detailing and colour palette variations to a minimum, use neutral wall and furniture colours, keeping in mind that wall and furniture colours do not have to align to the colours of the EarlyON logo and brand, and use noise absorbing acoustic panelsvii. When equipping the space with furnishings and play materials, consider moveable storage and screens to decrease clutter and create enclosed spaces, furnishings that provide a sense of quiet and security such as small tents, tepees, pillows, blankets, noise cancelling headphones, rocking chairs, sensory/tactile and fidget toys, pillow seats, and height adjustable work surfacesvii. ii
Appendix B: Access to Funding Using GovGrants Technology Stabilization funding will be available to you through the GovGrants technology. You will receive an email with an announcement of the funding/allocation opportunity. You can access this funding stream by following the steps in the User Guide for GovGrants Technology: Early Years and Child Care Services. iii
References i Planning for EarlyON Child and Family Centres in Peel (2017). Retrieved from https://www.peelregion.ca/children/working/pdf/planning-for-earlyON-centres.pdf ii https://www.udll.com/media-room/articles/the-seven-principles-of-universal-design/ iii https://www.ontario.ca/document/kindergarten-program-2016/learning-environment iv Kuypers, L. M., & Winner, M. G. (2011). The zones of regulation: A curriculum designed to foster self-regulation and emotional control. Santa Clara, CA: Think Social Publishing, Inc v Cook, J.L., & Cook, G. (2009). Self Regulation. In Child Development Principles and Perspectives. Retrieved from https://www.education.com/reference/article/self regulation-development-skill/ vi Shanker, S. (2010). Self Regulation: Calm, Alert, and Learning. Retrieved from https: www.edcan.ca/articles/self-regulation-calm-alert-and-learning/#_ftn5 vii Martin, C. S. (2016). Exploring the impact of the design of the physical classroom environment on young children with autism spectrum disorder (ASD). Journal of Research in Special Educational Needs, 16, 280-283. doi:10.1111/1471-3802.12092/full iv
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