Writing for Publication: An Introduction Dr Paul Frazer ([email protected]) International and Postgraduate Student Centre (http://qub.ac.uk/postgraduate) ([email protected]) 1 Contents Writing and Academia Understanding how Writing Makes You Feel The Value of Publication Virtues of Publishing Research Why Types of Publication are Open to You? 3 4 6 6 7 The Journal Article Selecting and Starting Your Article Refining the Argument Constructing the Argument Constructing the Abstract Drafting the Abstract 8 8 10 10 12 13 Selecting a Journal Evaluating Academic Journals Making a Final Decision Finding and Analysing a Module Article The General Structure of a Journal Article Structural Strategies Finishing Your Article: The Perils of Perfection Journal Reactions Dealing with Journal Decisions and Feedback 15 16 17 18 19 20 21 22 23 Further Reading 25 2 1: Writing and Academia Writing is to academia what sex was to nineteenth-century Vienna: everybody does it and nobody talks about it. The leading researcher on academic writers found that most academics were more willing to talk about even their most personal problems, including sexual dysfunction, than about problems with writing ... The prevalent belief among academics seems to be that writing, like sex, should come naturally and should be performed in polite privacy. (Belcher 2009, 1) One of the reasons that academics do not talk about writing is that it involves talking about feelings. Academics tend to be more comfortable with the rational that the emotional. However, if we consider the very definition of the verb ‘to publish’, it is easy to see just how uneasily this word sits against the ‘closed’ and ‘private’ nature of academic writing generally. According to the Oxford English Dictionary: Etymology: < Anglo-Norman poeplier , poplier , pubblier , publier , pubplier , puplier , pupplier and Middle French publier to make public, to make known, to make famous, to announce, to proclaim […] (Classical Latin pūblicāre to make public property, to place at the disposal of the community, to make public, to make generally known, to exhibit publicly, to publish a book, to confiscate. I. a. To make public or generally known; to declare or report openly or publicly; to announce; (also) to propagate or disseminate (a creed or system). 4. a. To declare (a person) publicly to be a particular thing, to brand as; (also, without complement) to expose so as to discredit or disgrace. As you can see, the act of publishing actively evokes terms such as public, declare, openness, and exposure. This is entirely at odds with learning cultures that seem to esteem highly individualistic writing environments. Clearly, learning how to write for publication must eventually become a ‘public’ process, but how do we get from solitude and introversion to openness and public exposure? 3 Understanding How Writing Makes You Feel This workbook contends that to become a productive writer you must confront how the process of writing makes you feel. This might seem like a needless or unnecessary task, but in order to make the production of words easier you must come to terms with your own ‘writing identity’. There is very little structured writing support out there (beyond the often problematic supervisor-supervisee relationship) for research students, so thinking about how you engage with the task of writing is a good starting point. To begin with, list some immediate reactions to the below heading – these can be positive or negative, just whatever springs to mind: My Feelings about My Writing Experience Next, take your negative feelings (if you have any!) and think about what links them together. Do they revolve around one or two anxieties, perceptions, habits? Do they point toward a particular fear, such as what others will think of you? Or to a particular negative self-assessment, such as labelling yourself lazy? Use the next chart to identify these links: Common Elements in My Negative Feelings about Writing 4 If you have positive feelings about writing, then try and remember the contexts in which they arose. During experiences when writing felt ‘good’, what was making that happen? What are the lessons you can learn from those experiences? Lessons to be Learned from My Positive Experiences of Writing 5 The Value of Publication With these feelings in mind, it is worth evaluating the values of publishing your research. Here are some questions that you might wish to consider when deciding whether or not you will attempt to publish: What will I gain from publication? What (if anything) will a potential readership gain from reading the findings of my research? Is my work original (enough)? Is there a sufficient market-readership for my research findings? What forms of publication best meet my professional and/or research profile? Do I have sufficient time and energy to commit to a publication? Will this commitment detract from the quality of my other work? Am I ready to circulate my writing and research? All of the above are worthwhile questions. You need to be sure that undertaking publication is worthwhile, so asking questions like these is a valuable exercise. Think long and hard about them, particularly the last one, and evaluate your answers against the below values of publication… The Virtues of Publishing Research There are several reasons why academics choose to publish their research findings. Consider the following list against any worries or anxieties that you have: (The right kind of) Publication… Brings my research out into the open Can stimulate academic debate about my research field Can correct or illuminate oversights in the field Helps to build my professional profile Demonstrates my academic integrity, ability, and ambition Makes me more employable Each of these points has an opposite connotation, however. Consider the list we might write of the wrong type of publication. 6 What Types of Publication are Open to You? Depending upon your career stage and subject-background, there are different publication avenues open to you. The major opportunities for academic publication are through: Book Review Conference Proceedings Conference Publications Chapter for an Edited Collection Encyclopaedia/Reference Entry Journal Article Book Each of these avenues have their own drawbacks and merits. It is worth, for instance, being aware of the REF (Research Excellence Framework) status of the publication that you have in mind. For more information on REF points visit http://www.hefce.ac.uk/research/ref/pubs/. Also, asking for advice from your supervisor, friends, and colleagues can keep you on the right track. Typically, REF-accredited research pieces include chapters in (some) edited collections, articles in peer-reviewed journals, and books with established university presses. As this workbook has been designed for emerging academics who are still completing their research, peer-reviewed journal articles will be focused upon. 7 The Journal Article Publishing an article in a peer-reviewed journal is a challenging but worthwhile achievement. Getting your name out there, alongside other academic voices from your field, can substantially increase your reputation and employability prospects. It can seem daunting, however, to undertake the process of moving your writing from the ‘safe-house’ of the thesis, to the publically read and critiqued journal domain. The following pages are designed to help you to break down this challenge into achievable tasks. To begin with, let’s think about deciding upon a piece of work to prepare for publication. Selecting and Starting Your Article Many students believe that in order to be published they must start from scratch. Nothing will do but to begin a brand new article on a brave new topic. This is not true. Most students have already written classroom essays, conference papers, or thesis chapters that contain the seed of a publishable journal article. Some students have drafts of co-authored articles that their professors have asked them to improve. Others have been asked to write up parts of a research study they did not conduct. Since revising is the key to publication, I recommend that you focus on reworking an already written text, however poor or insufficient you may feel this to be. The trick is to identify a text that provides you with this fertilisable seed. a. Choose a (provisional) paper title from your existing written work: Title Key Words b. Outline (at least) six key-words for the content of this piece: c. Thread these words together to create a provisional ‘thesis argument’: 8 9 Refining the Argument Organise your article around your argument by reviewing the following: Do I state my argument early and clearly? Is my introduction arranged around this argument? Have I organised the body of my article around this argument? Do I regularly return to aspects of the argument using clear and direct language? Have I presented convincing evidence relating to my argument? Do I restate my argument forcefully and/or persuasively in my conclusion? Sometimes it can be difficult to see the answers to these questions on your own. Don’t be afraid to share your article with another writer and ask her or him to identify where the argument appears or fades. This is vital work. Don’t get discouraged if you find this process time consuming; a clear and well stated argument is worth the effort. Constructing the Argument One Argument Formula: If you still aren’t sure you know what an argument is or how to make one, take some advice from Steven Posusta. After teaching in a UCLA composition tutoring lab as an English major, Posusta wrote a sixty-two page book for undergraduates titled Don’t Panic: The Procrastinator’s Guide to Writing an Effective Term Paper (You Know Who You Are) (1996). The aim of the book is to provide the “cool tricks” and “fast fixes” that can enable a student to read Posusta’s book tonight “and still hand in your paper tomorrow”. One tool Posusta provides is his ‘Instant Thesis Maker’. It goes like this: #1. Although_________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ (general statement, opposite opinion) #2. nevertheless _____________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ (thesis, your idea) 10 #3. because _________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ (examples, evidence: #1, #2, #3, etc.) E.g.: “Although Posusta’s Instant Thesis Maker is reductive and pedagogically problematic, nevertheless it distils the requirements of academic discourse to an easily understood essence that can be useful to students struggling with their arguments because it forces students to engage in a debate and to provide proofs in one sentence.” 11 Constructing the Abstract Now you need to turn this argument into a viable (and defensible) abstract. An abstract is a condensed version of your article: a distillation of the most important information. Several common problems plague even published abstracts. Be sure to avoid the following: Don’t just introduce your topic; that’s what your introduction is for. Don’t have an abstract that reads like a plan. It shouldn’t include statements like “we hope to prove” or “this article tries to analyse” or “this study seeks to…” etc. These are acceptable in grant- or conference-paper- proposals but not in a research article. An article abstract is a report on what you did, not what you hope to do. Don’t give a barrage of data without an argument or a conclusion; an abstract should tell (or at least hint at) a story. Don’t include footnotes or citations. Don’t include quotations – paraphrase instead. Don’t include abbreviations, symbols, or acronyms, instead spell out all terms (some journals allow exceptions, but this is a general rule). Include nothing in the abstract that cannot be understood (without explanation in the article itself). Be sure to include as many relevant keywords as possible, since many search engines search by abstract and title alone. 12 Drafting the Abstract Before attempting to draft your abstract, consider the below examples. Which abstract is better? Why? Abstract version A A count of sentence connectors in 12 academic papers produced 70 different connectors. These varied in frequency from 62 tokens to single occurrences. Seventy-five percent of the 467 examples appeared in sentence-initial position. However, individual connectors varied considerably in position reference. Some always occurred initially; in other cases, they were placed after the subject more than 50% of the time. These findings suggest that a search for general rules for connector position may not be fruitful. Abstract Version B Although sentence connectors are a well-recognized feature of academic writing, little research has been undertaken on their positioning. In this study, we analyze the position of 467 connectors found in a sample of 12 research papers. Seventy-five percent of the connectors occurred at the beginning of sentences. However, individual connectors varied greatly in positional preference. Some only occurred initially; others occurred in only 40% of the cases. These preliminary findings suggest that general rules for connector position may prove elusive. It was probably easy for you to identify version B as stronger. It is well organised, announcing its topic and significance in the first sentence, its method in the second sentence, its findings in the three following sentences, and concludes with the argument (that ‘sentence connectors’ likely do not have general rules’). The first abstract is not well organised – providing no context, unexplained data, and an unconnected argument. It is a data-driven abstract. Unorganised data overwhelms the argument. Both have arguments, but only one is argument driven. 13 Now attempt to draft your abstract, using your ‘thesis argument’ to create an argument-driven, organized account of the article in no more than 300 words: Abstract Draft As you redraft this abstract (and you will), keep asking yourself: Is my argument visible and clear? Do I foreground any unnecessary (or unnecessarily complex) information? Do I tell (the right) story? Am I introducing my article (with the ‘research problem’)? Am I concluding with an account of my research statement? Do my sentences build upon each other in a logical progression? 14 Selecting a Journal Though you may be surprised to learn this, many journals need you more than you need them. Why? There are hundreds of academic journals in every discipline. Worldwide, there are nearly 250,000 periodicals. Of those, over 38,000 are active academic journals and over 22,000 are active peer-reviewed academic journals (Belcher 2009, 101). With this array of choices, choosing the right journal for your article can be a difficult and time-consuming process. And because you may only publish your paper once, it is imperative that you select an outlet that will supplement your professional development and impress potential employers/colleagues. Consider the following guidelines before short-listing potential journals for your work: Types of Academic Journals Non-recommended Publishing Outlets: Newspapers or magazines Trade and professional journals Society and conference proceedings Questionable Publishing Outlets: Chapters in edited volumes Non-peer-reviewed academic journals Graduate student journals Note journals Review journals Local journals New journals Electronic journals Non-US / UK journals Preferred Publishing Outlets (always peer reviewed...) Regional journals Newer journals (3-7 years old) Interdisciplinary journals Field-/discipline-specific journals Disciplinary journals Correspond with your supervisor to draw up a range of relevant, peer-reviewed academic journals as potential outlets for your work. Think about journals that established authors have printed with in their early careers. Remember that aiming ‘too high’ can cause delay and disheartenment through repeated rejection. 15 Selecting and Evaluating Academic Journals Spend some time in the library (in the relevant periodical section) and think about the following questions in your bid to shortlist some potential avenues for publication: Is the journal peer-reviewed? Is the journal in the recommended publishing outlet category? Does the journal have a solid reputation? Does the journal have a reputable publisher? Has the journal been around for a while? Is the journal carefully produced? Are the authors published in its pages diverse? Is the journal online or indexed electronically and where? Does it take a long time to get published once you submit your manuscript? Who reads the journal? Sometimes questions like these can be difficult to answer. Talk to your supervisor(s) and colleagues and try to gain as much knowledge as possible. To help you navigate your search yield, the following questions can be helpful in strategically matching your paper to suitable journals: Does the journal have an upcoming theme or special issue on your topic? Does the journal have word or page limits that you can’t meet? Does the style of the article match the journal’s? Do you (or your supervisors) know the journal’s editor(s)? How does the journal require articles to be submitted? If you require clarification on any of the above questions, you can contact the journals editors with a query letter or email. Here are some questions that editors often receive: How many submissions does your journal receive annually? What is your journal’s turnaround time? What is your journal’s backlog (i.e. how long will it take to get my article in print)? 16 Making a Final Decision Knowing what journal you are going to send your work to makes a big difference – it will help you shape the article when you know what conversation you are joining. Which journal is my ‘best bet’ for getting this article published? Now you need to list the implications that this choice has for the further writing of your article. The most important issue at this point is the journal’s word limits. If your article doesn’t meet (or exceeds) those limits, you must start making changes or aim for another publication. What are the journal’s page or word limits and what length is my article? There are other implications that the journal has for your revision process. If the journal requires that you list all documentation in the notes, not the text, and you’ve done the opposite, you may have to switch your article over. If the journal has a special issue that you are aiming for, you will have to take note of the date and work toward it. If the journal favours a particular theoretical or methodological stance, you may need to ‘beef up’ that part of your article. What are the other writing implications of choosing this journal for this article? 17 Finding and Analysing a Model Article Once you have identified a particular journal for your article, it is well worth exploring some recent editions to find suitable ‘models’. By using an existing publication as a template (in terms of structure and style), you can tailor your article to the journal’s needs more efficiently. Survey some recent editions and look for examples of structure, balance, argument, and linkage. Pay particular attention to the following: How does the author frame their abstract? How are keyterms integrated into the abstract and introduction? How formal is the author’s approach? Are subheadings used? Are subsections consistent in length? What scale of secondary research is evident? Surveying a number of articles across several (recent) editions can give you a solid sense of the journal’s general style expectations. List possible strategies that you could replicate in your submission: What can I… Imitate? Adapt? Improve? 18 The General Structure of a Journal Article Though all journals have different styles and preferences, there are certain conventions that can bolster any article-length academic essay. Understanding and applying these conventions can help you to restructure your chosen piece into a publishable form. The AIMRAD Structure (Silyn-Roberts 2000) The classic structure for an experimental report is the A(bstract) I(ntroduction) M(ethods) R(esults) and D(iscussion) model. Whilst this structure may seem specific to science and engineering based subjects, the philosophy behind it can be applied to any discipline. In the Humanities, for example, methods, results, and discussion are rarely afforded separable sections – they are integrated into the body of information that forms the mainstay of the article. Nonetheless, Humanities articles do present methods, results, and discussion in identifiable ways. It is helpful to think of the article document in the shape of a diamond: Abstract AIM RAD Body of information Conclusions If we think about the entire article as being ‘diamond shaped’, the following rules apply: at the narrow ends, the information is brief, focused, and precise. The abstract at the beginning and the conclusions at the end each give overview information. The abstract prepares the reader for the whole document, the conclusions confirms and reiterates the findings – and the significance of these findings. Next, think of each sub-section within the body as diamond shaped; they will also have narrow ends: a summary at the beginning, and a conclusion at the end. To get an undetailed understanding of the key information in the document the rule of thumb is to read the title, abstract, and conclusions. These sections, together with the section summaries, should form a navigational aid that orientates the reader and guides them through the document. By using the ‘narrow’ sections efficiently, you allow the non-expert reader access to your ideas – making your article far more suited to the conventions of journal publishing practice. 19 Structural Strategies: Some Tips for Structuring the Article The Importance of Overview Information: Building a Navigational Pathway Even though journal articles often have sub-/side-headings, they are often very difficult to assess and extract information from. This can be because the reader can’t see a pathway through it, something to help them to navigate their way. For technical documents, you can use the basic AIMRAD skeleton and build upon it to construct a navigational guide. Non-technical documents, however, must address this more subtly, through direction, repetition, and signposting. In your introduction, give your reader a detailed map of the direction of the article. Detail the waypoints that they will visit en route to your conclusions. Your readers should be able to use this information to gain a much readier understanding of your material. One Useful Strategy: Deliberate Repetition of Information in a Document Writers are sometimes concerned because they see information repeated throughout a document. But it has to be remembered that this repetition is deliberate and controlled – the basic skeleton demands it. The repeated information forms part of the navigational pathway and guides the reader through the document. Overviews of the central thesis-argument must be returned to regularly, at the beginning and ends of sections, to keep your reader on the right track. This deliberate restatement of information is a key feature of the professional document. But information that is repeated because the document has been sloppily assembled is another matter! Checklist for the Structuring of a Document Are you using the necessary headings of the basic skeleton? Are the headings appropriate to your target-journal? Are your headings in a logical order? Have you built a navigational pathway for the reader by giving overview information throughout your document: an abstract or summary and conclusions, and in a long paper, section summaries? Have you deliberately controlled the repetition of information throughout the document? 20 Finishing Your Article: The Perils of Perfection According to Belcher (2009), when you are finishing your article your biggest enemy is the fear of finishing. Demotivating feelings often accompany the completion of projects, and authors often start to slow down the process to delay completion. Authors become aware of the huge gap between what they imagined their article would be and what it ended up being. But, you must learn to send your imperfect work out into the world. (It helps to realise that no text is perfect.) You are on a journey and your articles are way-stations, not the destination. Finalising Your Argument: Print out a hard copy of your article. Read through it and mark up what needs to be improved. Ask yourself if each change is essential to the article or a barrier to completing it. Finalising Your Related Literature Review: Reread your article with an eye to wrapping up your literature review and any other citations. Refer back to your notes and ensure that you haven’t neglected any key texts. Is your bibliography clean, accurate, and presented appropriately? Have you cited what you need to? Finalising Your Introduction: Consider the strength of your opening section. Is your argument prominent enough? Do you clearly address the article title and the scope of the piece? Is your contextual information concise and to the point? Are you signposting your arguments effectively? Finalising Your Evidence and Structure: Reread your article with an eye for finalizing the body-paragraphs. Do they have singular foci? Do they link together fluidly and build a logical argument? At this stage you must focus on improving, not overhauling. And don’t forget your journal’s word-limit, but if you are slightly over don’t agonize. Most editors don’t expect you to hit the mark exactly. Devoting a 3-4 hour stretch to this stage may be helpful as you get close to sending. Finalising your Conclusion: The best conclusions are short and clear. Are you revisiting your central points and building a reflective, logic-driven, conclusive statement. Do you gesture towards future research that could build upon what you have argued? Do you end positively and forcefully? 21 Journal Reactions Unpublishable: The Non-Argument Understanding the factors that make an article unpublishable is arguably as important as appreciating what makes a paper desirable to a potential editor. Here are some common reasons why journals reject articles: “Too Narrow” or “Too Broad” (do you situate your argument within a broader context? Is it directed to a broad, but yet specialised, academic audience?) “Off Topic” (is your subject matter ‘appropriate’? Is it within the scope of the journal?) “Not Scholarly” (are your references meticulous? Is your tone formal and respectful? Does your evidence support your claims?) “Too Defensive” (are you overemphasising points and losing credibility?) “Not Sufficiently Original” (what is new about your paper?) “Poor Structure” (are your points made clearly and governed by a logical order? Are your introduction and conclusion functioning effectively?) “Not Significant” (what difference does your article actually make?) If you do suffer rejection from your chosen journal, you have some important decisions to make. Can this piece be revised and resubmitted? Would another journal be better suited to your article? Should you move on and work on something else? These are significant decisions, but leaving a piece of work behind that you have laboured over has to be the last consideration. All rejections (and for that matter, most conditional acceptances) will come with feedback, and how you employ this feedback can define your ability to receive constructive criticisms throughout your career. Take all the positives you can and never see readers’ comments as reflections of you. You are not your research, but your professional status (in academia) depends upon your ability to react positively to all forms of feedback. 22 Dealing with Journal Decisions and Feedback (Belcher 2009: 287-298) Typically, there are a set range of responses likely to result from submission to a peer-reviewed academic journal. Here is a run-down of the types of responses that you may encounter. 1. Unconditional acceptance: This almost never happens. For example, according to Holshuch (1998) – a journal editor – “for more than 250 manuscripts received while I have been assisting with JLR, not one first draft has been accepted unconditionally, and very few have been conditionally accepted pending minor revisions”. In other words, don’t accept any journal to “accept” your initial submission; this is not the reality of how academic journals work. 2. Revise minor problems and resubmit: Receiving a decision like this is cause for celebration. Articles in this category have been accepted on the condition that the changes specified by the reviewers in their attached reports. Though some inexperienced authors believe that any criticism is a bad sign, it’s not. You can only get this kind of decision if all of reviewers and editors liked your article. The journal has taken your work seriously, given you a few recommendations for improvement, and asked you to resubmit it with revisions. If you receive this kind of decision, make the changes as soon as possible and resubmit. Usually, the article will not go back to the original readers, but will go straight to the editors, who simply check that you have made the suggested corrections. If you have, the journal will publish your article! 3. Revise major problems and resubmit: Articles in this category have been conditionally accepted, pending major revisions specified by the reviewers. You usually get this kind of decision when the reviewers and editors liked the piece but at least one had substantial suggestions for improvement. The main difference between this and the above (‘minor’) decision is that your article will likely go back to the original reviewers for vetting. If the reviewers believe that you have adequately addressed their original suggestions, your article will be published. Be aware, however, that some articles will reject your piece if you do not address the corrections to the expected level when you resubmit. 4. Rejected but will entertain a resubmission: Whilst this is not a great decision to receive, it is far from the worst response. This means that you still have a chance of getting your article published with the journal. Here the editor indicates a willingness to see a revision, thus the decision is still a form of “revise and resubmit”. Brace yourself for your reviewers’ suggestions, as they will have substantial suggestions for improving the essay. Phrases in the editor’s letter such as “not publishable in its current form” or “not yet ready” suggest that they may welcome it in a different form. A key difference here is the editor and readers’ doubt that you can make the 23 specified changes. Most of the time, editors give this decision because they thought that the article was strong, but fatally flawed in some way. 5. Rejected and Dismissed: This is an absolute rejection with reviewers’ reports attached to back up the editor’s claim that the article is “not publishable” or “is not ready for publication” or “does not meet our standards for publication”. In this case, the editor of the journal has closed off the chance of resubmission, and sees little of value in your article. If you can use the reports to revise the article for another journal, good for you. Sometimes the editors will even suggest that you think about submitting the article to another journal that better suits your topic or argument. 6. Rejected by Editor: This is an absolute rejection without any reports. In this case, the editor has rejected your article outright and has not passed it on any further for peer review. Such a rejection is to do with the article’s quality as editors do not wish to burden the journal readers with poor quality work. However, it may be the case that your article is simply at odds with the journal’s desired topics, or perhaps the journal has recently published work on a similar subject. Lots of scholars get this kind of rejection; just move on to your second choice journal. 24 Further Reading Belcher, Wendy Laura. 2009. Writing Your Journal Article in 12 Weeks: A Guide to Academic Publishing Success. Los Angeles and London: Sage. Boice, Robert. 1982. “Increasing the Writing Productivity of ‘Blocked’ Academicans.” Behaviour Research & Therapy 20, no.3: 197-207. Bolker, Joan. 1998. Writing Your Dissertation in Fifteen Minutes a Day: A Guide to Starting, Revising, and Finishing Your Doctoral Thesis. New York: Henry Holt & Co. Day, Robert A. And Barbara Gastel. 2006. How to Write and Publish a Scientific Paper, 6th ed. Cambridge University Press. Harman, Eleanor et al. (eds). 2003. The Thesis and The Book: A Guide for FirstTime Academic Authors. University of Toronto Press. Holshuch, Jodi. 1998. “Editorial: Why Manuscripts Get Rejected and What Can Be Done about It: Understanding the Editorial Process from an Insider’s Perspective.” Journal of Literary Research 30, no.1, (1998): 1-7). Silyn-Roberts, Heather. 2000. Writing for Science and Engineering: Papers, Presentations and Reports. Butterworth Heinemann. 25
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