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Annual Report to Parliament 2014–2015
Introduction
The Access to Information Act was proclaimed on July 1, 1983. The Act gives all individuals and corporate entities in Canada a right of access to information contained in government records, subject to certain specific and limited exceptions.
Section 72 of the Access to Information Act requires that the head of every government institution prepare, for submission to Parliament, an annual report on the administration of the Act within the institution during each fiscal year.
This report describes the administration of Status of Women Canada’s Access to Information program for the fiscal year 2014-2015.
Part I: General Information
Status of Women Canada
The mandate of Status of Women Canada is to "coordinate federal policy with respect to the status of women and administer related programs." This was set out in Order-in-Council 1976-779 and the Appropriation Act 1976-77.
The vision of Status of Women Canada (SWC) is a Canada where equality is achieved between women and men in all aspects of life.
The mission of the Agency is to exercise leadership and work in partnership to advance equality and increase women’s participation; to provide expert advice on how to take gender equality into account in developing the best policies and programs for all Canadians; and to support action and innovation that will lead to equality in communities across Canada.
The ATIP office reports to the Director General of Communications and Public Affairs. The office coordinates all activities related to the legislation within the Agency both at headquarters and in the regions.
Access to Information Activities
The Access to Information and Privacy Coordinator is responsible for all aspects of program delivery, which include:
- processing requests under the Access to Information Act;
- acting as spokesperson for the Agency in dealings with the Treasury Board Secretariat, the Office of the Information Commissioner, and other government departments and agencies regarding the application of the Access to Information Act as it relates to the Agency;
- responding to consultation requests submitted by other federal institutions on Status of Women Canada documents located in their files;
- preparing the annual report to Parliament and other statutory reports as well as other materials that may be required;
- reviewing and approving collections in accordance with the Government Policy on Information Collection;
- developing policies, procedures and guidelines for the orderly implementation of the Act;
- promoting awareness of the Access to Information Act to ensure agency responsiveness to the obligations imposed; and
- monitoring agency compliance with the Access to Information Act.
Implementation of ATI Activities and Administrative Issues
Accomplishments
The Access to Information and Privacy Office completed seventeen (17) new requests during 2014-2015.
The Access to Information and Privacy Office has been able to continue its efficiency from the previous year in the processing of requests.
Delegation of Authority
The delegation orders were last amended in July 2013. The Coordinator/ Head of Agency and the Director General of Communications and Public Affairs have full authority while the Access to Information and Privacy (ATIP) Coordinator has partial authority delegated by the Minister of Status of Women for administration and decision-making responsibilities under the two Acts. Appendix A provides a more detailed description of the delegation of authority.
Salary and Administrative Expenditures
In 2014-2015, the Access to Information and Privacy Office operated with 1.43 full-time employees dedicated to the administration of both the Access to Information Act and the Privacy Act and their related functions.
The agency’s allocation for the central coordination of the Access to Information Act amounted to $117,960.00 ($110,317.00 were salary expenditures and $7,643.00 were administrative costs for 2014-2015).
Reading Room
A reading room is available at headquarters, as needed. Should a reading room be needed elsewhere, SWC’s regional offices in certain regions across Canada are available upon request.
Data Collection
The responsibility for the coordination of new data collection by the agency is assigned to the ATIP Coordinator. This ensures both compliance with the Access to Information Act and the Privacy Act and the creation of new Personal Information Banks or Program Records, as necessary.
Appendix A
Delegation Order
Section of the Act | Powers, Duties and Functions | Head, Status of Women Canada | ATIP Coordinator |
---|---|---|---|
7(a) | Notice where access requested | X | X |
8(1) | Transfer to – transfer from institution | X | X |
9 | Extension of time limits | X | X |
11(2), (3), (4), (5), (6) | Additional fees | X | X |
12(2) | Language of access | X | X |
12(3) | Access in an Alternative Format | X | X |
13 | Information obtained in confidence | X | X |
14 | Federal-Provincial affairs | X | X |
15 | International affairs and defense | X | X |
16 | Law enforcement and investigation | X | |
17 | Safety of individuals | X | |
18 | Economic interests of Canada | X | |
19 | Personal information | X | X |
20 | Third party information | X | X |
21 | Advice | X | X |
22 | Testing procedures | X | X |
23 | Solicitor/client privilege | X | X |
24 | Statutory prohibitions | X | X |
25 | Severance | X | X |
26 | Information to be published | X | X |
27(1)(4) | Third party notification | X | X |
28(1)(b) | Give written notice to a third party of the Department’s decision to disclose records containing information pertaining to that third party | X | X |
28(2) | Waive the requirement for a written representation by a third party | X | X |
28(4) | Disclose records for which a notice has been issued to a third party of the Department’s decision to disclose those records, unless the third party seeks a Court review of the decision under Section 44 | X | X |
29(1) | Disclosure on recommendation of Information Commissioner | X | X |
33 | Advise Information Commissioner of third party involvement | X | X |
35 | Right to make representations | X | |
37(4) | Access to be given complainant | X | X |
43(1) | Notice to third party (application to Federal Court) | X | X |
44(2) | Notice to applicant (application to Federal Court by third party) | X | X |
52(2) (3) | Special rules for hearings | X | |
69 | Excluded information | X | X |
71(2) | Exempt information severed from manuals | X | X |
77 | Responsibilities conferred on the head of the institution the regulations make under section 77 which are not included above | X | X |
Part II: Report on the Access to Information Act
Request Under the Access to Information Act
-
Statistical Report
The annual statistical report for fiscal year 2014-2015 is included at the end of this chapter.
-
Interpretation of the Statistics
Introduction
Between April 1, 2014 and March 31, 2015, Status of Women Canada did not carry over any requests from the previous year and received twenty two (22) new requests. In addition, the ATIP program received six (6) informal requests and twelve (12) requests for consultation from other federal institutions.
Source of Requests
Media was the largest group of requesters, followed by Academia. The following table provides a comparison with previous years.
2012-2013 2013-2014 2014-2015 Public 73% (27) 14% (9) 0% (0) Business 0% (0) 0% (0) 5% (1) Media 11% (4) 12% (8) 72% (16) Organization 2% (1) 9% (6) 5% (1) Academia 14% (5) 5% (42) 18% (4) Decline to Identify N/A N/A 0% (0) Requests Completed
Seventeen (17) requests were completed during this fiscal year and five (5) requests were carried forward to be completed in fiscal year 2015-2016.
Requests Completed 2015-2016 Completed request 17 Carried over 5
Dispositions of Requests Completed
Number of Requests Percentage All disclosed 2 12% Disclosed in part 12 71% All excluded 0 0% All exempted 0 0% No records exist 1 5% Transferred 0 0% Request abandoned 2 12% Neither confirmed nor denied 0 0% Extensions
Two (2) requests had their time limit extended as follows:
Number of Days Number of Requests 31 to 60 Days 1 61 to 120 Days 1 The time limits were extended for two (2) requests; both were extended due to consultations with other government institutions.
Completion Time
Completion Time Number of Requests Percentage 1 to 15 Days 4 23% 16 to 30 Days 8 47% 31 to 60 Days 3 17% 61 to 120 Days 2 12% 121 to 180 Days 0 0% 181 to 365 Days 0 0% More than 365 Days 0 0% Method of Access
Access to the relevant documents was given in whole or in part for fourteen (14) requests. Paper copies were provided in twelve (12) cases and in an electronic format in two (2) cases.
Fees
Net fees collected amounted to $80.00 and represent sixteen (16) application fees.
-
Access to Information Education and Training Activities
No formal training activities were provided during the reporting period, however informal advice and guidance was provided as needed.
-
Significant Changes to the Institution
There were no significant changes to the institution during fiscal year 2014-2015.
-
Complaints
SWC received one (1) complaint during fiscal year 2014-2015.
-
Appeals to the Courts
There were no appeals to the courts between April 1, 2014 and March 31, 2015.
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Monitoring time to process requests
A status report of all outstanding requests is prepared on a weekly basis for Director General review and Executive Committee oversight.
Annual Statistical Report to the Access to Information Act
April 1, 2014 - March 31, 2015
Part 1: Request Under the Access to Information act
1.1 Number of requests
Number of Requests | |
---|---|
Received during reporting period | 22 |
Outstanding from previous reporting period | 0 |
Total | 22 |
Closed during reporting period | 17 |
Carried over to next reporting period | 5 |
1.2 Sources of requests
Source | Number of Requests |
---|---|
Media | 16 |
Academia | 4 |
Business (private sector) | 1 |
Organization | 1 |
Public | 0 |
Decline to Identify | 0 |
Total | 22 |
1.3 Informal requests
Completion Time | |||||||
---|---|---|---|---|---|---|---|
1 to 15 Days | 16 to 30 Days | 31 to 60 Days | 61 to 120 Days | 121 to 180 Days | 181 to 365 Days | More than 365 Days | Total |
6 | 0 | 0 | 0 | 0 | 0 | 0 | 6 |
Note: All previously recorded as "treated informally" will now be accounted for in this section
Part 2: Requests Closed During the Reporting Period
2.1 Disposition and completion time
Disposition of Requests | Completion Time | |||||||
---|---|---|---|---|---|---|---|---|
1 to 15 Days | 16 to 30 Days | 31 to 60 Days | 61 to 120 Days | 121 to 180 Days | 181 to 365 Days | More than 365 Days | Total | |
All disclosed | 0 | 2 | 0 | 0 | 0 | 0 | 0 | 2 |
Disclosed in part | 1 | 6 | 3 | 2 | 0 | 0 | 0 | 12 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
No records exist | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
Request transferred | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Request abondoned | 2 | 0 | 0 | 0 | 0 | 0 | 0 | 2 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 4 | 8 | 3 | 2 | 0 | 0 | 0 | 17 |
2.2 Exemptions
Section | Number of Requests | Section | Number of Requests | Section | Number of Requests | Section | Number of Requests |
---|---|---|---|---|---|---|---|
13(1)(a) | 0 | 16(2) | 0 | 18(a) | 0 | 20.1 | 0 |
13(1)(b) | 0 | 16(2)(a) | 0 | 18(b) | 0 | 20.2 | 0 |
13(1)(c) | 0 | 16(2)(b) | 0 | 18(c) | 0 | 20.4 | 0 |
13(1)(d) | 0 | 16(2)(c) | 0 | 18(d) | 0 | 21(1)(a) | 8 |
13(1)(e) | 0 | 16(3) | 0 | 18.1(1)(a) | 0 | 21(1)(b) | 6 |
14 | 0 | 16.1(1)(a) | 0 | 18.1(1)(b) | 0 | 21(1)(c) | 1 |
14(a) | 0 | 16.1(1)(b) | 0 | 18.1(1)(c) | 0 | 21(1)(d) | 1 |
14(b) | 0 | 16.1(1)(c) | 0 | 18.1(1)(d) | 0 | 22 | 0 |
15(1) | 0 | 16.1(1)(d) | 0 | 19(1) | 2 | 22.1(1) | 0 |
15(1) - I.A.* | 1 | 16.2(1) | 0 | 20(1)(a) | 0 | 23 | 1 |
15(1) - Def.* | 0 | 16.3 | 0 | 20(1)(b) | 1 | 24(1) | 0 |
15(1) - S.A.* | 0 | 16.4(1)(a) | 0 | 20(1)(b.1) | 0 | 26 | 0 |
16(1)(a)(i) | 0 | 16.4(1)(b) | 0 | 20(1)(c) | 4 | ||
16(1)(a)(ii) | 0 | 16.5 | 0 | 20(1)(d) | 3 | ||
16(1)(a)(iii) | 0 | 17 | 0 | ||||
16(1)(b) | 0 | ||||||
16(1)(c) | 0 | ||||||
16(1)(d) | 0 |
* I.A: International Affairs Def: Defence of Canada S.A. Subversive Activities
2.3 Exclusions
Section | Number of Requests | Section | Number of Requests | Section | Number of Requests |
---|---|---|---|---|---|
68(a) | 0 | 69(1) | 0 | 69(1)(g)re(a) | 0 |
68(b) | 0 | 69(1)(a) | 0 | 69(1)(g)re(b) | 0 |
68(c) | 0 | 69(1)(b) | 0 | 69(1)(g)re(c) | 0 |
68.1 | 0 | 69(1)(c) | 0 | 69(1)(g)re(d) | 0 |
68.2(a) | 0 | 69(1)(d) | 0 | 69(1)(g)re(e) | 0 |
68.2(b) | 0 | 69(1)(e) | 1 | 69(1)(g)re(f) | 0 |
69(1)(f) | 0 | 69.1(1) | 0 |
2.4 Format of information released
Disposition | Paper | Electronic | Other Format |
---|---|---|---|
All disclosed | 2 | 0 | 0 |
Disclosed in part | 10 | 2 | 0 |
Total | 12 | 2 | 0 |
2.5 Complexity
2.5.1 Relevant pages procesed and disclosed
Disposition of Requests | Number of Pages Processed | Number of Pages Disclosed | Number of Requests |
---|---|---|---|
All disclosed | 15 | 15 | 2 |
Disclosed in part | 642 | 497 | 12 |
All exempted | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 2 |
Neither confirmed nor denied | 0 | 0 | 0 |
2.5.2 Relevant pages processed and disclosed by size of requests
Disposition | Less than 100 pages processed | 100 - 500 pages processed | 501 - 1000 pages processed | 1001 - 5000 pages processed | More than 5000 pages processed | |||||
---|---|---|---|---|---|---|---|---|---|---|
Number of requests | Page disclosed | Number of requests | Page disclosed | Number of requests | Page disclosed | Number of requests | Page disclosed | Number of requests | Page disclosed | |
All disclosed | 2 | 15 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 10 | 41 | 2 | 456 | 0 | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 2 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 14 | 56 | 2 | 456 | 0 | 0 | 0 | 0 | 0 | 0 |
2.5.3 Other complexities
Disposition | Consultation Required | Assessment of Feed | Legal Advice Sought | Other | Total |
---|---|---|---|---|---|
All disclosed | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 2 | 0 | 0 | 0 | 2 |
All exempted | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 |
Total | 2 | 0 | 0 | 0 | 2 |
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Number of Requests Closed Past the Statutory Deadline | Princial Reason | |||
---|---|---|---|---|
Workload | External Consultation | Internal Consultation | Other | |
2 | 0 | 0 | 0 | 2 |
2.6.2 Number of days past deadline
Number of Days Past Deadline | Number of Requests Past Deadline Where No Extension Was Taken | Number of Requests Past Deadline Where An Extension Was Taken | Total |
---|---|---|---|
1 to 15 Days | 2 | 0 | 2 |
16 to 60 Days | 0 | 0 | 0 |
31 to 30 Days | 0 | 0 | 0 |
61 to 120 Days | 0 | 0 | 0 |
121 to 180 Days | 0 | 0 | 0 |
181 to 365 Days | 0 | 0 | 0 |
More than 365 Days | 0 | 0 | 0 |
Total | 2 | 0 | 2 |
2.7 Requests for translation
Translation Request | Accepted | Refused | Total |
---|---|---|---|
English to French | 0 | 0 | 0 |
French to English | 0 | 0 | 0 |
Total | 0 | 0 | 0 |
Part 3: Extensions
3.1 Reasons for extensions and disposition of requests
Disposition of Requests Where an Extension Was Taken | 9(1)(a) Interference with operations | 9(1)(b) Consultation | 9(1)(c) Third-Party Notice | |
---|---|---|---|---|
Section 69 | Other | |||
All disclosed | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 1 | 1 | 0 |
All exempted | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 |
No records exist | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 |
Total | 0 | 1 | 1 | 0 |
3.2 Length of extensions
Disposition of Requests Where an Extension Was Taken | 9(1)(a) Interference with operations | 9(1)(b) Consultation | 9(1)(c) Third-Party Notice | |
---|---|---|---|---|
Section 69 | Other | |||
30 days or less | 0 | 0 | 0 | 0 |
31 to 60 days | 0 | 0 | 1 | 0 |
61 to 120 days | 0 | 0 | 1 | 0 |
121 to 189 days | 0 | 0 | 0 | 0 |
181 to 365 days | 0 | 0 | 0 | 0 |
365 days or more | 0 | 0 | 0 | 0 |
Total | 0 | 1 | 1 | 0 |
Part 4: Fees
Fee Type | Fees Collected | Fee Waived or Refunded | ||
---|---|---|---|---|
Number of requests | Amount | Number of requests | Amount | |
Application | 16 | $80 | 0 | $0 |
Search | 0 | $0 | 0 | $0 |
Production | 0 | $0 | 0 | $0 |
Programming | 0 | $0 | 0 | $0 |
Preparation | 0 | $0 | 0 | $0 |
Alternative format | 0 | $0 | 0 | $0 |
Reprduction | 16 | $80 | 0 | $0 |
Total | 16 | $80 | 0 | $0 |
Part 5: Consultations Received From Other Institutions and Organizations
5.1 Consultations received from other Government of Canada institutions and organizations
Consultations | Other Government of Canada Institutions | Number of Pages to Review | Other Organizations | Number of Pages to Review |
---|---|---|---|---|
Received during reporting period | 12 | 146 | 0 | 0 |
Outstanding from the previous reporting period | 0 | 0 | 0 | 0 |
Total | 12 | 146 | 0 | 0 |
Closed during the reporting period | 12 | 146 | 0 | 0 |
Pending at the end of the period | 0 | 0 | 0 | 0 |
5.2 Recommendations and completion time for consultations received from other government institutions
Recommendations | Number of Days required to complete consultation requests | |||||||
---|---|---|---|---|---|---|---|---|
1 to 15 Days | 16 to 30 Days | 31 to 60 Days | 61 to 120 Days | 121 to 180 Days | 181 to 365 Days | More than 365 Days | Total | |
Disclose entierly | 8 | 0 | 0 | 0 | 0 | 0 | 0 | 8 |
Disclose in part | 1 | 1 | 1 | 0 | 0 | 0 | 0 | 3 |
Exempt entirely | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
Exclude entirely | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Consult other institution | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Other | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 10 | 1 | 1 | 0 | 0 | 0 | 0 | 12 |
5.3 Recommendations and completion time for consultations received from other organizations
Recommendations | Number of Days required to complete consultation requests | |||||||
---|---|---|---|---|---|---|---|---|
1 to 15 Days | 16 to 30 Days | 31 to 60 Days | 61 to 120 Days | 121 to 180 Days | 181 to 365 Days | More than 365 Days | Total | |
Disclose entierly | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclose in part | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Exempt entirely | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Exclude entirely | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Consult other institution | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Other | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Part 6: Completion Time of Consultations on Cabinet Confidences
6.1 Requests with Legal Services
Number of Days | Less than 100 pages processed | 100 - 500 pages processed | 501 - 1000 pages processed | 1001 - 5000 pages processed | More than 5000 pages processed | |||||
---|---|---|---|---|---|---|---|---|---|---|
Number of requests | Pages disclosed | Number of requests | Pages disclosed | Number of requests | Pages disclosed | Number of requests | Pages disclosed | Number of requests | Pages disclosed | |
1 to 15 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
16 to 30 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
31 to 60 | 0 | 0 | 1 | 128 | 0 | 0 | 0 | 0 | 0 | 0 |
61 to 120 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
121 to 180 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
181 to 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
More than 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 1 | 128 | 0 | 0 | 0 | 0 | 0 | 0 |
6.2 Requests with Privy Council Office
Number of Days | Less than 100 pages processed | 100 - 500 pages processed | 501 - 1000 pages processed | 1001 - 5000 pages processed | More than 5000 pages processed | |||||
---|---|---|---|---|---|---|---|---|---|---|
Number of requests | Pages disclosed | Number of requests | Pages disclosed | Number of requests | Pages disclosed | Number of requests | Pages disclosed | Number of requests | Pages disclosed | |
1 to 15 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
16 to 30 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
31 to 60 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
61 to 120 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
121 to 180 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
181 to 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
More than 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Part 7: Complaints and Investigations
Section 32 | Section 35 | Section 37 | Total |
---|---|---|---|
1 | 1 | 1 | 3 |
Part 8: Court Action
Section 41 | Section 42 | Section 44 | Total |
---|---|---|---|
0 | 0 | 0 | 0 |
Part 9 - Resources related to the Access to Information Act
9.1 Costs
Expenditures | Amount | |
---|---|---|
Salaries | $110,317 | |
Overtime | $0 | |
Goods and Services | $7,643 | |
|
$0 | |
|
$7,643 | |
Total | $117,960 |
9.2 Human Resources
Resources | Person Years Dedicated ATI activities |
---|---|
Full-time employees | 1.36 |
Part-time and casual employees | 0.00 |
Regional staff | 0.00 |
Consultants and agency personnel | 0.00 |
Students | 0.00 |
Total | 1.36 |
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