GITNUXSOFTWARE ADVICE
Education LearningTop 10 Best Higher Education Retention Software of 2026
Ranked list of higher education retention software for student success teams, with key features and tradeoffs across tools like EAB Navigate, Maxient.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
EAB Navigate is the strongest fit for higher ed teams that need shared, risk-driven intervention workflows tied to advisor caseloads, while Watermark Student Success & Engagement works better when student success leaders want case-based actions driven by integrated student data.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
EAB Navigate
Configurable escalation that turns risk indicators into assigned tasks across advisor and care-team roles.
Built for fits when colleges need shared intervention workflows tied to advisor caseloads..
Watermark Student Success & Engagement
Editor pickCase management that stores outreach history and threads it into advisor-led intervention steps.
Built for fits when student success leaders need case-based interventions driven by integrated student data..
Maxient
Editor pickConfigurable case intake and intervention workflow routing records outreach actions, statuses, and outcomes in one auditable student case timeline.
Built for fits when retention teams need case-based outreach workflows with documented decisions across multiple offices..
Related reading
Comparison Table
Higher education retention software supports institutions that need to detect student risk, route cases to advisors, and document outcomes with auditable workflows. This ranked list is built for analysts and operators who must compare integration patterns, data models, and intervention automation rather than vendor claims, using a consistent evaluation rubric across the category.
EAB Navigate
enterpriseStudent success software that helps institutions identify risk and coordinate retention interventions.
Configurable escalation that turns risk indicators into assigned tasks across advisor and care-team roles.
EAB Navigate is built around student success case management with configurable outreach steps, ownership, and task status so advisors and staff can work a shared backlog. The intervention workflow supports escalation to broader care teams when a student crosses a configured risk threshold, and it maintains outreach history to prevent repeated contacts. Integration depth is a key differentiator because the system is used in higher education environments with existing SIS, LMS, and degree audit processes that feed student risk indicators.
A tradeoff is that workflow design choices and role permissions require governance by functional leaders to avoid inconsistent escalation behavior across colleges. The best fit is an institution that wants coordinated proactive advising with standardized intervention steps while still allowing departmental tailoring of caseload routing and communication history.
- +Case management workflow ties alerts to owned advisor tasks and closure
- +Escalation rules route higher risk cases to care team collaboration
- +Outreach history reduces duplicate contact and supports continuity
- +Role-based caseload views support distributed advising operations
- –Workflow and permissions governance is required to keep escalation consistent
- –Tailoring intervention steps can take administrator time
- –Deep configuration can limit speed for new student success programs
- –Reporting depth depends on how campus data feeds are modeled
Student success operations
Standardize intervention workflow by student risk
Fewer missed follow-ups
Academic advising teams
Coordinate caseload and outreach history
More consistent advising
Show 2 more scenarios
Retention analytics teams
Operationalize risk indicators into action
Higher intervention throughput
Route stop-out and attrition risk signals into intervention workflows with clear thresholds.
Student affairs care teams
Escalate cases to collaborative support
Faster cross-functional response
Escalate beyond initial outreach into care-team steps tied to closure status.
Best for: Fits when colleges need shared intervention workflows tied to advisor caseloads.
More related reading
Watermark Student Success & Engagement
vertical specialistStudent success software for advising, case management, engagement, and retention reporting.
Case management that stores outreach history and threads it into advisor-led intervention steps.
Watermark Student Success & Engagement is a good fit for universities that need early warning system inputs to trigger intervention workflow steps, assignments, and documented outreach history. The product’s emphasis on student success notes and collaboration for care teams supports advisor caseload management without moving context into spreadsheets. Integration-driven configuration helps ensure that alerts and case updates reflect current academic progress indicators from linked systems.
A common tradeoff is governance overhead because intervention workflows require clear ownership rules, escalation paths, and consistent risk threshold calibration. The tool fits teams that already run proactive advising and want to convert risk scoring outputs into repeatable outreach with measurable follow-through across semesters.
- +Intervention workflows connect risk alerts to assigned outreach cases
- +Student success notes preserve outreach history across semesters
- +Care team collaboration supports coordinated intervention documentation
- +Integration supports academic progress monitoring from linked systems
- –Requires governance discipline to manage thresholds and escalation ownership
- –Custom workflow changes can slow iteration for small student success teams
- –Dense configuration can overwhelm programs that expect minimal admin setup
- –Advanced automation depends on consistent upstream data quality
Student success operations
Coordinate risk alerts into care team cases
More consistent follow-through
Advising leadership
Manage caseloads and intervention priorities
Better workload visibility
Show 2 more scenarios
Institutional research
Monitor persistence and academic progress signals
Faster risk trend review
Uses integrated student indicators to track persistence-related risk trends over time.
Retention program managers
Run re-engagement outreach with tracking
Clearer intervention impact
Records outreach history and outcomes to evaluate re-engagement campaign effectiveness.
Best for: Fits when student success leaders need case-based interventions driven by integrated student data.
Maxient
vertical specialistConduct and case management software used by student affairs offices for retention-related interventions.
Configurable case intake and intervention workflow routing records outreach actions, statuses, and outcomes in one auditable student case timeline.
Maxient organizes retention work as trackable cases linked to students, with structured fields for concerns, actions, and outcomes that teams can review by cohort or program. The system supports intervention workflow steps such as assignment, status changes, and follow-up tasks so care teams can coordinate without spreadsheets. Reporting covers caseload, activity history, and risk-related trends so administrators can monitor what interventions were triggered and when.
A key tradeoff is that deep degree progress and academic-performance enrichment depends on integrations being configured to provide the needed signals. Maxient fits best when retention teams need operational case workflows plus audit-ready documentation of outreach and decision history, then use that history to tune alert thresholds and escalation paths.
- +Case management supports structured student outreach documentation
- +Configurable intervention workflows include assignment and escalation steps
- +Activity history and caseload reporting support retention operations oversight
- +Role-based access supports department and staff-level boundaries
- –Degree audit alignment requires careful integration mapping
- –Predictive scoring depends on external signal feeds and thresholds
- –Complex routing rules can increase configuration and governance overhead
- –Advanced analytics beyond case history often needs external reporting
Retention and student success staff
Manage outreach for high-risk first-years
Reduced missed follow-ups
Dean and program leadership
Review intervention throughput by cohort
Faster workflow adjustments
Show 2 more scenarios
Student affairs operations
Coordinate care team referrals
Lower coordination overhead
Routes cases to assigned staff with status updates and outreach history for shared visibility.
IT and data integration teams
Connect SIS identity and case context
Cleaner, consistent records
Aligns student identifiers so workflow and reporting remain consistent across external systems and imports.
Best for: Fits when retention teams need case-based outreach workflows with documented decisions across multiple offices.
Mainstay
vertical specialistConversational student engagement software for higher education outreach and support.
Case management that ties intervention steps to outreach history so escalation decisions use the latest engagement record.
Mainstay targets higher education retention and early intervention workflows with a student case management view tied to risk indicators and outreach history. The core value centers on configurable intervention plans, advisor caseload management, and documentation that care teams can reference during follow-ups.
Mainstay also supports integrations needed to keep risk signals and student context current across systems used for student information and instruction. The automation surface focuses on routing, task generation, and escalation so intervention work follows defined rules rather than ad hoc tracking.
- +Intervention plans attach directly to student cases and outreach history
- +Advisor caseload management consolidates tasks by ownership and status
- +Workflow routing supports escalation when outreach stalls
- +Configuration reduces reliance on custom spreadsheets for tracking interventions
- –Deep configuration requires governance discipline across risk thresholds and roles
- –Reporting customization can require specialist effort for nonstandard dashboards
- –Role and permission setup can add friction for multi-program care teams
- –Integration onboarding can be slower when multiple source systems must align
Best for: Fits when retention teams need configurable case-based interventions with managed outreach workflows.
Aviso
SMBStudent success and retention platform offering early alerts, advising management, and predictive analytics.
Intervention workflow execution records outreach history and drives escalation when advisor actions miss defined thresholds.
Aviso routes retention work into configurable student intervention workflows that link risk indicators to outreach and case notes. It emphasizes care-team execution with task assignment, interaction history, and escalation paths tied to student records. The core capability centers on operationalizing early warning through repeatable advising actions and measurable follow-through across cohorts.
- +Configurable intervention workflows connect risk flags to assigned outreach tasks
- +Outreach history and student notes support continuity across advisor handoffs
- +Escalation paths help route missed tasks to the next role
- +Cohort reporting supports monitoring of outreach completion and follow-through
- –Workflow configuration requires careful governance to avoid duplicated outreach
- –Integration depth with SIS and LMS depends on available connectors
- –Risk scoring visibility is limited when predictive inputs are external
- –Role-based controls need testing to match complex care-team structures
Best for: Fits when teams need configurable intervention workflows tied to outreach history and escalation rules.
ConexED
vertical specialistStudent engagement platform combining scheduling, advising, and virtual meetings for retention support.
Intervention workflows that maintain audit-style outreach history per case to support consistent escalation decisions.
ConexED focuses on retention and persistence workflows for higher education teams that need structured early warning and intervention cycles. The system supports student risk identification, case management, and coordinated follow-up so care team members can track outreach history and intervention outcomes.
ConexED also integrates with campus systems such as SIS data feeds to keep risk indicators and student records current. Admin users gain visibility into intervention activity through configurable workflows and governance over who can view and act on student cases.
- +Case management with outreach history tied to each student workflow
- +Configurable intervention steps that support coordinated care team follow-up
- +Integration approach that keeps risk indicators aligned with institutional data
- +Governance controls that limit access to student cases and notes
- –Requires upfront workflow design to match internal care team processes
- –Early alert coverage can be limited by the quality of upstream data feeds
- –Predictive scoring visibility may be less transparent than custom analytics stacks
- –Reporting depth depends on how interventions and fields are configured
Best for: Fits when retention teams need structured intervention case management tied to student risk and outreach history.
Civitas Learning
enterpriseStudent success analytics software that uses institutional data to guide persistence interventions.
Intervention workflow configuration that connects predicted risk flags to assigned outreach tasks and case notes with escalation rules.
Civitas Learning focuses on higher-education student retention through intervention-focused analytics that connect risk indicators to outreach and case management. It supports student data integration from core academic systems so early alert workflows and student success notes stay consistent across the care team.
Automation centers on configurable thresholds and escalation paths that route actions to advisors and institutional roles. Governance features include role-based permissions and auditability for changes to risk flags and intervention records.
- +Intervention workflow ties risk flags to assigned actions and outreach history
- +Configurable escalation paths support care team routing without custom code
- +Integration with core student systems keeps alerts aligned with enrollment status
- +Role-based access limits who can view and edit intervention records
- –Workflow configuration requires structured governance to avoid misrouted interventions
- –Outcomes reporting depends on consistent data feeds and defined intervention events
- –Advanced automation changes often require administrators with schema knowledge
- –Some dashboard views feel less tailored than purpose-built retention reporting stacks
Best for: Fits when institutions need intervention case management connected to integrated academic data and controlled escalation.
Anthology Intelligent Experiences
enterpriseStudent engagement software that delivers personalized communications and support across the student lifecycle.
Configurable intervention case management that ties outreach history to advisor actions across a shared care team workflow.
Anthology Intelligent Experiences integrates retention workflows into higher education’s existing systems for student support, not just communications. It supports early alert and intervention case management with configurable routing, outreach tracking, and shared documentation for care teams.
The product’s automation and API surface focus on moving student and event data between systems such as LMS and SIS, then applying rules to trigger action. Governance features center on role-based access and audit visibility for advising activity and intervention state changes.
- +Deep workflow support for intervention case management and outreach history
- +Strong integration surface for moving student, enrollment, and activity signals
- +Role-based access controls for advising notes and intervention visibility
- +Audit trails for intervention state changes and care team collaboration
- –Rule and workflow configuration requires disciplined governance to avoid misroutes
- –Predictive scoring and stop-out risk require careful data readiness planning
- –Complex caseload routing can take time to model across multiple schools
- –Advanced reporting often depends on data exports and downstream analytics
Best for: Fits when retention teams need intervention workflows that stay connected to LMS and SIS data.
CampusESP
vertical specialistFamily engagement software that helps institutions support student persistence through parent and supporter communication.
Intervention case histories preserve outreach and student success notes for audit-ready continuity during escalation.
CampusESP supports higher education retention by turning student risk signals into guided intervention workflows for advisors and care teams. It integrates outreach records and student success notes to keep escalation decisions tied to a clear history of actions.
The system also supports case-based tracking of student interventions across terms, with reporting geared toward persistence and retention outcomes. Administrators get control over workflow configuration, user permissions, and audit-style visibility into who acted and when.
- +Intervention case tracking links outreach, notes, and outcomes in one thread
- +Workflow configuration supports repeatable advisor actions at scale
- +Escalation paths help route high-risk cases to care teams
- +Integration focus centers on student record systems and activity context
- –Higher-adoption requires disciplined workflow setup and role assignments
- –Reporting depth can feel limited for very specific analytics questions
- –Larger programs may need process tuning to prevent counselor overload
- –Some automation scenarios rely on custom configuration rather than self-serve rules
Best for: Fits when retention teams need case-based intervention workflows tied to outreach history and controlled escalation.
Stellic
vertical specialistDegree planning software that helps students track requirements, schedules, and academic progress.
Intervention workflows that attach escalation and outreach history directly to the stop-out risk context, reducing case handoff loss.
Stellic targets higher education retention teams that need intervention workflows tied to student-level signals.
It connects risk indicators to case management activities like outreach notes and follow-up, with escalation paths for care teams.
It adds degree progress monitoring views so interventions can route by academic trajectory, not only attendance or engagement snapshots.
Admin features emphasize configuration for workflow ownership and governance for who can create, edit, and act on student cases.
- +Predictive risk routed into advisor case workflows
- +Outreach and intervention history retained per student
- +Degree progress monitoring supports trajectory-based follow-up
- +Role separation supports multi-user care team workflows
- –Integration depth depends on SIS and data pipeline readiness
- –Workflow configuration can take several iteration cycles
- –Reporting granularity can require admin attention
- –Care team adoption may lag without consistent playbooks
Best for: Fits when retention teams want case-managed outreach tied to risk signals and degree progress for shared advising.
Conclusion
After evaluating 10 education learning, EAB Navigate stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right higher education retention software
This buyer’s guide covers higher education retention software workflows and retention operations tooling across EAB Navigate, Watermark Student Success & Engagement, Maxient, Mainstay, Aviso, ConexED, Civitas Learning, Anthology Intelligent Experiences, CampusESP, and Stellic.
It focuses on how each tool routes risk into intervention execution, how care teams track outreach history and outcomes, and how administrators govern escalation, permissions, and reporting workflows.
Retention intervention platforms that route risk signals into case-managed outreach and care-team follow-through
Higher education retention software connects early alert style risk indicators to student success intervention workflows that advisors and care teams execute as tracked work. It typically combines case management, outreach history capture, escalation routing, and intervention documentation so actions and outcomes remain consistent across staff handoffs and semesters.
Tools like EAB Navigate use configurable escalation rules to turn risk indicators into tasks across advisor and care-team roles. Watermark Student Success & Engagement uses case management that stores outreach history and threads it into advisor-led intervention steps for coordinated follow-through.
Evaluation criteria for retention workflows, escalation execution, and governance across SIS and LMS contexts
Retention outcomes depend on execution details, not just reporting screens. Tools that tie risk flags to assigned tasks and recorded outreach history reduce duplicate outreach and improve continuity across advisor caseloads.
These criteria also focus on integration and automation surface so intervention state stays aligned with SIS and LMS signals and does not drift into manual spreadsheets.
Escalation rules that assign risk into care-team and advisor work
EAB Navigate stands out with configurable escalation that turns risk indicators into assigned tasks across advisor and care-team roles. Civitas Learning also connects predicted risk flags to assigned outreach tasks and case notes with escalation rules.
Case timelines that store outreach actions, statuses, and outcomes
Maxient records outreach actions, statuses, and outcomes in one auditable student case timeline so retention operations oversight works across multiple offices. Mainstay and ConexED also tie intervention steps to outreach history so escalation decisions use the latest engagement record.
Outreach history and student success notes that persist across handoffs
Watermark Student Success & Engagement stores outreach history and threads it into advisor-led intervention steps so care-team documentation stays continuous across semesters. CampusESP preserves outreach and student success notes for audit-ready continuity during escalation.
Integration approach that keeps risk indicators aligned with enrollment and learning signals
Watermark Student Success & Engagement supports integration depth that feeds academic progress monitoring and risk indicator calculation from linked systems. Anthology Intelligent Experiences pairs LMS and SIS data movement with rules that trigger action so intervention workflows stay connected to student context.
Care-team governance controls for permissions and escalation ownership
EAB Navigate uses role-based tasks and role-based caseload views for distributed advising operations. Civitas Learning and Anthology Intelligent Experiences add role-based permissions and audit visibility for changes to intervention records and advising activity.
Intervention workflow execution that triggers action when thresholds are missed
Aviso drives escalation when advisor actions miss defined thresholds by recording intervention workflow execution history linked to outreach history. EAB Navigate and Watermark Student Success & Engagement both route higher risk cases into collaboration workflows when escalation thresholds trigger.
Decision framework for selecting retention software with the right intervention workflow model
Selection should start with the intervention workflow model the institution can operate. Tools like EAB Navigate and Maxient are designed around case management execution tied to escalation and closure, while other tools emphasize conversational engagement style workflows tied to outreach history.
The next steps confirm integration readiness, governance discipline, and how reporting needs map to actual intervention events that the system can capture.
Choose a workflow philosophy based on who owns escalation and closure
If escalation must assign tasks across advisor and care-team roles and require closure in the same workflow, EAB Navigate fits because it routes higher risk cases to care-team collaboration and ties alerts to owned advisor tasks. If multiple offices need a single auditable case timeline with configurable intake and routing, Maxient fits because it centers outreach documentation with standardized notes, tasks, and referral tracking.
Validate that outreach history becomes the decision input for escalation
If intervention decisions must use the latest engagement record, Mainstay fits because its case management ties intervention steps to outreach history so escalation uses current engagement. If audit-style outreach history per case must support consistent escalation decisions, ConexED fits because intervention workflows maintain audit-style outreach history per case.
Match integration depth to the risk and progress signals the institution already has
If risk indicators and academic progress monitoring must come from linked systems used for institutional signals, Watermark Student Success & Engagement fits because integration supports academic progress monitoring and risk indicator calculation from connected flows. If interventions must stay connected to both LMS and SIS signals with rules that trigger action after data movement, Anthology Intelligent Experiences fits because its automation surface focuses on moving student and event data between systems and then applying rules.
Confirm governance capabilities for thresholds, roles, and case visibility
If threshold configuration and escalation ownership needs strong permission and audit controls to prevent misrouted interventions, Civitas Learning fits because it provides role-based permissions and auditability for changes to risk flags and intervention records. If the operational team expects role separation and access boundaries for multi-program care teams, EAB Navigate and Anthology Intelligent Experiences both support role-based tasks and role-based access with audit visibility.
Assess reporting strategy against how intervention outcomes are captured
If reporting questions depend on case history and intervention event tracking rather than custom analytics, Maxient fits because it emphasizes activity history and caseload reporting derived from outreach and case states. If reporting needs must cover cohort retention monitoring tied to outreach completion and follow-through, Aviso fits because cohort reporting monitors outreach completion and follow-through based on recorded intervention workflow execution.
Retention ops teams that need case-managed interventions tied to student risk signals and shared care-team execution
Higher education retention software fits organizations that need consistent intervention execution across advisors, success coaches, and care-team stakeholders. The tools are strongest when risk signals can be routed into tracked work and when outreach history and notes must persist across handoffs.
The best-fit choice depends on whether intervention work must be centralized into shared case timelines or distributed into escalation workflows across multiple roles.
Institutions running shared advisor caseload operations with care-team escalation
EAB Navigate fits because it assigns case managers, routes early alerts into intervention workflows, and uses configurable escalation to create tasks across advisor and care-team roles. Mainstay also fits when care teams need managed outreach workflows with escalation triggered by outreach history.
Student success leaders who need integrated SIS and LMS signals to drive intervention planning
Watermark Student Success & Engagement fits because it supports integration depth used for academic progress monitoring and risk indicator calculation tied to intervention workflows. Anthology Intelligent Experiences fits when intervention rules must trigger after student and event data moves between LMS and SIS systems.
Retention offices coordinating multi-stakeholder outreach documentation across departments
Maxient fits because configurable case intake and intervention workflow routing records outreach actions, statuses, and outcomes in one auditable timeline. Aviso fits when configurable intervention workflows must drive escalation based on missed thresholds and recorded outreach history.
Institutions that require structured governance controls over risk flag changes and intervention visibility
Civitas Learning fits because it includes role-based permissions and auditability for changes to risk flags and intervention records. Anthology Intelligent Experiences also fits because it includes audit trails for intervention state changes and role-based access controls for advising notes.
Teams that need intervention context tied to degree progress and stop-out risk
Stellic fits because its intervention workflows attach escalation and outreach history directly to stop-out risk context and pair it with degree progress monitoring. This is a distinct need compared with tools focused mainly on engagement-driven intervention state.
Where retention workflow deployments go wrong and how to prevent it in tool selection
Many failures come from workflows that cannot be governed consistently or from integrations that do not provide the signals needed for escalation logic. Several tools also require administrators to invest time in mapping workflows, thresholds, and roles to internal retention processes.
The most common issue is assuming reporting will answer questions that the system did not capture as part of intervention execution events.
Mapping escalation without operational governance for thresholds and role ownership
EAB Navigate, Watermark Student Success & Engagement, and Mainstay all require workflow and permissions governance so escalation stays consistent and thresholds map to the right owners. Without that discipline, escalation can become inconsistent and require rework on intervention step tailoring.
Choosing a case workflow tool while the upstream signals and identity alignment are not ready
ConexED and Aviso both depend on upstream data feed quality to keep early alert coverage and escalation accurate. If SIS identity alignment or data feed readiness is weak, predictive scoring and risk visibility can become less transparent than expected.
Expecting advanced analytics from case tools that focus on intervention state and case history
Maxient emphasizes case history and activity timeline reporting and can require external reporting for analytics beyond case history. Civitas Learning also notes that outcomes reporting depends on consistent data feeds and defined intervention events, so missing intervention event definitions can limit reporting depth.
Underestimating configuration time for workflow routing across care-team structures
Anthology Intelligent Experiences and Watermark Student Success & Engagement can require time to model complex caseload routing across multiple schools. CampusESP can require disciplined workflow setup and role assignments so counselors do not get overloaded or misrouted.
How We Selected and Ranked These Tools
We evaluated EAB Navigate, Watermark Student Success & Engagement, Maxient, Mainstay, Aviso, ConexED, Civitas Learning, Anthology Intelligent Experiences, CampusESP, and Stellic on captured feature capabilities, ease of use, and value in relation to retention workflow execution. Each tool received an overall score as a weighted average in which features carried the most weight, while ease of use and value each carried equal weight.
EAB Navigate separated itself by pairing high ease of use with strong features centered on configurable escalation that turns risk indicators into assigned tasks across advisor and care-team roles. That alignment lifted its overall result because escalation execution and case coordination map directly to how retention interventions are operated.
Frequently Asked Questions About higher education retention software
How do EAB Navigate and Watermark Student Success & Engagement translate risk into actionable intervention steps?
Which tools support case intake and documented outreach history across multiple offices?
What differences exist between Civitas Learning and Anthology Intelligent Experiences in how they connect predictive risk to execution workflows?
Which products provide a workflow audit trail that records who changed risk flags or intervention state?
How do Admin controls differ between Mainstay and Aviso for managing escalation and task routing?
What integration depth matters most when students and interventions must stay consistent across SIS and LMS?
How does data migration and identity matching affect rollout for tools like ConexED and Civitas Learning?
Where does degree progress tracking change the intervention workflow compared with outreach-only approaches?
What breaks if escalation rules and outreach history are not kept synchronized across semesters?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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