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Learning Guide: Onboarding – AmeriCorps Members MARCH 2016

Introduction

Welcome to City Year! This guide steps you through the process to onboard as a new City Year AmeriCorps member in cyresource, City Year’s instance of the Workday ERP system.

Before your Registration Day, be sure to complete all tasks in Task Groups One through Four. Details are provided below. You will complete Task Group Five after registration.

Be Prepared

Gather the original documents you will need to bring to registration (see Appendix A – AmeriCorps Member Eligibility, Acceptable Documents):

In conjunction with Form I-9 (see Complete Form I-9 below), the following Acceptable Documents: o One item from List A or o A combination of one selection from List B and one selection from List C

Proof of AmeriCorps Eligibility (US Citizen/National or Lawful Permanent Resident)

If you will be under 18 years old on your first day of service, you must present a signed copy of the Under 18 Years of Age document (see Under Age 18 (If Applicable) below).

Also, on your first day, you will need to set up your direct deposit account(s) for payroll and expenses (see Add Payment Elections under Task Group Five). You should bring along either a voided check or a bank letter that includes your bank routing and account numbers.

Tips

It may take up to 30 minutes to complete the Onboarding Process, depending on time to read materials.

Save or print this document, as you will need to consult it throughout the onboarding process.

To ensure smooth onboarding, read all screens carefully.

If you leave cyresource inactive for longer than 20 minutes, the system times out. Anytime you are inputting or editing data in cyresource, be sure to save often to avoid losing your work.

If the system times out, a cyresource Portal page appears. Before your first day of service, you should click Onboarding and then log back in on the cyresource Sign In page. (For more information and

screenshots, see Appendix C – Onboarding FAQs.)

During the onboarding process, your access to cyresource and other City Year resources is limited. You will have full access on your first day of service.

If you need further information or have a question or problem, please use your Admissions contact as your first point of contact. For more details and support options, see Appendix D – cyresource Support.

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Contents

Accessing cyresource ................................................................................................................................................ 3 Mobile Access ........................................................................................................................................................ 3

Getting Started ........................................................................................................................................................... 3

Task Group One ......................................................................................................................................................... 5 Edit Government IDs .............................................................................................................................................. 5 Confirm Your Name and Contact Information ........................................................................................................ 5 Background Check Authorization ........................................................................................................................... 5 Update Your Personal Information ......................................................................................................................... 5 Completing Task Group One .................................................................................................................................. 5

Task Group Two ......................................................................................................................................................... 5

Task Group Three ...................................................................................................................................................... 6 Change Emergency Contacts................................................................................................................................ 6 Information on AmeriCorps Profile and Foodstamps ............................................................................................. 6 Corps Member Policies .......................................................................................................................................... 6 Idealist Handbook ................................................................................................................................................... 6 High School Completion ......................................................................................................................................... 6 Complete Questionnaire (AmeriCorps Member Eligibility Form) ........................................................................... 6 Under Age 18 (If Applicable) .................................................................................................................................. 6 Completing Task Group Three ............................................................................................................................... 6

Task Group Four ........................................................................................................................................................ 7 Complete Form I-9 .................................................................................................................................................. 7 Review Documents (Member Service Agreement) ................................................................................................ 8

Registration Day ......................................................................................................................................................... 9

Task Group Five ......................................................................................................................................................... 9 Add Payment Elections (Direct Deposit) ................................................................................................................ 9 Complete Tax Withholding Forms ........................................................................................................................ 10 My Tax Documents ............................................................................................................................................... 10 Change Benefits for Life Event ............................................................................................................................. 11 Add Your Photo .................................................................................................................................................... 11 Update Your Talent Profile ................................................................................................................................... 11 Public Image Acknowledgement .......................................................................................................................... 11

Completing Task Group Five and Wrapping Up ...................................................................................................... 11

Appendix A – AmeriCorps Member Eligibility, Acceptable Documents ................................................................... 12 Form I-9 Employment Eligibility Verification (U.S. Government) .......................................................................... 12 AmeriCorps Member Eligibility ............................................................................................................................. 13

Appendix B – cyresource Mobile.............................................................................................................................. 14 App vs. Browser – What’s the Difference? ........................................................................................................... 14 Mobile App ............................................................................................................................................................ 14 Mobile Browser ..................................................................................................................................................... 15

Appendix C – Onboarding FAQs.............................................................................................................................. 16

Appendix D – cyresource Support ........................................................................................................................... 18 Pre-hire ................................................................................................................................................................. 18 Post-hire ............................................................................................................................................................... 18 HQ Onboarding Contacts ..................................................................................................................................... 18

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Accessing cyresource

You should have received your username and password in separate email messages. If you have any difficulties logging in, please contact your Admissions contact.

For your reference, here is the address for cyresource: https://wd5.myworkday.com/cityyear/login.flex?redirect=n

Mobile Access

It’s easiest to go through the onboarding process on a desktop or laptop computer, as opposed to a tablet or smartphone. However, mobile access to cyresource is available through either the Workday app or mobile browser. If you want to learn how to install and use cyresource on a mobile device, see Appendix B – cyresource Mobile.

Getting Started

cyresource’s Home page is set up with rows of icons called worklets. Click the Onboarding worklet to open it.

Then on the next page, click .

Note

Starting on your first day of service, you should always access cyresource from the cyconnect homepage.

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In the Onboarding page, review all content, starting with the instructions at the top of the page. Note: This Learning Guide that you’re reading is always readily available on the right side of the Onboarding page, along with the shorter Quick Reference Card.

The Your Onboarding Checklist section is the home base for all your onboarding activities (STEP TWO). It’s really a shortcut to your inbox, which lists your current tasks. (The inbox is also available from the upper-right corner of any cyresource page.)

Here are some key tips for navigating and completing the onboarding tasks in your inbox:

You don’t have to complete the onboarding process in one sitting. At any point in the process, to return to your tasks, open cyresource and click the Onboarding worklet > Take Me There > View Inbox.

When you complete a task, be sure to click and then .

After you complete a group of tasks, you may need to refresh your inbox to open the next group. Just click the orange alert at the top of the inbox. You can also click the dropdown arrow at the right side and select Refresh.

There are five task groups.

Within a task group, the tasks are presented in random order. Keep this in mind as you review this guide. Your tasks could be listed in a different order than way they’re listed in this guide.

When you complete each task, a notification appears. Many notifications simply acknowledge completion of the task. Some notifications require additional action. Three of note are:

o Disability – If you identify a disability and request an accommodation, please contact the Vice

President of Employee Relations, Dan McAllister, at (617) 927-2268. o Home Address Change – If you modify your home address, there may be tax implications. To

see if taxes are affected, on or after your first day of service, remember to open the Pay worklet and review your Tax Elections.

o Under 18 – If you are under 18 you will need to complete a Guardian signature form (see Under Age 18 (If Applicable) Under Age 18 (If Applicable)).

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Task Group One

Open your cyresource Inbox to view your onboarding tasks. The first group includes four tasks. You will authorize City Year to run a criminal background check and you provide demographic information needed to perform the background check. (The order of tasks may vary.) Most tasks are self-explanatory. Some specific guidance is provided below.

Edit Government IDs

Your Social Security Number (SSN) could have been prepopulated in the system during recruiting or you may need to enter it. Either way, you must complete this task to either enter or validate your SSN. Full instructions for this task are

included onscreen. Be sure to follow them carefully. After providing the necessary information, click > .

Confirm Your Name and Contact Information

Be sure to review the instructions in red at the top of the page. Some fields may have been prepopulated during recruiting. At a minimum, you must provide a home address, phone number and email address. After you complete a section, click

outside the section to save your entries. When you’ve provided all necessary information, click > .

Background Check Authorization

Review all information including the attached document, Background Check Authorization. Select the I Agree

checkbox and click > .

Update Your Personal Information

Be sure to review the instructions in red at the top of the page. You must populate all fields for purposes of your

background check. After providing the necessary information, click > .

Completing Task Group One

After completing all tasks under Group One, they disappear from your inbox and the task for Group Two is added. To refresh your inbox, click the orange alert at the top. You can also click the dropdown arrow at the right side and select Refresh.

Task Group Two

This group includes only one onboarding task, Continue With Your Onboarding. Carefully review all information on the

page and click > . It may take a few minutes for the Group Three tasks to appear in your inbox while your background check is initiated. When the new tasks hit your inbox, an orange alert appears at the top of your inbox.

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Task Group Three

In this group of Onboarding Tasks you must enter at least two Emergency Contacts, electronically sign several AmeriCorps acknowledgements and complete the AmeriCorps Member Eligibility questionnaire. (The order of tasks may vary.) Most tasks are self-explanatory. Some specific guidance is provided below.

Change Emergency Contacts

Enter as much information as possible for at least two contacts, a primary and an alternate. For each, at a minimum you must include legal name, relationship and either a phone number, email address or both. After you complete a section,

click outside the section to save your entries. Once you have added at least two contacts, click > .

Information on AmeriCorps Profile and Foodstamps

Review the attached documents, AmeriCorps Profile and Foodstamps, and then click > .

Corps Member Policies

Review the attached documents, Corps Member Policies, AmeriCorps Prohibited Activities and Student Data

Security Policy. For each document, select the I Agree checkbox. Click > .

Idealist Handbook

Review the attached document, Idealist Handbook. Select the I Agree checkbox. Click > .

High School Completion

Review the attached document, Corps Member High School Acknowledgement. Select the I Agree checkbox. Click

> .

Complete Questionnaire (AmeriCorps Member Eligibility Form)

An AmeriCorps member must be a U.S. Citizen/National or Lawful Permanent Resident and have certain documents to prove it.

Review the list of documents to determine which form of documentation you will provide on Registration Day. (Also see Appendix A – AmeriCorps Member Eligibility, Acceptable Documents.)

Then indicate your citizenship status by selecting one of the first two radio buttons. (“None of the above” is not a valid selection.)

Click > . Be sure to bring the appropriate documents on Registration Day.

Under Age 18 (If Applicable)

If you will be under 18 years old on your first day of service, this task automatically appears. Review all information including the attached document, Under 18 Years of Age. You must print this document, have your parent or legal

guardian sign it, and bring it with you to registration. Select the I Agree checkbox. Click > .

Completing Task Group Three

After completing all tasks under Group Three, they disappear from your inbox and the first task for Group Four is added. To refresh your inbox, click the orange alert at the top.

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Task Group Four

In this group of Onboarding Tasks you must complete your portion of Form I-9 and electronically sign your Member Service Agreement. Some specific guidance is provided below.

Complete Form I-9

Complete your section of Form I-9, Section 1. Employee Information and Attestation, stating your citizenship status. (The remainder of the form will be completed by City Year at registration.) Review the onscreen instructions. Important: They include a link to the Form I-9 Instructions on the Department of Homeland Security website. You should review these as well. You can also find further guidance in Appendix A – AmeriCorps Member Eligibility, Acceptable Documents.

Complete all required fields and scroll to the bottom of the page. Under the information you entered, select the I Agree*

checkbox. Assuming you are completing the task for yourself and not on behalf of someone else, do not select I Agree

under the Preparer and/or Translator Certification section. Click > .

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Review Documents (Member Service Agreement)

Review the attached document, Member Service Agreement. Select the I Agree checkbox. Click > .

Stop

No further actions are required until your Registration Day. You may log off from cyresource.

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Registration Day

At Registration Day at your City Year location, you must present original documentation that proves 1) your AmeriCorps Eligibility and 2) U.S. Employment Eligibility Verification. Please refer to both lists in Appendix A – AmeriCorps Member Eligibility, Acceptable Documents, as acceptable documentation may be similar, but distinct, from one list to another.

On your first day of service, you may continue your onboarding process by logging in to cyresource (click the Single Sign-on link on the cyconnect homepage) and clicking the Onboarding worklet > Take Me There > View Inbox.

Task Group Five

This group of onboarding tasks does not appear in your inbox until you have completed registration. The tasks include filling out your federal and state payroll tax withholding forms, entering your required direct deposit information, electronically signing the Public Image Acknowledgement, entering your talent information and uploading your photo. (The order of tasks may vary.) Most tasks are self-explanatory. Some specific guidance is provided below.

Add Payment Elections (Direct Deposit)

City Year is direct deposit only. You must elect a direct deposit bank account. Otherwise, you will be asked to use a pay card. Direct deposit should be established within the first two weeks of employment.

In the task, click . In the top part of the form, keep the defaults, as shown:

To complete the Account Information section, follow the onscreen guidance. It’s easy if you can use a check from your

checking account for reference. When you click , another page opens where you can add other accounts if you

want, and distribute your payment elections among them. When you are satisfied with your elections, click .

Then return to the Add Payment Elections task and click > .

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Complete Tax Withholding Forms

Your tax elections should be established within the first two weeks of employment. Full instructions for this task are included onscreen. Unfortunately, as soon as you start the task, they disappear. Therefore, a screenshot of the instructions is provided below for your reference. Be sure to follow them carefully.

Note: If you work in City Year Philadelphia, be prepared to enter your County and School District.

My Tax Documents

In this task, you specify whether to have your annual W2 tax form in electronic form only or additionally having a paper copy mailed to your home. To do this:

1. Open the Workday homepage, and then open the Pay worklet.

a. In the Pay worklet, click .

b. On the My Tax Documents page, click .

c. On the (first) Change Year End Tax Documents Printing Election page, click . d. On the (second) Change Year End Tax Documents Printing Election page, choose one of the radio buttons and

click .

e. On the next page, click . 2. In your inbox, return to the My Tax Documents task.

a. In the task, click > .

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Change Benefits for Life Event

In this task, you elect your benefits, including health coverage. For more information on benefits, you can refer to the Benefits and Payroll page on cyconnect. The task includes three steps. Carefully review all information onscreen, make

your selections and click at the end of each step. After Step 3, click > to mark the task as completed.

Add Your Photo

This task can be done later, perhaps after you have received your City Year uniform.

When you have a suitable photo, in this task, click . When selecting a photo, pay careful attention to the guidance provided at the top of the Change My Photo page.

In the Change My Photo page, you can add the photo file by dragging it to the page or clicking the paperclip and browsing

for the file. Click to submit the photo.

Then return to the Add Your Photo task and click > to mark it as complete.

Update Your Talent Profile

You always have the ability to update your talent profile, post-registration. (Click your name in the upper-right corner of any cyresource page and then click View Profile > Overview > Professional Profile.)

To open your talent profile from the task, click . Then browse through the tabs and enter your information. At a minimum, in the Education tab, you must add all postsecondary institutions you have attended along with your Field(s) of Study.

After entering all information in a tab, click > . Continue through the tabs. When you are satisfied with the information you’ve entered, return to the task by clicking the Workday icon at the top of the page, and then

Onboarding worklet > Take Me There > View Inbox. Then click > to mark the task as complete.

Public Image Acknowledgement

Review all information including the attached document, Corps Member Information in Publications. If you do not want your image used in publications, follow the onscreen instructions to indicate your preference. Regardless, you must select

the I Agree checkbox and click > .

Completing Task Group Five and Wrapping Up

After completing all tasks under Group Five, they disappear from your inbox. The Benefits Administrator will review the information you’ve submitted and sign off, or contact you if there are any issues.

Congratulations!

You have completed your onboarding process.

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Appendix A – AmeriCorps Member Eligibility, Acceptable Documents

Form I-9 Employment Eligibility Verification (U.S. Government)

As part of the onboarding process (see Complete Form I-9 above), you fill out your part of Form I-9. The remainder of the form is completed by City Year at registration.

The full version of Form I-9 is online here. The following table comes from the official list of Acceptable Documents. Be sure to bring the correct document(s) with you to registration.

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AmeriCorps Member Eligibility

An AmeriCorps Member must be either a 1) U.S. citizen or national or 2) a lawful permanent resident alien of the United States.

The following are acceptable forms of certifying status as a U.S. citizen or national.

NOTE: With the exception of a United States passport, for all these forms of ID, you must also present a government-issued photo ID.

1) A birth certificate showing that the individual was born in one of the 50 states, the District of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, or the Northern Mariana Islands;

2) A United States passport;

3) A report of birth abroad of a U.S. Citizen (FS-240) issued by the State Department;

4) A certificate of birth-foreign service (FS 545) issued by the State Department;

5) A certification of report of birth (DS-1350) issued by the State Department;

6) A certificate of naturalization (Form N-550 or N-570) issued by the Immigration and Naturalization Service; or

7) A certificate of citizenship (Form N-560 or N-561) issued by the Immigration and Naturalization Service.

The following are acceptable forms of certifying status as a lawful permanent resident alien of the United States.

1) Permanent Resident Card, INS Form I-551;

2) Alien Registration Receipt Card, INS Form I-551;

3) A passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence; or

4) A Departure Record (INS Form I-94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence.

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Appendix B – cyresource Mobile

Workday Mobile allows you to access many of cyresource’s features and functions from your mobile device. You can use either the Workday Mobile app, Workday through your device’s browser or a combination of both.

App vs. Browser – What’s the Difference?

What’s the difference between a mobile app and a mobile browser?

Application (App) Browser

The Workday Mobile app is a separate application downloaded to your device via the Apple Store or Google Play Store. Details on configuring the app on an iOS or Android device are below.

The browser refers to your device’s Internet browser, like Safari, Chrome, or Internet Explorer. You can access cyresource via your browser by going to a web address in the same way you would access it from your computer. More details are below.

Mobile App

Once you’ve installed the free Workday app through your mobile device’s application store, configure the app using the following steps.

1

Tap the Settings icon.

2

Input the following information:

Tenant – cityyear

Web Address – https://wd5.myworkday.com

Proxy – Off

Tap Save.

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3

Type your User Name and Password.

For Example

Captain America would type: camerica. Do not include cityyear\ or cityyear.org.

Tap Sign In.

Mobile Browser

cyresource’s recent move to HTML provided an opportunity to create a seamless user experience across all devices by using what is called responsive design. This means that the user interface of the browser website is optimized depending on the size of the device you’re using. For this reason, fans of the mobile app may decide to begin using the mobile browser version website, stick with the app, or a mixture of both. The application responds to its environment and adapts fluidly, mirroring the cyresource experience on your laptop or desktop computer.

To access cyresource on a mobile device, you can use the Workday mobile app or the website. Visit the website by typing this address in your device’s browser: https://wd5.myworkday.com/cityyear/login.htmld.

When accessing cyresource from your desktop or laptop computer, always use single sign-on from cyconnect.

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Appendix C – Onboarding FAQs

1. What if I forgot my password?

a. On the login page, click Forgot Password.

b. Enter your full username, including “@cityyear.org”.

c. Answer the three challenge questions. (If you don’t know your challenge question answers, contact your Admissions contact for assistance.)

d. Enter your new password. (It must be at least seven characters, contain both letters and numbers, and cannot be the same as one of your four most recently used passwords.)

2. I clicked Forgot Password, but the system is asking me random questions that aren’t mine, like, “When did you get married?”

You may not be entering the correct username. Your username should end in “@cityyear.org”; it is not your personal email address. You can find your username in the original welcome email that you received from cityyear@myworkday.com. Note that there may be a number between your last name and "@cityyear.org".

3. I know my username/password are correct, but they’re not working.

You may be on the wrong page. Make sure that you are logging into the onboarding page using the following link: https://wd5.myworkday.com/cityyear/ login.flex?redirect=n. The page should include both the Workday and cyresource logos at the top.

If you don’t see the Workday and cyresource logos at the top of the page, you may have been redirected to the internal log in page (Okta). If that happens, click Incoming Corps Members to return to the onboarding page.

4. What if I never received any onboarding emails?

Check your inbox and spam folder for any emails from cityyear@myworkday.com.

We may have your school email address on file as your personal email address, so please check all email inboxes that you have access to. If you still can’t find the emails or no longer have access to your school email, reach out to your Admissions contact for assistance.

5. What if I lost the email with my username and cyresource URL?

Reach out to your Admissions contact to confirm your cyresource username (usually your first initial followed by your last name). The cyresource URL is https://wd5.myworkday.com/cityyear/login.flex?redirect=n. (Note: Starting on your first day of service, you should always access cyresource from the cyconnect homepage.)

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6. What documents do I need for onboarding?

On Registration Day, you will need to bring original IDs that prove your eligibility to serve with AmeriCorps and to work in the U.S. For a detailed list of approved documents, see Appendix A – AmeriCorps Member Eligibility, Acceptable Documents.

7. What do I have to complete prior to Registration Day?

All tasks in Groups One through Four (up to and including your portion of Form I-9). See the main part of this guide for details. A summary list of your tasks is in the Table of Contents.

8. How many onboarding steps are there?

There are a total of 19 tasks (20 if you are under 18 years old), divided into five task groups. See the main part of this guide for details. A summary list of your tasks is in the Table of Contents.

9. Are there more onboarding steps to complete on Registration Day?

At Registration Day at your City Year location, you must present original documentation that proves 1) your AmeriCorps Eligibility and 2) U.S. Employment Eligibility Verification. Please refer to both lists in Appendix A – AmeriCorps Member Eligibility, Acceptable Documents, as acceptable documentation may be similar, but distinct, from one list to another.

10. Are there more onboarding steps to complete after Registration Day?

Yes, on your first day of service, or as soon after that as possible, you will need to complete onboarding by providing your stipend banking information, electing a paperless W2, completing your stipend tax withholding elections, and updating your cyresource Photo and skills information. Full details are provided in the Task Group Five section above.

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Appendix D – cyresource Support

Pre-hire

Before your start date, if you need further information or have a question or problem, please use your Admissions contact as your first point of contact. You can also reach out to the HQ Onboarding Contacts listed below. (You do not yet have access to the resources listed under Post-hire below.)

Post-hire

If you need further information, have a question or problem, or want to recommend an improvement to cyresource, please open a Service Desk case. Set the Category to Network And Systems and select the appropriate Subcategory under cyresource.

All cyresource learning materials, updates and other information are available on the cyresource LEARN Site. You are encouraged to take a few moments to review this site. It’s available under Helpful Links on the right side of the cyconnect homepage or through cyconnect > Programs > LEARN Sites.

HQ Onboarding Contacts

Please use your Admissions contact as your first point of contact while completing your onboarding tasks. For specialized issues, you can also reach out to these key support personnel at Headquarters.

Onboarding Role Title Name (Click to Send Email) Phone Number

AmeriCorps Background Checks

Manager of AmeriCorps Background Screening

Katie Waltemyer (617) 927-2528

Payroll: I-9 Forms, Tax Elections, Payment Elections

VP, Benefits and Payroll John Davis (617) 927-2313

AmeriCorps Compliance and Forms

Grants, Compliance & Operations Manager

Rachel Nenneau-Ennis (617) 927-2348

Disability Accommodation VP, Employee Relations Dan McAllister (617) 927-2429

AmeriCorps Benefits Sr. Manager, AmeriCorps Relations

Anne King (617) 927-2484

Talent Director of Human Potential Systems and Intelligence

Jeff Davis (617) 927-2375

Uniforms Uniform Fulfillment Manager Mark Henderson (617) 927-2321

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