Terms & Conditions Adult Courses

Updated: 4th March 2022.

Definitions | Applicant information  | Visas | Payments | Scholarships | Refunds, (withdrawals, cancellations, postponements, amendments)  | Classes | Attendance | Course breaks  Accommodation Transfers Disciplinary & Code of Conduct | Photography | Force majeure | Services | Liability | Insurance | Data Protection | Agreement

We are Stafford House School of English Limited, trading as Stafford House International, UK company number: 00656294, is ultimately a wholly owned subsidiary of Bright Scholar (UK) Holdings Ltd, trading as CATS Global Schools.

UK Company number: 11493248 whose registered office Suites 6-7 The Turvill Building, Old Swiss, 149 Cherry Hinton Road, Cambridge CB1 7BX, UK (“SHI” or “we/us/our”). 

At Stafford House International (SHI, “we/us/our”) we provide, through our group of schools (“Schools”), a wide range of English language programmes for students in locations in the UK.

Please read these conditions carefully. It is important that both Students and Parents read and understand all of these conditions as you confirm that you accept them when you sign the applications form. The relevant School will be responsible for delivering your programme on our behalf in accordance with these Terms, but the contract is between us and you. The terms and conditions apply throughout a student’s stay with the school, regardless of changes made to a student’s course of study or accommodation, subject to the school giving reasonable notice of such changes wherever possible. Where there is more than one parent as signatory, each parent agrees that, prior to and during the student’s time at the School, the School is entitled to assume that they have consulted with each other so far as decisions regarding the student are concerned.


0.  DEFINITIONS

Applicant. The person who is applying to enrol at one of our Stafford House International schools. 
 
Student. The person who is studying at Stafford House International
 
Parent/Guardian. All natural parents, or any person who, although not a natural parent, has parental responsibility for a child or young person. The term Parent is deemed to include the role of ‘Guardian’ (a person who has been appointed by a judge to take care of a minor child personally and/or manage that person’s affairs). The Parent is deemed to be the person responsible for the payment of fees.
 
Under 18 Student. A student who is under the age of 18 on the first day of the course to which the contract refers.
 
Parental Consent Form. The Parental Consent Form allows a parent or other legal guardian to give consent for their child to participate in activities, attend events, or for SHI to use information related to the child for a specific purpose.
 
Over 18 Student. A student who is over the age of 18 on the first day of the course to which the contract refers.
 
The School.  Also referred to as Stafford House International “SHI, We, Our”. 
 
The Website. https://www.staffordhouse.com/
 
Agent. The person or organisation that the Parent or Student has entered into a contract with directly (and separately) for the provision of services relating to educational services.
 
Third Party – Third Party Fees. This means an external provider that SHI may use to provide services, such as accommodation or activities. The fees that the third-party provider specifies would be non-negotiable.
 
Arrival Date. This is the date in which the student arrives in SHI accommodation/private accommodation or starts a course which ever is sooner. 
 
Global Sales Support. Is the team that manage applications and enrolments pre arrival.
 
Scholarship/Sponsored. Is a student who has a financial guarantee letter, which states that their Government or Embassy covers the cost of specific tuition for a specified period of time.
 
Enrolment. Is a student who has been through the application stages and now has a booking at one of our Stafford House International schools.
 
Code of Conduct. Is a document that lists the behaviours that are acceptable when studying at SHI.
 
Personal Data. Means personal data as defined in the Data Protection Legislation. 
 
Data Protection Legislation. Means the UK Data Protection Legislation, Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and any European Union legislation relating to Personal Data and all other legislation and regulatory requirements in force from time to time which apply to a party relating to the use of Personal Data (including, without limitation, the privacy of electronic communications).
 
UK Data Protection Legislation. Means all applicable data protection and privacy legislation in force from time to time in the UK including the UK GDPR; the Data Protection Act 2018; the Privacy and Electronic Communications Directive 2002/58/EC (as updated by Directive 2009/136/EC) and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended from time to time, including, where applicable, the mandatory guidance and codes of practice issued by the United Kingdom’s Information Commissioner’s Office.
 
UK GDPR. Means the GDPR as applicable as part of UK domestic law by virtue of section 3 of the European Union (Withdrawal) Act 2018 and as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (as amended).

 


1.  APPLICANT INFORMATION

All adult courses are open to students aged 16 and over at course start date.

Application Information – Students Under the age of 18

Parents and Guardians of under 18s should read our parental consent form and are required to send us the completed and signed form before the student’s arrival date. The parental consent form details the levels of supervision that SHI provide for under 18s. Please note that Stafford House International (SHI, We, Our) offers guidance to all students, especially those under the age of 18 about aspects of life in the UK. SHI offers limited supervision at school and limited supervision outside school. Supervision arrangements are in place for break times, lunch times and at the end of lessons where the premises is shared with over 18s, including the home time curfew but please note that on an adult programme there is not constant supervision outside class time.

At Stafford House International, we place the highest priority on the safety and welfare of our students. Please note that all students under the age of 18 must be in their accommodation by 2230hrs. This time is not negotiable and is in the best interest of the students. Stafford House Internationals rules and regulations supersede all agents or parental permissions/terms and conditions.

All Stafford House schools have a named person/s who is responsible for the pastoral care of students aged under 18. They are there to support a student’s concerns, needs or answer any questions. The staff member/s will check in with under 18 students on a regular basis. On the student’s first day they will be introduced to these staff members, and they can refer to this information during their stay on their student portal.

All Stafford House schools have a named person/s responsible for safeguarding within the school. Every student can speak to one or both of these staff members if they have any concerns. On the students’ first day they will be introduced to these staff members, and they can refer to this information during their stay on their student portal.

On Course Information – Students aged Under the age of 18

Students under the age of 18 who wish to withdraw from the course at SHI will need to provide written confirmation of this in advance from a parent or guardian. The written consent should confirm the finish date of the course, when the student will leave the country and the travel details.

In these instances, the school student services team will liaise with the parent/guardian or agent regarding the student’s departure to ensure that the welfare of the student is supported throughout the early departure.

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2. VISAS

Each student is responsible for having a valid passport and any applicable visas. Students are responsible for fully complying with all requirements of the appropriate immigration authorities both before and during their stay in their chosen country. If they fail to comply with these requirements and are expelled from the country, they will not be entitled to any refund of fees.

SHI reserve the right to refuse an application if we do not think there is an intention to comply with any of the immigration authority regulations.

Students should contact their local Embassy, Consulate or High Commission to ensure they are allowed to enter and study in the UK. SHI will endeavour to support students at all times but cannot be held responsible for decisions taken by Embassies or immigration authorities regarding entry visas or extensions, or regarding changes made to regulations. Under the terms of their visa students holding a Short-Term Study Visa cannot change their course while in the UK.

Minimum payment, as set out in the proforma or invoice, must be received in full prior to any supporting visa documentation being issued. There are additional fees to have original documents couriered.

Should the student’s arrival date be postponed due to a delayed visa application, we cannot guarantee the original accommodation allocation, and we reserve the right to offer alternative accommodation. We also reserve the right to charge additional accommodation fees if less than 2 weeks’ notice is provided.

If a student’s visa application is refused, a copy of the visa refusal letter must be provided. Accommodation fees will be refunded with a deduction equivalent to 2 weeks’ notice period if applicable. Fees, excluding any applicable non-refundable fees (see below), will be refunded to the fee payer if the visa was refused through no fault of the student. If the student reapplies for a visa after being refused, they will not have to pay the non-refundable fee again but will incur any visa documentation related fees which may be charged by SHI or by the relevant immigration authority (Courier).

We will not refund any fees paid if students withdraw their application after a visa has been issued.

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3. PAYMENTS

Payment methods are explained on the proforma or invoice. Payments must be received in full 30 days before the course start date. Non-refundable fees are not transferrable between students. Students are responsible for any bank fees incurred during the payment process.

We aim to release transfer and accommodation details 14 days prior to arrival date, subject to receipt of full payment. 

Course and Accommodation is only secured for the period that has been paid for in full.

Non-refundable fees are required at the time of application to all full-time ESL Courses, Private lessons and Teacher Training Courses, this includes a registration fee and if booking accommodation an accommodation booking fee.

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4. SCHOLARSHIPS

Students who have been granted sponsorship of tuition fees in order to study at SHI must provide a full guarantee of sponsorship (financial guarantee letter) before the start of their course. Any students who have not been able to provide the guarantee from their sponsors will be required to pay all due fees directly in order to continue on their course. 

Sponsored students will not be allowed into class without either a guarantee letter or tuition fees paid. Any fees paid direct to the school can be refunded to the fee payer upon receipt of the guarantee letter.

If choosing to stay in accommodation provided by SHI, sponsored students will also be asked to pay for 4 weeks accommodation fees in advance of their arrival date.

Students who have been granted scholarships to study at SHI will be required to provide full details of their scholarship before booking. 

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5. REFUNDS (WITHDRAWALS, CANCELLATIONS, POSTPONEMENTS, AMENDMENTS)

If you have signed a contract with your agent please ensure you are aware of their full policies and procedures​.

5(a). PRE-ARRIVAL REFUNDS 

5(a)(i). Cancellations

If SHI cancels a course after a student’s enrolment, all monies paid, less third-party fees, will be refunded to the fee-payer. 
 
If a student cancels their enrolment any agreed refunds will be disbursed within 45 calendar days of receiving notice of cancellation. Refunds are based on the date of determination. This is the date the student gives notice of cancellation from the institution, or the day SHI terminates a student enrolment. 
 
All refunds will only be paid to the fee-payer, via the original payment method. In the case of cash payments, refunds will be returned by bank transfer.
 
If written cancellation is provided more than 14 days before the arrival date, or students have had their visa rejected through no fault of their own, SHI will refund fees received in full, minus any non-refundable charges (registration fee, courier bank charges).
 
Students cancelling less than 14 days prior to their arrival date will not receive any refund of fees paid. However, if a student cancels a course which is longer than 4 weeks, we will apply a non-transferrable credit note for that part of the course which is longer than 4 weeks. For example, if a student cancels an 8-week course, we will provide a credit note for 4 weeks. This will be valid for 6 months only. Credit notes and cancellation notice periods will be effective from the original course start date, and not the postponed course start date.
Where applicable, the following fees are considered non-refundable fees (pre-arrival only):
 
Registration fee
Accommodation Booking Fee
Payment Fees such as Bank Transfer Fees 
Courier Fees (refundable prior to mailing out documents)
 
There will be a charge equivalent to the cost of 2 weeks’ accommodation fees, if you cancel accommodation, or postpone your arrival date, less than 14 days before the arrival date.
 
Rejection of An Applicant
 
If SHI reject an applicant pre-arrival to any of our programs all monies paid, less third-party fees, will be refunded to the fee-payer. All refunds will only be paid to the fee-payer, via the original payment method. In the case of cash payments, refunds will be returned by bank transfer.
 
5(a)(ii). Postponements & Amendments
 
If a student chooses to postpone or amend their initial enrolment, the tuition or accommodation fee, or any relevant promotion that was originally charged to the student will be honoured for the first amendment only. 
 
SHI must receive notification at least 7 days before the course begins in order for the non-refundable and third-party fees to be transferred to a later course date. Failure to provide the required notification will result in these fees being forfeited.
 
For any additional postponements or amendments, the tuition and accommodation price and any relevant promotions advertised at the time of the amendment or postponement will be applied. 
 
SHI reserve the right to cancel the enrolment entirely if postponed on numerous occasions.
 
Accommodation:
 
A minimum of 14 days’ notice must be provided if a change to any accommodation type is requested pre-arrival. Additional specific cancellation policies for some residence accommodations listed on the SHI pricelist may apply. Please refer to your accommodation confirmation for details.
 
Airport Transfer:
 
If any amendments are required to a student’s transfer, then notification detailing all of the changes (as described in section 10 Transfers) must be received a minimum of 48 hours before the flight in order for the transfer to be changed free of charge. If any of this information is not provided then SHI will be unable to arrange the transfer, and no refund will be given.
 
If the correct final airport arrival flight information is not provided or possibly if the student arrives at the airport and does not follow the instructions provided by SHI on the confirmation document, or the flight is missed, and a transfer is sent to collect the student, SHI will not refund the transfer fee. Students must carefully check their separate transfer confirmation document to ensure all details are correct. 
 
5(b). POST-ARRIVAL REFUND
 
If you have signed a contract with your agent, please ensure you are aware of their full policies and procedures.
 
5(b)(i). Withdrawals
 
No refunds of tuition or registration fees will be given by the school once the arrival date has passed. Accommodation fees will be refunded, less the equivalent of 4 weeks’ notice which must be in writing. Refunds will not be issued for any unused tuition or accommodation due to expulsion as a result of poor attendance, or disciplinary issues; and any unpaid fees will become payable immediately.
 
Any agreed refunds will be paid within 45 calendar days of receiving notice of cancellation. Refunds are based on the date of determination. This is the date the student gives notice of cancellation from the institution, or the day SHI terminates a student enrolment. For those students who stop attending class with no notice, the date of determination will be calculated from their last day of attendance.
 
All refunds will only be paid to the fee-payer, via the original payment method. In the case of cash payments, refunds will be returned by bank transfer.
 
 
5(b)(ii). Amendments
 
Any changes to bookings are all subject to availability. Any additional fees that may be incurred due to a change must be paid for in advance of the change being implemented. SHI will not refund any difference in fees if the requested amendment is for a course of lower value than the initial booking. 
 
Students will not be entitled to any refund in fees if SHI require them to attend a different course from the original course they chose.
 
If students take a holiday and their course departure date subsequently exceeds their visa expiry date, SHI will not refund any unused tuition fees.
 
Students cannot exchange group lessons for an equivalent number of private lessons.
 
Accommodation:
 
Once the student has checked in to the accommodation, any changes to accommodation require 4 weeks’ notice. Additional specific cancellation policies for third-party accommodations may apply post arrival. Please refer to the accommodation confirmation for details.
 
All refunds will only be paid to the fee-payer, via the original payment method. In the case of cash payments, refunds will be returned by bank transfer.

 

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6. CLASSES

Before, or by the end of the first day, all students must take a level placement test to assess their language proficiency which will determine the appropriate level of study. If a student does not have the minimum level of English required to study on a specific course, SHI reserve the right to move the student to an appropriate course for their level. Our decision to move the student to a different course will be entirely at our discretion, and the decision will be final.

Classes will take place either at our premises, or at alternative premises which will be of a similar standard to our own premises. In the event that online study is required, SHI will make the necessary arrangements to enable classes to be taught online. 

Private/One-to-One lessons (45 mins) will be scheduled subject to teacher/classroom availability. The school require 48 hours’ notice to re-schedule private lessons. Any missed lessons will not be refunded or rescheduled.

The average number of students in any class depends on the course and the time of year, but the maximum will be 15. 

Students are required to pay a materials fee pre arrival.

MULTI-CENTRE

SHI offer the option to study at more than one of our centres. Prices will be charged pro-rata for each centre as prices may differ.

ADDITIONAL PREMISES

During peak periods, SHI will use rented premises to ensure we have sufficient classroom space. These buildings/classrooms will have adequate facilities and furniture to ensure the best possible experience for our customers.

TIMETABLING 

Students studying on the FLEX schedule are aware that their timetable may change on a weekly basis.

At peak periods, it may be necessary for SHI to change a course timetable in order to manage student capacity in the school. For example, core class schedules may switch to an afternoon schedule. 

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7. ATTENDANCE

SHI students are expected to have 100% attendance with a minimum of 80% on their course to receive a SHI certificate of achievement on the final day of their studies. Students must arrive on time for each class and return promptly after any break. Entry to class will not be permitted if students are late, to help minimise disruption to fellow students.

A student’s course may be terminated without notice if the student persistently fails to attend class or fails to meet the minimum attendance requirements of the course.

SHI are not obligated to issue credit to students who are absent due to illness.

A Doctor’s certificate must be provided if absence of more than 5 consecutive days is due to illness.

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8. COURSE BREAKS

SHI will not make up any lessons or classes for national UK holidays in which the school is closed. If students take a personal holiday, SHI cannot guarantee they will be in the same classes or accommodation when they return. Students wishing to leave luggage in their accommodation, or return to the same accommodation upon their return, will be required to pay the full accommodation rate for that period.
 
Students are encouraged to book their course break dates at the time of enrolment to avoid problems with visas.
 
If a break is requested after the start of the course, students will not be refunded for any course breaks that result in a reduced study period or a downgrading of course. 
 
If the Course is 12 weeks or longer, students are entitled to take a break by submitting a Holiday Request Form in writing 14 days in advance of their break:
 
Course Break Entitlement
 
if their Course is 12 - 23 weeks, they are entitled to 2 weeks holiday
if their Course is 24 - 35 weeks, they are entitled to 4 weeks holiday
if their Course is 36 - 51 weeks, they are entitled to 6 weeks holiday

 

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9. ACCOMMODATION 

Accommodation details will be issued to the student after receipt of full fees. SHI will endeavour to release accommodation details 14 days prior to arrival. Accommodation is reserved on the Sunday before the course begins until the Saturday at the end of the course, unless agreed otherwise. Check-in times may vary depending on the location and details will be provided on pre-arrival documents.

Students must advise us of their specific arrival and departure dates and times prior to arrival.

All prices are per person per week unless stated otherwise, any additional nights booked will be charged on a prorated basis and require approval at the time of application. In some cases stays outside of the standard Sunday arrival or Saturday departure will result in a full week’s charge. 

Whilst SHI will always strive to provide the type of accommodation requested, there may be times when a type may not be available. In these instances, the student will be given the opportunity to select an alternative type or decline to accept accommodation. SHI is not obligated to guarantee a particular accommodation type at any time.

Twin rooms can normally only be reserved for students travelling together.

All homestays recruited by SHI will have undertaken our vetting process. Homestays are encouraged to interact with the student where possible, but there is no obligation for the homestay to spend a specific amount of time with the student.

SHI works with third party accommodation providers and will endeavour to monitor all required standards. Students are requested to liaise with SHI staff in the first instance in case of any queries. 

SHI reserves the right to charge students for damages, breakages or excessive wear and tear caused to the accommodation as a result of the student’s actions. 

SHI has a zero tolerance to illegal substances or law breaking. Students found breaking any national laws will be expelled, and the student may be reported to the relevant authorities. SHI will not be responsible for any associated costs.

Any refunds of fees related to accommodation issues will be dealt with in accordance with section 5 (Refunds) of these terms and conditions

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10. TRANSFERS

Students must let us know if they would like us to arrange an airport transfer a minimum of 7 days before their flight SHI must receive details of their flight, arrival airport, arrival time, flight number, airline and point of origin. They must also let us know if any of this information changes. If any of this information is not provided, then SHI will be unable to arrange the transfer.

Transfers will only be booked upon receipt of full payment and so payment must be made in advance of arrival.

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11. DISCIPLINARY & CODE OF CONDUCT

SHI have a Code of Conduct which it expects all students to follow. If a student seriously or persistently misbehaves in their lessons or accommodation, SHI reserve the right to terminate their course or accommodation without notice. A student’s course may also be terminated without notice if the student persistently fails to attend class or fails to meet the minimum attendance requirements of the course.

In the case of students that require a visa to study in the UK (visa nationals) the School Principal will inform the relevant authorities or government bodies that a course has been discontinued early due to disciplinary reasons. Parents and/or agents will also be informed.

SHI Code of Conduct can be found in the student portal and will be explained on the student’s first day, or for a copy of the codes please contact the Global Sales Support team. Students will be asked to confirm they agree to the Code of Conduct upon arrival. Any student found in direct violation of the Code of Conduct may be asked to leave the school or have their booking terminated. 

Repatriation is at the student’s own expense.

Any refunds of fees related to disciplinary or conduct issues will be dealt with in accordance with section 5 (Refunds) of these terms and conditions

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12. PHOTOGRAPHY

SHI or its representatives would like to photograph or take video footage of students participating in activities and collect written or video student testimonials for promotional purposes, both printed and online. Any student who does not wish to participate may advise SHI at the time of booking or at the time of photography. Students will be informed when videos or photos are being taken and may choose not to participate. Students who are invited to provide testimonials or to have individual or small group photos taken will be informed of their use and will be given a consent form at the time.

For more information about how we use your data, please read our company Privacy Notice

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13. FORCE MAJEURE

SHI is not responsible for any events outside our reasonable control which may cause the closure of part or all of the school and the cancellation of any classes, courses or other services or materials SHI provide. Events outside our reasonable control may include, without limitation, war, riot, civil strife, industrial dispute, terrorist activity, disaster, storm or other extreme weather conditions, flood, plague and infectious disease. Whenever reasonable and practical, SHI will endeavour to offer compensatory classes, however this cannot be guaranteed. SHI will not be responsible for any costs incurred by or on behalf of the student as a result of any such case.

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14. SERVICES

SHI reserve the right to change details of its services, including courses, facilities, accommodation and course dates, where circumstances beyond its control necessitate such changes or where the number of enrolments is not enough to operate a course viably. Students will be assigned to either morning or afternoon schedule after their placement exam, and students travelling together are not guaranteed the same schedule. A student’s schedule may change during their enrolment.

Any questions or problems concerning SHI that have not been satisfactorily answered or resolved by SHI should be directed to English UK, 47 Brunswick Ct, Tanner St, London SE1 3LH (www.englishuk.com) 

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15. LIABILITY

SHI will not be held liable for loss, damage, or injury to persons or property while attending the schools, in our accommodations or during school organized activities. The student is solely responsible for the safety of any personal property they bring to the school, including any post sent to them at the school and exam results or certificates.
Students must pay for any damages caused by them to SHI property or to property in which they are housed.

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16. INSURANCE  

SHI advises all students to have travel insurance cover which includes medical and personal liability as a minimum. Students are solely responsible for ensuring they have appropriate insurances in place to cover their travel to their chosen country and attendance at the school. Insurance can either be purchased independently, or through our insurance partners.

Please contact our Global Sales Support team for full details on costs, level of coverage, and terms & conditions.

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17. DATA PROTECTION

In order to deliver education and protect students’ welfare, SH will collect and process personal data, which may include sensitive personal data, relating to the student.

SH will comply at all times with our obligations under applicable data protection legislation. Full details of the personal data collected and processed by SH, the purposes for which it is collected and the legal basis for doing so are contained in the CATS Schools Privacy Notice, which can be accessed via this link.

On the first day of the student’s course, they must give the school their passport (or alternative form of ID such as a driving licence if they are resident in the UK.) SH will copy or scan it and return the original to them. It is the student’s responsibility to update any personal data they give us if it changes.

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18. AGREEMENT 

The current SHI Terms and Conditions supersede any previous Terms & Conditions that were applicable at the time of student’s booking.

By either submitting an application or paying a registration fee or full fees you have read, understood and agree to the above conditions. These Terms & Conditions are applicable to all students.

All courses and accommodation offered are subject to availability.

SHI reserves the right to cancel or make changes to course or accommodation arrangements without liability if obliged to by circumstances beyond its control or due to low demand or where the student’s preferred accommodation is unavailable. In such circumstances, SHI endeavour to offer the best alternative arrangements, dates or venues available.

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