CUCSA CONSTITUTION REGION 5

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CUCSA CONSTITUTION REGION 5

ARTICLE 1: INTERPRETATIONS

In this Constitution unless the context requires otherwise:

1.1 “AUSC” means African Union Sports Council.

1.2 “Council of Ministers” means the supreme body composed of Government Ministers responsible for sport in Region V member states.

1.3 “Region” means the regional sports development grouping of African countries as defined by the AUSC.

1.4 “Region V” means the AUSC sports development region for Southern African countries.

1.5 “Member State” means a country affiliated to AUSC Region V.

1.6 “International Confederations or Associations” means international sports bodies to which national university and college sports associations are affiliated.

1.7 “CUCSA” means the Confederation of University and College Sports Associations.

1.8 “Confederation” means CUCSA

1.9 “Member” or “Member Association” means the organisations grouping University and College Sports Associations in member states and affiliated to the Confederation.

1.10 “General Assembly” means the supreme governing body of CUCSA.

1.11 “Executive Committee” means the Executive Committee of CUCSA.

1.12 “Official” means any person elected to the Executive Committee or appointed to any subcommittee of the Confederation.

1.13 Words implicating the masculine gender shall include the feminine. Words of the plural number shall include the singular and words of the singular number shall include the plural.]

1.14 “Simple majority” means attainment of more votes than the other.

1.15 “Drawing lots” means breaking the deadlock by way of tossing a coin.

ARTICLE 2: FORMATION AND NAME

2.1. There shall be formed an organisation to coordinate and provide sports development initiatives for the Africa Zone VI universities and colleges.

2.2. The name of the organisation shall be the “Confederation of University and College Sports Associations here-in-after referred to as “Confederation” or “CUCSA”.

ARTICLE 3: HEADQUARTERS OF THE CONFEDERATION

The Headquarters of the Confederation shall be the Member State where the Secretary General resides.

ARTICLE 4: OFFICIAL LANGUAGE

Unless otherwise stated, the official language of the Confederation shall be English provided that consideration shall be given to other languages.

ARTICLE 5: OBJECTIVES

The objectives of CUCSA shall be:-

5.1 To help provide an environment that will encourage the development of student’s sports in member states;

5.2 To provide regular competitions among member states;

5.3 To raise standards of sports performance through training programmes and competitions;

5.4 To foster friendly relations among students and staff of member states by encouraging sports contacts at all levels;

5.5 To formulate rules and by-laws on deciding and settling all differences that may arise between member associations;

5.6 To formulate rules and regulations governing the smooth running of the competitions of the Confederation;

  • To carry out any act deemed necessary to achieve the objectives of the Confederation.

ARTICLE 6: ELIGIBILITY OF MEMBERS

6.1. Membership of CUCSA shall be open to University and College Sports Associations of the Region V Member States.

6.2. The AUSC Region V shall comprise of the following member states:

(a). Angola (ANG)

(b). Botswana (BOT)

(c). Lesotho (LES)

(d). Malawi (MAW)

(e). Mozambique (MOZ)

(f). Namibia (NAM)

(g). South Africa (RSA)

(h). Swaziland (SWZ)

(i). Zambia (ZAM)

(j). Zimbabwe (ZIM)

(k). Any other country as defined by AUSC Region V Council of Ministers from time to time.

6.3. All applications for membership accompanied by the prescribed membership fees, including a supporting letter from the country’s national sporting body and the constitution of the applicant, shall be submitted to the Secretariat of the Confederation.

6.4. The Executive Committee shall consider the application and, if satisfied, may grant provisional membership to the applicant, pending ratification of the General Assembly and shall inform the applicant of its decision.

6.5. In the event of an application being rejected, the applicant may appeal to the General Assembly against the decision of the Executive Committee.

6.6. Only one association from each AUSC Region V member state shall be granted membership of the Confederation.

6.7. Only bona fide members of staff and students attached to recognised AUSC Region V universities and colleges shall represent member associations in the Confederation.

ARTICLE 7: GENERAL ASSEMBLY

The supreme governing body of CUCSA shall be the General Assembly.

ARTICLE 8: COMPOSITION OF THE GENERAL ASSEMBLY

The General Assembly shall consist of:-

8.1. Members of the Executive Committee;

8.2. Three (3) delegates from each member association who shall be:

(a). The President and Secretary of the Member Association; and

(b). A student actively involved in sport in the member association.

ARTICLE 9: DUTIES OF THE GENERAL ASSEMBLY

The duties of the General Assembly shall be to:

9.1. Admit new members upon the recommendation of the Executive Committee;

9.2. Approve policies governing the activities of the Confederation;

9.3. Approve programmes of activities of the Confederation submitted to it by the Executive Committee;

9.4. Elect members of the Executive Committee;

9.5. Consider and approve motions, rules, regulations and by-laws submitted to it by the Executive Committee;

9.6. Consider and approve rules and regulations for the CUCSA Games and Championships;

9.7. Determine membership fees from time to time;

9.8. Appoint auditors for CUCSA;

9.9. Deals with appeals against decisions of the Executive Committee;

9.10. Consider any other matter placed before it by the AUSC Region V, the Executive Committee and/or member states.

9.11. Appoint an electoral committee in the general assembly preceding the elective congress

ARTICLE 10: AGENDA FOR THE GENERAL ASSEMBLY

10.1. The agenda of the ordinary meetings of the General Assembly shall be circulated to member associations sixty (60) days before such meetings;

10.2. The agenda of the ordinary meetings of the General Assembly shall, among other things include:

(a). Credentials;

(b). Notice of the meeting;

(c). Adoption of the agenda;

(d). Minutes of the previous meeting;

(e). Matters arising from the minutes;

(f). President’s report;

(g). Secretary General’s activity report;

(h). Financial report;

(i). Appointment of auditors;

(j). Confederation Games and Championships;

10.3. All delegates to meetings of the General Assembly, other than members of the Executive Committee, shall bring written credentials duly counter-signed by the President and Secretaries of the Member Associations.

10.4. Motions from member associations for inclusion in the agenda of the meetings of the General Assembly shall be submitted to the Secretary General in writing not later than thirty (30) days before the meeting.

ARTICLE 11: EXECUTIVE COMMITTEE

The Committee responsible for the overall affairs of CUCSA.

ARTICLE 12: COMPOSITION OF THE EXECUTIVE COMMITTEE

The Executive Committee shall consist of the:-

12.1. President.

12.2. Vice President

12.4. Secretary General.

12.5. Deputy Secretary General

12.6. Treasurer.

12.7. Three (3) Assessors.

12.8. Two (2) Student Assessors from different member associations to be nominated from the General Assembly by member associations in turn.

12.9. Past Presidents as ex officio members

ARTICLE 13: ELECTIONS OF THE EXECUTIVE COMMITTEE

13.1. Election to the post of President, Vice-President, Secretary General, Deputy Secretary General, Treasurer and Committee members shall be by country and shall be conducted by an electoral committee appointed by the General Assembly. Executive Committee members must be citizens of the country they represent, in accordance with the laws of that particular country.

13.2. Only delegates representing paid up member associations shall be eligible to stand for elections.

13.3. Not more than two (2) delegates representing the same member association shall be elected to the Executive Committee.

13.4. For nominations of candidates to all elective posts of the Confederation to be valid, they shall be proposed by their member association. If another member state nominates a candidate outside its country, the candidate member state so nominated must duly endorse the nomination. There shall not be more than two (2) nominations for each candidate.

13.4.1. The Secretary General shall release a call for nominations along with the notice for elective general assembly.

13.4.2. The call for nominations shall close thirty (30) days before the general assembly after which the secretary general shall circulate the names of the nominated candidates.

13.5. Postal votes or votes by proxy shall not be allowed.

13.6. All elections shall be conducted by secret ballot.

13.7. Results of the elections shall be decided by a simple majority.

13.8. In the event of a tie, a second ballot shall be taken. Should no conclusive result be reached on the second ballot, the result then shall be decided by drawing lots.

13.9. The term of office of the Executive Committee shall be four (4) years.

13.10. Vacancies occurring before the expiry of the term of office shall be filled by members nominated by member associations from where the members causing the vacancies came. If the member being nominated to fill the vacant post is not a citizen of that member state as provided for in Article 13.1, this shall be condoned for the remaining part of the term for the vacant position.

13.11. Executive Committee Members shall be eligible for re-election

ARTICLE 14: DUTIES OF THE EXECUTIVE COMMITTEE

14.1. Responsible for the day to day affairs of the Confederation.

14.2. Grant provisional membership to prospective members applying in between meetings of the General Assembly.

14.3. Draft programmes of activities and policies of the Confederation for adoption by the General Assembly.

14.4. Prepare and present annual budgets for approval by the General Assembly.

14.5. Prepare and present annual audited financial statements to the General Assembly for consideration and approval.

14.6. Arrange venues for the Confederation Games and Championships in conjunction with member associations and to submit reports on such events to the General Assembly.

14.7. Deal with matters referred to it by the General Assembly and/or AUSC Region V.

14.8. Initiate fund-raising activities for the Confederation.

14.9. Prepare and submit rules, regulations and by-laws to the General Assembly for consideration and approval.

14.10. Establish subcommittees and evaluate reports from them.

14.11. Co-opt members of the public with specialised knowledge to the meetings of the Executive Committee as and when the need arises. Such co-opted members shall have no voting rights.

14.12. Submit annual activity reports to the General Assembly.

14.13. Discipline members who contravene provisions of the constitution, rules and regulations and/or bring the Confederation into disrepute.

14.14. Deal with any matters deemed necessary for the furtherance of the objectives of the Confederation.

14.15. Discipline any Executive Committee member found wanting in his duties or who brings the Confederation into disrepute.

14.16. Appoint an Appeals Committee/Subcommittees.

ARTICLE 15: DUTIES OF THE PRESIDENT

15.1. To preside at all meetings of the General Assembly and the Executive Committee.

(a). In the event of the absence of the President the Vice-President shall preside;

b). In the event of the absence of the President and Vice-President, the General Assembly or the Executive Committee shall appoint one member amongst themselves to preside.

15.2. To be the chief representative and spokesperson of the Confederation.

15.3. To superintend the functions of the Executive Committee.

15.4. To sign all minutes of the General Assembly and Executive Committee meetings.

15.5. To be a signatory to the Confederation’s bank accounts.

15.6. To delegate duties and responsibilities to the Executive Committee members.

ARTICLE 16: DUTIES OF THE VICE-PRESIDENT

16.1. To deputise for the President.

16.2. To carry out any other duties delegated by the President, Executive Committee and/or General Assembly.

16.3. To preside over the meetings of the Disciplinary Committee during Confederation Games.

ARTICLE 17: DUTIES OF THE SECRETARY GENERAL

17.1. To be responsible for the administration of the Confederation.

17.2. To prepare and circulate the notice and agenda of the meetings of the General Assembly and Executive Committee.

17.3. To keep thorough record of the activities of the Confederation.

17.4. To prepare and submit annual activity reports to the Executive Committee for consideration and approval before submission to the General Assembly.

17.5. To supervise the operations of all subcommittees.

17.6. To supervise duties delegated to the person by the President, the General Assembly and/or Executive Committee.

17.7. With the permission of the President, to act as a representative and spokesperson of the Confederation.

17.8. To deal with any matters deemed necessary for the furtherance of the objectives of the Confederation.

ARTICLE 18: THE DUTIES OF THE DEPUTY SECRETARY GENERAL

18.1. To deputise for the Secretary General

18.2. To record and prepare all minutes of meetings of the Executive Committee and the General Assembly.

18.3. To keep an up to date membership register.

18.4. To arrange for the publication of the CUCSA official bulletin

18.5. To carry out any other duties delegated by the Secretary General, the Executive Committee and/or General Assembly.

ARTICLE 19: THE DUTIES OF THE TREASURER

19.1. To keep and maintain all Confederation accounts and assets.

19.2. To prepare and submit annual budgets for the Confederation to the Executive Committee.

19.3. To prepare and submit audited financial statements for consideration and approval to the Executive Committee at least fourteen (14) days before the General Assembly.

19.4. To ensure that member associations pay their dues in the prescribed time.

19.5. To be the chief signatory of the bank account(s) of the Confederation.

19.6. To purchase all paraphernalia for the Confederation and maintain an up to date inventory of such assets.

ARTICLE 20: ESTABLISHMENT OF SUBCOMMITTEES

There shall be established, the following committees to assist the Executive Committee in its work:

20.1. Finance Subcommittee (FSC).

20.2. Disciplinary Subcommittee (DSC).

20.3. Technical Subcommittee (TSC).

20.4. Control Subcommittee (CSC).

20.5. Transformational Subcommittee (TRSC)

20.6. Any other subcommittee deemed necessary to carry out specialised assignments.

ARTICLE 21: COMPOSITION OF SUBCOMMITTEES

21.1. Each subcommittee shall consist of two Executive Committee members and three other members appointed by the Executive Committee.

21.2. Each subcommittee shall be chaired by a member of the Executive Committee to be appointed by the President with the approval of the Executive Committee.

ARTICLE 22: DUTIES OF SUB-COMMITTEES

The duties of the subcommittees shall be determined by the Executive Committee through rules, regulations and by-laws.

 

ARTICLE 23: MEETINGS OF THE GENERAL ASSEMBLY

23.1. Ordinary meetings of the General Assembly shall be held once every year at such time and place as the Executive Committee may determine.

23.2. Extraordinary meetings of the General Assembly may be called at the request of either the Executive Committee or two thirds (2/3) of the member associations at such time and place the Executive Committee may determine.

23.3. Notices, agenda and relevant documents of the meetings of the General Assembly shall be circulated to member associations at least sixty (60) days before the date of the meeting.

23.4. The quorum for all the meetings of the General Assembly shall be two thirds (2/3) of the total membership of the Confederation. If this quorum is not reached the meeting shall be re-scheduled to 1400hours of the same day, in which case a quorum shall be formed by the member associations present.

23.5. A member association absenting itself from two consecutive meetings of the General Assembly without reason shall be deemed to have lost its membership. Such member is free to re-apply for a reinstatement of membership.

23.6. Each member association shall have one (1) vote during the meetings of the General Assembly. Members of the Executive Committee do not have the right to vote during the meetings of the General Assembly.

23.7. Only paid up member associations in good standing shall be eligible to vote at meetings of the General Assembly.

23.8. The General Assembly shall decide whether voting at its meetings shall be by show of hands or by secret ballot provided that all elections shall be by secret ballot.

23.9. In the event of a tie at meetings of the General Assembly, lots shall be drawn.

23.10. Decisions of the General Assembly shall take effect as decided by the General Assembly and shall be binding on all member associations irrespective of whether or not they attended the meetings at which such decisions were taken.

ARTICLE 24: MEETINGS OF THE EXECUTIVE COMMITTEE

24.1. The Executive Committee shall meet at least twice every year at such time and place as the President may determine.

24.2. Extra-ordinary meetings of the Executive Committee may be called at the request of either the President or at least fifty percent (50%) plus one of the total membership of the Executive Committee at such time and place as the President may determine.

24.3. Notices and agendas for meetings of the Executive Committee shall be circulated at least thirty (30) days before the meeting.

24.4. The quorum for all meetings of the Executive Committee shall be fifty percent (50%) plus one of the total membership of the Executive Committee. In the event that a quorum is not reached, the meeting shall be rescheduled to 1400hours on the same day, in which case a quorum shall be formed by the Executive Committee members present, provided that these shall include the President, or Secretary General and at least two other Executive Committee members. Should the members present fail to form a quorum at the second attempt, the meeting shall be called off.

24.5. A member of the Executive Committee absenting him/herself from two consecutive meetings of the Executive Committee without reason shall be cautioned by the President and his member association shall be informed accordingly. Should the cautioned member continue to be absent from subsequent meetings, the person shall automatically lose his/her post. Such vacancy created shall be filled in accordance with Article 13.10.

24.6. Each member of the Executive Committee shall have one (1) vote. In the event of a tie, the President shall have a casting vote in addition to his own vote.

24.7. The Executive Committee shall decide whether voting at its meetings shall be by show of hands or by secret ballot provided that all disciplinary matters affecting office bearers and committee members shall be decided by secret ballot.

24.8. Unless otherwise stated, decisions of the Executive Committee shall take effect as soon as member associations are notified of such decisions provided such notice shall be given within thirty (30) days from the date of the meeting at which such decisions were made.

ARTICLE 25: MEETINGS OF THE SUBCOMMITTEES

25.1. The Subcommittees shall meet at least once a year at such time and place as the Committee Chairperson may determine.

25.2. Subcommittees formed for special projects shall meet as and when business permits at such time and place as the Executive Committee shall determine.

25.3. Subcommittees shall prepare their own notices, agendas and minutes/reports of meetings.

25.4. The quorum for all subcommittee meetings shall be fifty percent (50%) plus one of the total membership of the subcommittees provided that one of the members of the Executive Committee shall be present at all meetings of the subcommittees. In the event of the quorum not being reached the meeting shall be postponed to 1400hours on the same day and members present shall form a quorum.

25.5. A member of a subcommittee being absent from two (2) consecutive meetings of the subcommittee shall be cautioned by the Executive Committee. The Executive Committee shall remove a cautioned member who continues to be absent from the subsequent meetings of the subcommittee.

25.6. The term of office of members of the subcommittee shall be four (4) years and shall be subject to renewal by the Executive Committee. The Executive Committee shall appoint members to fill vacancies occurring in subcommittees.

25.7. Subcommittees may, with the approval of the Executive Committee, co-opt members from the public to assist them in their work as and when the need arises. Such co-opted members shall have no vote.

25.8. Subcommittees shall make their decisions by simple majority.

25.9. All decisions of subcommittees shall be submitted to the Executive Committee for approval, provided that decisions taken in cases of emergence shall be binding and subject to ratification by the Executive Committee at its subsequent meeting.

ARTICLE 26: FINANCIAL YEAR

The financial year of the Confederation shall be from 1st January to 31st December each year.

ARTICLE 27: MEMBERSHIP FEES

27.1. Membership fees shall be paid upon application for membership (Article 9.7) as determined by the General Assembly from time to time.

27.2. Payment of membership fees shall be made in US Dollars.

ARTICLE 28: ANNUAL SUBSCRIPTION FEES

28.1. Each member association shall pay an annual subscription fee to be determined by the General Assembly from time to time.

28.2. The annual subscription fee shall be due on 1st January of each year and shall be paid no later than 30th April of the same year.

28.3. Payment of annual subscription fees shall be made in US Dollars.

28.4. A member association in arrears of annual subscription fees for two (2) years or more shall forfeit its right to vote at all meetings and shall be barred from participating in other activities of the Confederation until all the outstanding arrears and current annual subscription fees are settled in full.

ARTICLE 29: LEVIES AND OTHER FEES

The Executive Committee, with the approval of the General Assembly, may levy other fees deemed necessary for the furtherance of the objectives of the Confederation.

ARTICLE 30: GRANTS AND DONATIONS

The Confederation may receive grants and donations, cash or in kind, from any individual country and any national or international organisation interested in promoting sports in the CUCSA AUSC Region V.

ARTICLE 31: BANK ACCOUNT(S)

31.1.The funds of the Confederation shall be kept in one or several accounts at one or several registered Commercial Banks in the member state hosting the Secretariat.

31.2. In the event of the transfer of the Secretariat to another country, all bank accounts of the Confederation shall be transferred to the new host member state.

31.3. Authority to withdraw funds from the bank accounts of the Confederation shall be cheques, counter signed by two authorised signatories, provided that one of such signatories shall be the Treasurer.

31.4. Authorised signatories to the bank accounts of the Confederation shall be:-

(a). The President of the Confederation.

(b). The Secretary General

(c). The Treasurer of the Confederation who shall be the chief signatory.

(d). Any other resident official approved by the Executive Committee.

31.5. All payments shall be supported by payment vouchers and invoices, provided that where the amounts exceed the equivalent of two hundred (1000) US dollars such payments shall be by cheque/electronic transfer.

ARTICLE 32: EXPENSES OF THE EXECUTIVE COMMITTEE

32.1. Expenses of members of the Executive Committee and subcommittee members attending Confederation meetings shall be determined by the General Assembly.

32.2. Member associations hosting, Confederation games/championships, shall pay room and board for all members of the Executive Committee and subcommittee members involved in such events provided that expenses for travel and sponsored subsistence allowances incurred by such members shall be subsidised by the Confederation.

ARTICLE 33: AUDITING

33.1. The General Assembly shall appoint a registered chartered accountants’ firm of international repute at its ordinary meeting to audit the accounts of the Confederation.

33.2. The Treasurer shall present all books of accounts of the previous year to the auditors by 30th April of each year.

33.3. Audited accounts of the Confederation shall be tabled before the Executive Committee at least fourteen (14) days before the General Assembly.

33.4. Audited accounts, approved by the Executive Committee, shall be circulated to all member associations together with the notice and agenda of the ordinary annual General Assembly

ARTICLE 34: FREQUENCY OF THE GAMES

The Games of the Confederation shall be held every second year in the years between FISU Universiade’s.

ARTICLE 35: TIME AND VENUE

The time and venue of the Confederation Games shall be determined by the General Assembly provided that each member association shall host the Games on a rotational alphabetical basis.

ARTICLE 36: RULES, REGULATIONS AND BY-LAWS

36.1. The Confederation Games shall be held in accordance with the rules and regulations of the International Federations of the respective sports disciplines.

36.2. The Confederation shall also make by-laws to govern the administration and organisation of the Games. Sports disciplines to be included in the Confederation Games shall be determined by the Executive Committee in conjunction with the host member association.

36.3. Unless otherwise requested, host member associations shall provide match officials for the various sports included in the programme of the Games.

ARTICLE 37: TROPHIES AND AWARDS

37.1. The host nation shall provide medals in each sports discipline forming part of the Games while CUCSA shall provide the floating trophies.

37.2. Member associations, business houses and individuals may donate trophies and other awards to the Confederation.

ARTICLE 38: AMENDMENTS

38.1. Member associations wishing to submit motions for amendments to this Constitution shall do so in writing to the Secretary General at least thirty (30) days before the date of the General Assembly at which such motions shall be tabled.

38.2. The Executive Committee shall examine such motions to determine whether they should be placed on the agenda for the meeting of the General Assembly.

38.3. Amendments to this Constitution shall only be valid if approved by two thirds (2/3) majority of the total membership of the Confederation and shall come into effect after the meeting of that General Assembly.

ARTICLE 39: FORCE MAJEURE

The Confederation shall through the Executive Committee, decide/act on all cases of force majeure (unforeseen circumstances) not provided for in this Constitution for the furtherance of the objectives of the Confederation, provided that such decisions/actions shall be submitted to subsequent meetings of the General Assembly for ratification.

ARTICLE 40: IMMUNITY OF OFFICIALS

No legal proceedings shall lie or be instituted against any official for or in respect of any act committed or omitted, in good faith in the exercise of his/her duties under this Constitution provided that the Confederation, as a body corporate, shall be answerable for such acts.

ARTICLE 41: DISSOLUTION

41.1. A member association wishing to submit a motion for the dissolution of the Confederation shall do so in writing to the Secretary General at least sixty (60) days before the date of the General Assembly at which such proposals shall be tabled.

41.2. The Executive Committee shall examine such motions to determine whether they should be included in the agenda of the subsequent meeting of the General Assembly.

41.3. The Confederation may only be dissolved upon approval of a two third (2/3) majority of the total membership of the Confederation in conjunction with the AUSC Region V.

41.4. Upon dissolution of the Confederation, all documents, assets and liabilities of the Confederation shall be placed under the custody of the Council of Ministers of the AUSC Region V until a similar organisation is formed.

ARTICLE 42: ADOPTION

This Constitution was examined and adopted by the inaugural meeting of the Confederation held in LUSAKA, ZAMBIA on the EIGHTEENTH (18th) day of AUGUST in the year NINETEEN HUNDRED AND NINETY (1990).

It was further examined, amended and adopted by the General Assembly of the Confederation held in LUSAKA, ZAMBIA on the FIFTH (5th) day of SEPTEMBER in the year NINETEEN HUNDRED AND NINETY-EIGHT (1998).

It was further re-examined, amended and adopted by the General Assembly of the Confederation held in BULAWAYO, ZIMBABWE on the TWENTY FIFTH (25th) day of MARCH in the year TWENTY THOUSAND SIXTEEN (2016)

 

……………………………………………………….

PRESIDENT

…………………………………………………………

SECRETARY GENERAL

The Confederation of Universities and Colleges Sports Association (CUCSA) was established in 1989 under the auspices of the Supreme council of Sports in Africa zone IV and mandated to provide an environment that stimulates development of sports in member countries, provide regular competitions among members states, raise standard of performance through training programs and competitions and forster friendly relations among students and staff members by encouraging sports contacts at all levels.

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