U of A University of Arkansas Division of Agriculture

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Program and Staff Development
Frequently Asked Questions

Select a category below for frequently-asked questions.

General

Continuing Education Credits (CEUs)

County Extension Councils (CEC)

Course Proposals and Approval

Course Enrollment

Faculty Leadership Program
New Employee Orientation

Online Courses

Professional Growth, Development, Records

State Extension Program Advisory Committees

Work Planning and Reporting (IPOW, POW, Logic Model, AIMS)

 


General

Question: Does UACES training and staff development follow a calendar or fiscal year for budgeting purposes?

Answer: Our training year follows the state fiscal year and runs from July 1 to June 30 every year.

Question: Who pays for our department or program's in-service training for Extension employees?

Answer:

Training Delivery: Faculty who wish to deliver in-service training can submit an In-Service Training Proposal to the Program and Staff Development Department by April 15th each year. Faculty can request full or partial funding for their in-service training. In-service funding provided through the Program and Staff Development Department can include: training supplies, facility cost, on-site meal & break expenses (lunch requires a minimum of 6 hours training during the day), and lodging for multi-day training. All meal and lodging costs must be funded at or below the state allowable rates. Mileage and other travel costs to training are not funded through the PSD Department.

Individual Faculty Training: CES employees who are enrolled in an approved Extension PSD In-Service training will have on-site meal and lodging expenses paid for through a direct billing contract. No out-of-pocket expenses are usually required. All travel and personal expenses are the responsibility of the individual and/or their administrative department. All CES in-service training must receive prior approval by supervisory personnel.

Question: Is Program and Staff Development part of a UA department up in Fayetteville?

Answer: The PSD interim department is Dr. Karen Ballard. She reports directly to Dr. Tony Windham, interim Extension Director.

Question: My staff desperately needs training in conflict management. Can you fix them with a 1 hour session at our next department retreat?

Answer:  We can’t do magic . . . but we will help you develop a training plan in response to your needs. There is no magic pill or one-hour miracle for most organizational problems. Nonetheless, PSD faculty work regularly with department directors, county staff chairs, and administrators to respond to your organizational training needs. Specialty training, outside of the scheduled in-service offerings, is available on a range of topics to support Extension management and personnel. PSD faculty are available to meet with Extension managers to discuss training needs, resources available, and options for training support.

Question: We want to put our course online. We don’t have the skills or the time. Will PSD do it for us?

Answer: No, but if you want to develop an online course, you will have help every step of the way. Faculty who wish to develop an online course should first schedule an appointment with Lisa Ferris, the PSD instructional design and elearning specialist. PSD provides training and ongoing instructional design consultation for Extension faculty and staff for course conversion or development of new online courses. This "hands-on” assistance can be an on-going process and can be customized to work with each faculty member’s unique needs, content, and schedule.


Continuing Education Credits (CEUs)

Question: I would like to offer CEU credits to the participants in one of my Extension programs. How can I do this?

Answer: Official CEUs from the University of Arkansas Cooperative Extension Service can only be issued by programs that have been approved to do so. The approval process involves completing and submitting a Continuing Education Unit (CEU) Approval Form for the program in question. To be approved to issue CEU credits, a program must meet the criteria outlined on the CEU Approval Form. The approval form is reviewed to be sure the program meets these criteria. If so, the program will be approved to issue CEU credits. The CEU Approval Form can be obtained by contacting Rich Poling in the Program and Staff Development Department (rpoling@uaex.edu 501-671-2084).

Question: How do our clientele apply for their continuing education unit (CEU) credits after completing a CEU-approved Extension program?

Answer: When a program has been approved to offer Extension CEU credits, a CEU Application Form designed specifically for that program will be given to the issuing program’s coordinator. Individuals successfully completing a CEU-offering program will be given the CEU application form, with program information already filled out and the form signed by the program instructor. The individual desiring the CEU credits will then complete the remaining information on the CEU approval form and send it, along with the appropriate payment, to the person indicated at the bottom of the form. This will either be the program’s overall coordinator or the Program and Staff Development (PSD) Department in Little Rock, depending on the preference of the program’s coordinator. The application is processed in the PSD Department and the CEU certificate is sent directly to the individual applying for the credits.

Question: How is the total earned number of Extension continuing education unit (CEU) credits calculated for someone completing a CEU-approved program?

Answer: The number of CEUs offered for participation in a CEU-approved Extension program is calculated at a ratio of one (1) CEU for each ten (10) hours of instruction. If an individual completed a program with a total of ten hours of instruction, that individual would be eligible to receive one (1) CEU. If the total instructional time for the program was five (5) hours, the individual would be eligible for 0.5 CEU.

Question: How much does it cost for someone to apply for and receive continuing education unit (CEU) credits?

Answer: A nominal charge is assessed for processing CEU applications. Currently, the charge is $10 for each CEU application submitted. Payment must be made by either check or money order and should be made out to the U of A Cooperative Extension Service.


County Extension Councils (CEC) - for all of these need to link to the CEC Guide - not sure all these need these details

Question: What is a County Extension Council?

Answer: A County Extension Council (CEC) provides advisory leadership, direction, coordination, and support to the county Extension program. The Council members serve as advocates for the Extension program and assist in making decisions to guide the direction of Extension programming in the county. All county Extension programs are required to appoint and work with a CEC.

The first three factsheets in Section 1 of the online County Extension Council Guide provide more information about what a CEC, how it is structured and the responsibilities of the Council.

Overview of Extension and the Importance of the County Extension Council

County Extension Council

Responsibilities of County Extension Council

Question: Who should be on the County Extension Council?

Answer: Each county identifies 9 to 12 members to serve on the CEC. The County Judge appoints 1/3 of the council members. A successful Council has a diverse membership representing the population and demographics of the county.

Factsheet 4 - Identifying, Selecting and Recruiting Members in Section 1 of the online County Extension Council Guide explains how to involve county clientele in the CEC. Factsheets 5 -7 in Section 1 are examples and forms to help your manage your CEC Membership.

Factsheet 5: Example 1: Membership Grid with Sample Classifications

Factsheet 6: Form 1: Membership Grid (Using County Classifications)

Factsheet 7: Form 2: County Extension Council Membership List

Question: What is a County Extension Council Sub-Committee?

Answer: A committee is a group of people selected from a population, community, or group to study or act on a particular matter. The County Extension Council (CEC) provides guidance for the total county Extension program. The CEC sub-committees are program or issues committees which address a specific subject matter. Each CEC has four standard sub-committees representing the four program areas of the Cooperative Extension Service including, Agriculture and Natural Resources (ANR), Family and Consumer Sciences (FCS), 4-H and Youth Development (4-H), and Community and Economic Development (CED). Factsheet 2 - County Extension Council, in the online County Extension Council Guide illustrates a typical CEC and sub-committee structure. There are 10 factsheets in the online CEC Guide to help you work effectively with a CEC sub-committee.

Question: How do I keep from being overwhelmed by all the great ideas generated by my County Extension Council or sub-committee?

Answer: A subcommittee with a thoughtfully selected membership will generate lots of energy, ideas, and recommendations. There are four steps you can take to use to make sure that you are addressing the most important recommendations made by the County Extension Council in your Individual Plan of Work. They are Prepare, Review the facts, Prioritize, and Develop a Plan of Action.

a. Prepare for the meeting. Factsheet 2 - Preparing for Committee Meetings and Factsheet 5 - Identifying Critical Issues in Section 3 of the online County Extension Council Guide will help you prepare for a committee meeting.

b. Review the facts and situational data (demographics, statistics, audiences) related to the issues or program area. Give the discussion context by background information and statistics about the program area/issue during the meeting, before the committee begins brainstorming ideas. Factsheet 2 - Program Area and Issue Committee Program Planning Worksheet in Section 3 of the County Extension Council Guide is a tool you can use during the subcommittee meeting to guide the issue discussion. To find background information and statistics about a program area:

Ask a subject matter faculty member or specialist for help.

Use existing statistics such as:

Demographics and Community Profiles - Community and Economic Development produces a County Profiles for each county. These profiles and other demographic information may be found on this page.

Arkansas Agriculture - Agriculture Works for Arkansas. Statistics about Arkansas agriculture.

Kids Count Data Book. Statistics about children and youth. http://datacenter.kidscount.org/data/bystate/
StateLanding.aspx?state=AR
.

Arkansas Families Links on the Family and Consumer Sciences webpage provides information and statistics about Arkansas families.

c. Prioritize the recommendations made by the subcommittee members. The Nominal Group Process can help the committee determine which recommendations are the most important. The Nominal Group Process is explained in Factsheet – Creative Group Discussions in Section 3 of the County Extension Council Guide. It is the responsibility of the committee chair to present the top three to five committee recommendations during the County Extension Council planning committee.

The County Extension Council will consider the recommendations made by all the sub-committees. If you have four sub-committees, the CEC will have 12 to 20 recommendations to consider. Using a prioritization process like the Nominal Group Process the CEC will rank the recommendations in priority order.

d. Develop a Plan of Action. Once the CEC identifies the most important recommendations and approves specific recommendations from each committee. The sub-committee will meet a second time, after the CEC meets, to develop a plan of work for the recommendations. Factsheet 8 – Committee Action Plan in Section 3 of the County Extension Council Guide is a tool to help you develop a plan of work with the committee. Each County Extension Agent will develop a Plan of Work in AIMS based on the recommendation of the committee and CEC.

Question: How do I know if the County Extension Council is on track?

Answer: Go to Factsheet 5 - Assessment Tool for County Extension Councils in Section 5 of the County Extension Council Guide. It can help county Extension staff determine if all the requirements for a County Extension Council are being met.

Question: What resources can help me with the County Extension Council?

Answer: The online County Extension Council Guide has six sections with factsheets, tools, and forms to help you understand and guide the advisory leadership process in your county. There is a hard copy and CD of the guide in every county Extension office.

The Strengthening Extension Advisory Leadership (SEAL) curriculum located at http://srpln.msstate.edu/seal/ has online curriculum to help you train County Extension Council members. The curriculum is categorized by year. The curriculum for each year includes three to four training modules and each module has three to four lesson plans.


Course Proposals and Approval

Question: I want to offer a course for employees as part of In-service training which is covered by PSD budget. How do I do that?

Answer: The training calendar is July 1 - June 30 each year. In May, we announce the call for training proposals and provide an application form with instructions. Training should be aligned with documented need and proposals must include the proposed budget and justification. Approvals with all or partial funding are sent out the following month. Courses, workshops, or field demonstrations that are not requesting PSD funding do not need to submit a proposal to us.

Question: My course has been approved. How do I get its information into the In-Service Training system?

Answer: This year the Program and Staff Development department added all course information to the In-Service Training system. You are encouraged to review your course description and identify any needed revisions or changes to the Program and Staff Development department.

For national Extension courses, check out the eXtension.org website and their online course sites at http://pdc.extension.org (for Extension employees) and http://campus.extension.org (public courses).


Course Enrollment

Question: Where do I find courses related to my work?

Answer: Go to the In-Service Training system at http://inservice.uaex.edu. This login is the same as your intranet login. In-Service Training contains a catalog of courses that Extension offers employees. It includes courses delivered in the classroom or field, via Centra web conferencing, or via our online course platform at http://courses.uaex.edu. Once you've submitted your enrollment request for a particular course, your supervisor will need to approve your request before you are officially enrolled.

For national Extension courses, check out the eXtension.org website and their online course sites at http://pdc.extension.org (for Extension employees) and http://campus.extension.org (public courses).

Question: Where do I see what I've enrolled in this training year?

Answer: You can see the Extension courses you've enrolled in via the In-Service Training system. Go to All Employee Level Options #2: List My Training Schedule. You will see all courses you've completed and ones you're enrolled in.

Question: I'm an instructor. How can I see how many participants are enrolled in my class today?

Answer: Go to the In-Service Training system at http://inservice.uaex.edu. Select All Employee Level Options #6: List Training Opportunities and Attendees. Select the course and the participant list will display. If the course has reached its maximum it will not display. You will be also be able to see who is waiting to be approved. Alternatively, go to your Instructor Level Options #7, List of Your Training Attendees, select your course, and you will see a list of attendees, minus those awaiting supervisor approval.

Question: I'm an instructor. Will I know if anyone drops out?

Answer: When an employee cancels participation in a course, the supervisor is notified by email. The instructor is not notified, so it is recommended that the instructor keeps his/her eye on the participant list via in-service training. The instructor can also email the list of participants prior to the course and request that they personally let the instructor know if they will not be participating.

Question: I'm an instructor for a course. Do I need to do anything when my course ends?

Answer: Yes, you need to submit participation or completion for each participant. You should receive an automatically generated email periodically until you submit the attendance information. Once you have reviewed and confirmed your participant's attendance or course completion (such as passing a final course exam in an online course) go to the In-Service Training system at http://inservice.uaex.edu. Select Instructor-Level Options #08 Submit Training Attendance and then select the course. A list of participants will be displayed with check off options noting their attendance and whether they passed. If they did not attend or pass, clear the check off box. It is important to submit accurate completion records for your students so they can receive credit in the Professional Development online database.

Question: Where do I find a transcript of courses I've attended?

Answer: The Professional Development online database holds records of an employee's professional development activities, professional service, and achievement, recognition, or awards. Once a course listed in In-Service Training closes, that system automatically reminds the instructor to submit attendance or completion. After the instructor submits grades through In-Service Training, those records are sent to the Professional Development online database.


Faculty Leadership Program

Question: What is the Faculty Leadership Program?

Answer: The Faculty Leadership Program is an intensive leadership development program for Extension faculty. The purpose of the program is to build a skilled leadership base within the University of Arkansas Division of Agriculture Cooperative Extension Service that is knowledgeable about organizational issues and programs to ensure that Extension has a viable future.

Question: Who can participate in the Faculty Leadership Program?

Answer: Extension faculty members and professionals, including county agents, specialists, and administrators, with a minimum of five years of Extension experience or combined university experience.

Question: When is the Faculty Leadership Program offered?

Answer: The current program began in January 2009. There are seven seminars. Each seminar is two and a half days in length and takes place every other month until January 2010. A study tour to Washington, D.C. is scheduled February 27 – March 6, 2010. A new program is typically started in January of an odd-numbered calendar year.

Question: Where can I get more information about the Faculty Leadership Program?

Answer: Visit the Faculty Leadership Program page for more information or call Allisen Penn at 501-671-2086.


New Employee Orientation

Question: Does Arkansas Extension provide any sort of orientation for new employees?

Answer: Yes, we recognize the critical need to orient new hires within the first 12 months of employment. Our orientation program is referred to now as "onboarding" as it helps to get new employees "onboard". The program has evolved and changed over the years in response to organizational needs. Our onboarding process is currently in the process of being redesigned. The next face to face event for new hires will be held on October 8th at the Little Rock State Office. It is required for anyone hired since October 2008 who has not attended any formal new employee orientation (the last one was October 20, 2008). This is only one of several components of the onboarding process. Effective orientation begins the first day on the job and is the responsibility of the employee's supervisor.

Question: How do I sign up for the new employee orientation course on October 8th?

Answer: You can enroll in this workshop called "Check-in and Tune-up for New Hires" through the In-Service Training system at http://inservice.uaex.edu.

Question: I've been here over 6 months and don't have to time to attend the orientation in Little Rock. Is it really, really required?

Answer: Please discuss this with your supervisor, or if you're an agent, with your District Director. It is officially required for all full-time employees. You will need supervisor approval and justification to not attend. If you have less than a 100% appointment, discuss whether you should attend with your supervisor.

Question: I have questions about new employee onboarding. Who should I contact?

Answer: For questions about the program being designed or the October 8 workshop in Little Rock, contact Lisa Ferris, Program and Staff Development, lferris@uaex.edu, 501-671-2340. For supervisor support, coaching, or advice, contact Allisen Penn, Program and Staff Development, apenn@uaex.edu, 501-671-2086.


Online Courses

Question: Where are the online courses located?

Answer: For online courses developed by our faculty and staff for employees and our public, go to http://courses.uaex.edu. The old address for the Educator platform, http://learn.uaex.edu, also points to the new course platform. You can also find online courses that are part of the eXtension.org initiative. These courses for Extension employees are located at http://pdc.extension.org. The eXtension.org courses for the public are at http://campus.extension.org. Many of the non-Arkansas courses require enrollment keys that must be issued from the listed contact.

Question: I can't log into the UACES online course site. What is my username and password?

Answer: The system does not allow administrators to see user passwords. To retrieve your password, click on the "Lost Password?" link on the left side under the Login box. Be sure you add this address to your email's trusted user list so it does not end up in junk mail. Pick a password you can easily remember and want to keep. You will not need to change your password at given intervals. If you continue to have problems accessing the site, contact the site administrator at help@courses.uaex.edu or Lisa Ferris, lferris@uaex.edu, 501-671-2340.

Question: I created an account on our course site but I never received a confirmation email. What do I do now?

Answer: First, check that the email is not in your junk mail folder. You should receive the confirmation email within 5 minutes of creating your account. If you cannot find it, contact the site administrator at help@courses.uaex.edu or Lisa Ferris, lferris@uaex.edu, 501-671-2340. She can delete your account and create another one for you.

Question: The course I want to enroll in requires an enrollment key. What is it?

Answer: Most of our courses are open to everyone. If it has an enrollment key, that course is intended for a specific audience only. The instructor usually provides an enrollment key through an email to participants. Contact the instructor for the key.

Question: Who can develop or build an online course?

Answer: Our UA Division of Agriculture staff and faculty are encouraged to build online courses for their internal or external clientele. On occasion, graduate students have used this platform to develop online courses as part of their course requirements. Those interested in building a course should contact Lisa Ferris, site administrator, who will set up an empty course for you and assign instructor rights. It is recommended that you complete an instructional design consultation with her and attend Moodle training before attempting to build a course. We do have course development standards and a review process that need to be followed in order to launch your course.

Question: What is Moodle?

Answer: Moodle (Modular Object-Oriented Dynamic Learning Environment) is the software that powers our online course site at http://courses.uaex.edu. It is widely used and respected around the world. It has 30 million users in more than 170 countries. You can learn more about it at http://www.moodle.org. Lisa Ferris, Program and Staff Development, offers faculty and staff training on the Moodle software on request.

Question: I'm an instructor and my online course just closed. How do I send completion information to the participants' professional development records?

Answer: Currently our online course system and In-Service Training system do not integrate with each other. However, the online Moodle courses are entered into the In-Service Training system when they are approved, just like the face to face courses or field demonstrations. Simply access the In-Service Training system at http://inservice.uaex.edu, find the Instructor Level Options for submitting attendance and follow the same process listed above for submitting face to face workshop attendance or completion.


Professional Growth, Development, Records

Question: Does Arkansas Extension have a planning process for an employee's professional development and advancement?

Answer: Yes. Download the MSWord document "Professional Growth: A Workbook for Developing a Professional Development Plan for Extension Workers" to get started. Share your thinking and responses with your supervisor(s).

Question: Where do I document any professional development activities I complete?

Answer: Our Professional Development online database is the repository for your completed in-service training, professional services, professional achievements and awards, and other professional development activities. Access it at http://profdev.uaex.edu. For questions about using the Professional Development online database, log into the system and refer to the detailed User's Guide.

Question: I recently took an Extension offered in-service training class. It does not show up in the Professional Development online database under my "CES In-Service Activities" report. How come?

Answer: The Professional Development online database imports information about CES in-service training classes that you have completed directly from the CES In-Service Training system. The key word in that sentence is "completed.” Even though you took the class and successfully completed it, the instructor of that class must go into the CES In-Service Training database and mark you as having completed the class before it will report you as having completed the class. If you have just completed the class, give the instructor a few days to mark you as having completed. If the information doesn’t show up in your "CES In-Service Activities” report after a week or two, check with the instructor to see whether he or she has done so. If the instructor has and the information is still not showing up in the Professional Development database, contact the IT call center.

Question: I can see the CES In-Service courses I took listed in the Professional Development online database. But some of my professional development activities are not listed in the system. What do I do?

Answer: Once you log into the Professional Development online database at http://profdev.uaex.edu, you should see links to Professional Development Activities, Professional Services, and Professional Achievement. Click on the appropriate link and on the next screen that displays you should see a "Add an activity" link. Follow instructions to add your activity. Once you log into the system, you'll see a detailed User's Guide.


State Extension Program Advisory Committees

Question: How do I start a State Extension Program Advisory Committee?

Answer: The State Extension Advisory Committee Guidelines outline the process and has forms to request a SEA Committee, nominate committee members, determine mission, goals, and objectives, and list committee members.

Question: What resources are available to help me work with a State Extension Program Advisory Committee?

Answer: The online County Extension Council Guide is designed for use with county programs, but includes resources that can also be used to understand and guide the advisory leadership process.

The Strengthening Extension Advisory Leadership (SEAL) curriculum located at http://srpln.msstate.edu/seal/ has online curriculum to help you support advisory leadership members. The curriculum is categorized by year. The curriculum for each year includes three to four training modules and each module has three to four lesson plans.


Work Planning and Reporting (IPOW, Plan of Work, Logic Model, AIMS)

Question: What is an Individual Plan of Work (IPOW)?

Answer: Each county and state faculty member is responsible for creating an Individual Plan of Work during October of each year, for the October-September reporting year (the federal fiscal year).

Arkansas Extension administrators have identified the key Planned Programs that best reflect Extensions’ overall mission and the needs of Arkansas citizens. The compressive plan for each program is maintained in the Arkansas Information Management System (AIMS), which is your tool for creating your IPOW.

Question: How do I create my Individual Plan of Work?

Answer: Creating an IPOW requires that you have a discussion with your supervisor for consideration and direction regarding the priorities for the investment of your time for the next year. This will help you identify which Planned Programs you should include in your IPOW. It will also clarify how much of a time commitment you should plan for.

Once you and your supervisor have identified your educational priorities, then you can log onto AIMS and review the Plans of Work for each Planned Program, to identify how your time should be planned and reported.

The Planned Program Plan of Work includes goals and objectives that include a series of educational activities, events, and/or experiences, and other methods designed to help targeted audiences to reach a goal (client change level). In most cases, multiple educational strategies are used to teach this audience. The end result is an outcome or client level change. These client change levels include: behavior change/adoption of best practice or new technology, change in attitudes, development of skills, or increase in knowledge. Evaluation strategies are purposefully developed to measure toward one of these client change levels.

The exact deadline for the completion and submission of the IPOW is at your supervisor's discretion.

Question: Will my Individual Plan of Work be used in my performance appraisal?

Answer: Yes. You will be asked to review your plan of work, results, and impact reports with your supervisor.

Question: What is Accountability?

Answer: Accountability is the ethical obligation to demonstrate and take responsibility for performance in light of agreed expectations. The obligation imposed by law or lawful order or regulation on an officer or other person for keeping accurate records of time, activities, property, documents, and funds and appropriately providing information on the results. Arkansas Extension has several accountability systems to support these efforts. For programmatic activities, these systems include AIMS and the ES237. Arkansas Extension is accountable to our stakeholders in the communities we serve, to our state and federal partners, and to boards and foundations, all who supply our funding.

Question: What is Client Change?

Answer: The desired change in clientele anticipated or expected as a result of planning and implementing a program.

Question: What is Reporting?

Answer: Providing identified information or evidence as to the implementation of plans, program investments efforts, and results.

Question: What is a Plan of Work (for a Planned Program)?

Answer: Organized information on how issues or areas are addressed by Extension. Plans are based on the logic model (for program planning and evaluation) and include:

Inputs = Your time (this allows us to produce reports regarding how much we invest in personnel time and dollars for each of our Planned Programs).

Outputs = What you do (direct or indirect method) & your audience (clientele contacts & demographics)

Outcomes = The program impact. Outcomes identify and measure the desired results of the program . . . the client response. Outcomes in the logic model are classified at three levels:

Short-Term Outcomes (Learning): Short-term changes we expect, which usually include changes in beliefs, attitudes and/or knowledge. This is the lowest level of impact, and is the easiest to measure. Measurement usually includes changes in knowledge, beliefs, and/or intent to adopt a different practice or behavior, as a result of educational programming.

Medium-Term Outcomes (Action): Skill development or practice adoption. The ability to perform a specific task or function or adopt a new practice demonstrates a higher level of program impact.

Long-Term Outcomes (Conditions): This is the highest level of impact, and is the most difficult to measure. It should reflect the ultimate purpose of the educational program – it answers the question, so what? This level of evaluation includes changes in social, economic, civic or environmental conditions.

Question: What is a Logic Model?

Answer: A logic model is a depiction of a program showing what the program will do (outputs) and what it will accomplish (outcomes). A program logic model describes the:

Situation

Environment

Inputs

Outputs

Outcomes

Question: Who is a Target Audience?

Answer: The group of people who is the primary target of the planned program.


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