beginner’s presentation i 2012 california department of education 1 tom torlakson state...
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Beginnerrsquos Presentation I 2012 California Department of Education 1
TOM TORLAKSONState Superintendent of Public Instruction
E-Rate for CaliforniaBeginner Applicants
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 2
bull Federal Communications Commission (FCC) an independent US government agency oversees the E-rate program
ndash Universal Service Administrative Company (USAC) a not-for-profit administers the E-rate program along with three other programs
bull Schools and Libraries Division (SLD) is the part of USAC with responsibility for E-rate
E-rate Organization
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 3
bull The FCC sets rules and policies through ordersndash Policies are defined in the text of orders
bull USACSLD develops procedures for specific actions such as how to process applicationsndash USAC submits its procedures to the FCC
for approval each year
E-rate Rules
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 4
bull Commitments for E-rate are made by funding year (FY) which runs from July 1 through the following June 30
bull USAC refers to the funding year as the year in which most services will beginndash Eg FY2013 is July 1 2013 ndash June 30
2014
E-rate Timeline
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 5
bull Commitments were capped at $225 billion for each funding year
bull This cap started to be adjusted for inflation starting in FY2010 currently set for 2012 at $229 B
bull Once each year FCC can roll over unused funds from previous funding years into the current funding year
E-rate Budget
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 6
CDE amp State Library have no statutory authority to administer the federal E-Rate program
CDE amp State Library only provide general information about the E-Rate program including training and outreach reference materials and other publicly available SLDUSAC resources
The role of CA Dept of Ed and State Library
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 7
bull Every form in the E-Rate program contains specific certificationsndash Become familiar with thesendash Certify the form(s) ONLY if you can
truthfully state you are in compliance with the certifications
A Self-Certifying Program
General Information about E-Rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 2
bull Federal Communications Commission (FCC) an independent US government agency oversees the E-rate program
ndash Universal Service Administrative Company (USAC) a not-for-profit administers the E-rate program along with three other programs
bull Schools and Libraries Division (SLD) is the part of USAC with responsibility for E-rate
E-rate Organization
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 3
bull The FCC sets rules and policies through ordersndash Policies are defined in the text of orders
bull USACSLD develops procedures for specific actions such as how to process applicationsndash USAC submits its procedures to the FCC
for approval each year
E-rate Rules
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 4
bull Commitments for E-rate are made by funding year (FY) which runs from July 1 through the following June 30
bull USAC refers to the funding year as the year in which most services will beginndash Eg FY2013 is July 1 2013 ndash June 30
2014
E-rate Timeline
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 5
bull Commitments were capped at $225 billion for each funding year
bull This cap started to be adjusted for inflation starting in FY2010 currently set for 2012 at $229 B
bull Once each year FCC can roll over unused funds from previous funding years into the current funding year
E-rate Budget
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 6
CDE amp State Library have no statutory authority to administer the federal E-Rate program
CDE amp State Library only provide general information about the E-Rate program including training and outreach reference materials and other publicly available SLDUSAC resources
The role of CA Dept of Ed and State Library
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 7
bull Every form in the E-Rate program contains specific certificationsndash Become familiar with thesendash Certify the form(s) ONLY if you can
truthfully state you are in compliance with the certifications
A Self-Certifying Program
General Information about E-Rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 3
bull The FCC sets rules and policies through ordersndash Policies are defined in the text of orders
bull USACSLD develops procedures for specific actions such as how to process applicationsndash USAC submits its procedures to the FCC
for approval each year
E-rate Rules
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 4
bull Commitments for E-rate are made by funding year (FY) which runs from July 1 through the following June 30
bull USAC refers to the funding year as the year in which most services will beginndash Eg FY2013 is July 1 2013 ndash June 30
2014
E-rate Timeline
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 5
bull Commitments were capped at $225 billion for each funding year
bull This cap started to be adjusted for inflation starting in FY2010 currently set for 2012 at $229 B
bull Once each year FCC can roll over unused funds from previous funding years into the current funding year
E-rate Budget
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 6
CDE amp State Library have no statutory authority to administer the federal E-Rate program
CDE amp State Library only provide general information about the E-Rate program including training and outreach reference materials and other publicly available SLDUSAC resources
The role of CA Dept of Ed and State Library
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 7
bull Every form in the E-Rate program contains specific certificationsndash Become familiar with thesendash Certify the form(s) ONLY if you can
truthfully state you are in compliance with the certifications
A Self-Certifying Program
General Information about E-Rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 4
bull Commitments for E-rate are made by funding year (FY) which runs from July 1 through the following June 30
bull USAC refers to the funding year as the year in which most services will beginndash Eg FY2013 is July 1 2013 ndash June 30
2014
E-rate Timeline
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 5
bull Commitments were capped at $225 billion for each funding year
bull This cap started to be adjusted for inflation starting in FY2010 currently set for 2012 at $229 B
bull Once each year FCC can roll over unused funds from previous funding years into the current funding year
E-rate Budget
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 6
CDE amp State Library have no statutory authority to administer the federal E-Rate program
CDE amp State Library only provide general information about the E-Rate program including training and outreach reference materials and other publicly available SLDUSAC resources
The role of CA Dept of Ed and State Library
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 7
bull Every form in the E-Rate program contains specific certificationsndash Become familiar with thesendash Certify the form(s) ONLY if you can
truthfully state you are in compliance with the certifications
A Self-Certifying Program
General Information about E-Rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 5
bull Commitments were capped at $225 billion for each funding year
bull This cap started to be adjusted for inflation starting in FY2010 currently set for 2012 at $229 B
bull Once each year FCC can roll over unused funds from previous funding years into the current funding year
E-rate Budget
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 6
CDE amp State Library have no statutory authority to administer the federal E-Rate program
CDE amp State Library only provide general information about the E-Rate program including training and outreach reference materials and other publicly available SLDUSAC resources
The role of CA Dept of Ed and State Library
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 7
bull Every form in the E-Rate program contains specific certificationsndash Become familiar with thesendash Certify the form(s) ONLY if you can
truthfully state you are in compliance with the certifications
A Self-Certifying Program
General Information about E-Rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 6
CDE amp State Library have no statutory authority to administer the federal E-Rate program
CDE amp State Library only provide general information about the E-Rate program including training and outreach reference materials and other publicly available SLDUSAC resources
The role of CA Dept of Ed and State Library
General Information about E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 7
bull Every form in the E-Rate program contains specific certificationsndash Become familiar with thesendash Certify the form(s) ONLY if you can
truthfully state you are in compliance with the certifications
A Self-Certifying Program
General Information about E-Rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 7
bull Every form in the E-Rate program contains specific certificationsndash Become familiar with thesendash Certify the form(s) ONLY if you can
truthfully state you are in compliance with the certifications
A Self-Certifying Program
General Information about E-Rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 8
bull E-Rate website wwwusacorgslndash The Processndash The Forms and Instructionsndash Eligible Services Listndash Reference Areandash Apply Online
Navigating the Website
General Information about E-Rate
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
Beginnerrsquos Presentation I 2012 California Department of Education 9
TOM TORLAKSONState Superintendent of Public Instruction
Who Qualifies for the E-Rate Program
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 10
1 Schools must provide elementary or secondary education as determined under state law
2 Schools may be public or private institutional day or residential schools or public charter schools
3 Schools must operate as non-profit businesses
4 Schools cannot have an endowment exceeding $50 million
Schools
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 11
1 State law in conjunction with E-Rate rules determines eligibility of Pre-K (ie Head Start) Adult Ed and Juvenile Justice
2 Reference the following for California eligibility httpwwwusacorgslapplicantsstep01non-traditional-k-12k-12-eligibility-tableaspx
Pre-K and Adult Ed
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 12
1 Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services amp Technology Act)
2 Libraries must have budgets completely separate from any schools (including but not limited to elementary and secondary schools colleges and universities)
3 Libraries cannot operate as for-profit businesses
Libraries
E-Rate Eligibility
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 13
Beginnerrsquos Presentation
E-Rate Timeline
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 14
E-Rate Timeline July 1 ndash June 30
These dates are estimates In order to derive the Form 470 deadline applicants must count backwards from the Form 471 deadlineFCC announces Form 471 filing deadlines each Fall
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 15
Beginnerrsquos Presentation
E-Rate Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 16
Technology Planning
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471 amp RAL
Competitive Bidding
FCC Form 470 amp RNL
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 17
bull Four elements the four required elements you must address in your technology plan starting in FY2013 (July 1 2013) when applying for priority 2 services
bull Technology Plan Approver (TPA) the agencyperson certified by USAC that approves your technology plan
Acronyms and Terms
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 18
bull Tech plans ensure that schools and libraries are prepared to effectively use the requested services to integrate telecommunications and internet access into the educational program or library services that they provide to students
bull Tech plans should support and validate all E-rate services applied for especially priority 2 services Internal Connections (IC) and Basic Maintenance of Internal Connections (BMIC)
Purpose of the Tech Plan
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 19
1 FFC rules require an ldquoapprovedrdquo technology plan when receiving E-rate discounts for priority 2 services
2 Find your public charter district or COE Tech Plan status at httpwwwcdecagovlsetrsapcountyasp
3 Tech Plan must be ldquowrittenrdquo prior to posting Form 470
4 DOCUMENT the existence of this ldquoWritten Planrdquo ndash ie LetterE-mail from Cabinet screen print of file name and date and physical copy of plan
5 Must cover all 12 months of the funding year (July 1 ndash June 30)
6 E-rate plans should not cover more than 3 years tech plans that meet E-rate requirements can cover 5 years with progress review during 3 rd year
7 Tech plans must include all services (both current and future) for which E-rate discounts are sought
8 Must be approved by a ldquoCertified Technology Plan Approverrdquo See the Technology Plan approver locator tool on the USAC website httpwwwsluniversalserviceorgreferencetechdefaultasp
10 Leverage the technology expertise of your CTAP regional assistance CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
Technology Plan Overview
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 20
1 Clear statement of goals and realistic strategy for using telecommunications and information technology to improve education or library services
2 Professional Development strategy to ensure staff understands how to use technologies to improve education or library services
3 Needs Assessment of telecommunication services hardware software and other services that will be needed to improve educationlibrary services
4 Evaluation process to monitor progress towards goals and allows for mid-course corrections in response to new developments as they arise
Budget No longer required in the tech plan but USAC will likely request this information during PIA or other application reviews Best practice would be to put a budget with appropriate fund sources highlighted in your E-rate related documentation files
4 Required Elements of a Technology Plan Used for E-rate
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 21
bull The plans may be submitted for approval anytime but no later than
1 Cycle A November 30 2012
2 Cycle B May 31 2013
Tech Plan Submittal Dates
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 22
1 Must be ldquoWrittenrdquo prior to posting Form 470ndash It must be documented that it is written before the posting of the form
470 (Applicant must document the existence of this plan ie e-mail with plan attached memo from cabinet level about the plan being written including the date ldquoDATE STAMPrdquo)
2 Must include a sufficient level of detail and cover all services (priority 2) for which E-Rate discounts are being sought on the Form 470(s) and subsequent Form 471(s)
3 Must be approved by the start of services (July 1) or the filing of Form 486 whichever is earlier
4 E-rate plans must be approved by a ldquoUSAC Certified Technology Plan Approverrdquo see USAC link httpwwwusacorgsltoolsreferencetechdefaultasp
5 Tech plans must be submitted to your CTAP region for approval httpwwwcdecagovlsetrsctapcoordinatorsasp
6 Must include all four required elements
ldquoMust Dordquo Reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 23
bull Service Providers may not act as technology plan approvers writecreate or assist in the tech plan in any capacity
bull Remember to include in your tech plan all the services that you apply for on Form 470471 required for priority 2 - internal connections and basic maintenance
Additional reminders
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 24
bull CTAP httpwwwcdecagovlsetrsctapcoordinatorsasp
bull CTAP Tech Plan Builder httpmyctaporgindexphptechplantpb
bull Libraries Rushton Brandis rushtonbrandislibrarycagov 916-653-5471
ResourcesTechnology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 25
Who to Contactbull State Library Rushton Brandis
(916) 653-5471 rushtonbrandislibrarycagov
bull CDEE-rate Larry Hiuga
(916) 327-4629
e-ratecdecagovbull CDETech Plans Doris Stephen
916-324-9943
dstephencdecagovbull K-12 HSNButte COE Russ Selken
530-532-5678
rselkenbcoeorg
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 26
Beginnerrsquos Presentation
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 27
bull How large are the discounts on eligible products and services
ndash Discounts 20 to 90 of eligible costsbull Discount level for a school or library depends on
1) Percentage of students who are eligible for National School Lunch Program (NSLP) in
rarr (for a school) the school
rarr (for a library) the school district in which the library is located
2) Urban or rural location of the school or library
Determining Your Discount Percentage
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 28
bull Based on two factors
1 Percentage of students eligible for free and reduced lunch under the National School Lunch Program (NSLP) httpwwwusacorgslapplicantsstep05discount-matrixaspx or an alternate method httpwwwuniversalserviceorgslapplicantsstep05alternative-discount-mechanismsaspx
2 Urban or Rural status (Matrix) httpwwwusacorgslapplicantsstep05discount-matrixaspx
- To verify your Urban or Rural Status statushttpwwwusacorgslapplicantsstep05urban-rural
- Census Tract Look-up ToolhttpwwwffiecgovGeocodedefaultaspx
CalculationsDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 29
INCOME Measured by of
students eligible for NSLP
URBAN LOCATION Discount
RURAL LOCATION Discount
If the of students in your school that qualifies for the
NSLP
and you are in an URBAN area your
discount will be
and you are in a RURAL area your
discount will be
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
Discount Matrix
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 30
bull Instructional Facilities have a discount that comes from the NSLP free and reduced lunch data and the UrbanRural Matrix
bull Non-Instructional Facilities and libraries will use a weighted average
Types of Facilities
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 31
bull NSLP data is reported to CDE for October of each year httpwwwcdecagovdsshcwfilesafdcasp
bull This posted NSLP data comes from Page 48 of the Consolidated Application (Con App)
bull Program Integrity Assurance (PIA) uses this CDE NSLP data Starting in FY2012 applicants must use this October NSLP data reported to CDE to calculate the discount
bull Important Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for future USAC Inquiries
Basis for determining ndash
National School Lunch Program (NSLP)
Discounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 32
DistrictStudents Enrolled
Free and Reduced Lunches
Free and Reduced Lunches
E-Rate
Subsidy
Weighted Average
for District
Sample School District
Sample School 1 19 14 7368 80 152
Sample School 2 836 323 3864 60 5016
Sample School 3 188 54 2872 50 94
Sample School 4 121 65 5372 80 968
Sample School 5 158 36 2278 50 79
Sample School 6 1050 204 1943 40 420
TOTALS FOR DISTRICT 2372 696 12066
WEIGHTED AVERAGE 5087
Sample DistrictDiscounts
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 33
Beginnerrsquos Presentation
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 34
bull Find it online at httpwwwusacorg_resdocumentsslpdfESL_archiveEligibleServicesList-2013pdf
ndash This List is updated Annuallybull Priority 1 (P1)
ndash Telecommunicationsndash Telecommunications Servicesndash Internet Access
bull Priority 2 (P2)ndash Internal Connectionsndash Basic Maintenance on Eligible Internal Connections
bull Note End-user devices and content generally not eligiblendash PCsPDAs -Printers -Televisionndash Laptops -Phones -VCRs
bull Services must be used for ldquoEducational Purposerdquo - httpwwwsluniversalserviceorgreferenceeducational_purposesasp
Basic ConceptsEligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 35
bull Activities that occur on library or school property are presumed to be integral immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes
bull Customary work activities of employees of a school or library are presumed to fall under the definition of educational purposes
Educational Purpose
Eligible Services List
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 36
Beginnerrsquos Presentation
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
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- Slide 60
- Slide 61
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- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
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-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 37
Requesting Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 38
Form 470 ndash Summary1 WHO ndash Who is the applicant Eg
bull ABC School District
bull XYZ Library
2 WHAT ndash What Services are you seeking Eg
bull Long Distance
bull Digital Transmission Svcs etc
3 WHEN ndash When do I submit the Form 470RFP
bull Once Form 470RFP isare posted then Applicant amp potential Service Providers know ACD
4 WHY ndash If you want E-rate funding you must post a Form 470 to competitively bid those
5 HOW ndash How manywhat quantitywhat speed etc of the services you are seeking
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 39
Form 470 ndash Purpose
1 Begins ldquoCompetitive Biddingrdquo process
2 Identify and describe the
a) categories of services (eg Priority 1 Telecommunications etc) and function of services you are seeking
b) Describe scope of your needs (eg a single school building library system state network etc)
c) Notify potential bidders (service providers) of types and quantities of services you need for upcoming year
Note RFPs (in addition to Form 470) are not required by the E-Rate program but may be required by your local procurement policies Discussed more in ldquoCompetitive Biddingrdquo section
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 40
bull Download the formndash httpwwwusacorg_resdocumentsslp
dfforms470pdf
Tips bull Determine what new services you will
need to add next yearbull Determine which contracts expire on or
before 6302014bull So thathellipyou will know what services you
are seeking to include on Form 470
Helpful link
Where Do I Find the Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 41
bull Allowable Contract Date (ACD) THE date 28 days after the Form 470 is posted to the USAC websitendash Contracts with Service Providers cannot be
signed until on or after the ACDndash If an RFP is issued in conjunction with the
Form 470 whichever document (RFP or Form 470) is posted last determines the actual ACD
Allowable Contract Date (ACD)
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 42
bull Block 1 5c
ndash Number of eligible entities for which services are sought
Identifying Sites
Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 43
bull USAC assigns a unique identifying number to each eligible entity that participates in the Schools and Libraries Programndash Individual schoolndash Library outletbranchndash Bookmobile
bull httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx
Instructional Facilities
Identifying Sites
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 44
Non-Instructional Facility (NIF)
Identifying Sites
SCHOOLS LIBRARIESbull Administrative
buildingsbull Administrative
buildings
bull School bus barns and garages
bull Cafeteria officesbull Facilities
associated with athletic activities
bull Bookmobile garagesbull Interlibrary loan
facilitiesbull Library technology
centers
bull See httpwwwusacorgslapplicantsbeforeyoubeginentity-numberaspx for more in-depth direction on Entities
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 45
bull Block 2 Items 8 ndash 9ndash Describe services you are seeking from Eligible
Services List
bull Use Eligible Services list as you would a textbookreference material
bull You must fill out Block 2 even if you also issue an RFP
bull Identify correct category of services you are seeking ie Telecommunications Telecommunications Services Internet Access etc
ndash Service Provider uses information you enter in Block 2 to decide if they qualify to bid
The KEY section is Block 2 of Form 470
Overview of Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 46
Form 470 ndash Submit and Certify
1 Once Form 470 is submitted you must
a) Certify online using your assigned PIN or
b) Print certification page sign and mail this form ASAP-- ldquocertified mailrdquo
2 Print Form 470 for your files and make sure you know what the Allowable Contract Date (ACD) actually is
bull ACD is also displayed on Receipt Acknowledgement Letter (RAL)
NOTE do not award contract before ACD
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 47
Form 470 ndash Roadmap to Success1 Submit your Form 470 well in advance of the final
day to submit it (Form 470 filing Deadline will be determined once Form 471 filing deadline is announced)
a) Do submit your Form 470 sometime between now amp December 1
b) Do not wait until last minute to post your Form 470
2 Allow enough time to accomplish
a) your competitive bidding
b) evaluate and compare bids amp bidders
c) review any potential contracts you are planning to sign and
a) get all resulting contracts signed
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 48
bull Understandndash Your existing services amp contracts
ndash Contract expiration dates on or before 6302014 for services eligible for E-Rate discount
ndash Any new Products amp Services additional locations you will need service for in the coming year
bull Identify correct E-rate category for each product amp service you are seeking Priority 1 or Priority 2ndash You may have to submit for services in multiple
categories eg VOIPbull may be either leased Priority 1Telecom or Internet
or it could be
bull Priority 2 Internal Connections category if you want to own the equipment and if E-rate funding for Priority 2 services might be approved for your school or library
Before you submit your Form 470 for upcoming year
Form 470 ndash MUST DOs
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 49
Form 470 ndash Other Tips
1 DO certify your Form 470 before Form 471 Filing Deadline
2 DONrsquoT allow potential service provider(s) for your school or library to fill out your Form 470
3 DONrsquoT wait until Form 471 filing window opens before you post your Form 470
4 Additional tips on SLD website Look for FCC Form 470 How to File Online
httpwwwusacorgslaboutoutreachonline-learningaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 50
bull Issued by USAC sent to applicant to summarize information entered on YOUR Form 470
bull Review RNL that SLD sends you it is bull Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470 application and correct minor errors
bull RNL is color coded to designate which E-rate Year (Yr 20132014 is Goldenrod)
bull Sample RNL - httpwwwusacorg_resdocumentsslpdfsamples470RNLpdf
Receipt Notification Letter (RNL)
Form 470 is Submitted ndash Now What
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 51
Applicants must file a new Form 470 each funding year for requests forbull tariffedbull month-to-month services bull new contractual services
bull HOWEVER hellip
Must I issue a Form 470 every year
Form 470 ndash How Frequently must I Submit a Form 470
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 52
Form 470 ndash How Frequently must I Submit a Form 470 (continued)
You may not need to file Form 470 every year if
bull Language on originating Form 470RFP covered all services on the contract AND
bull Applicant indicated on the Form 470 that a contract was being sought AND
bull Applicant indicated on originating Form 470RFP that a multi-year contract was being sought (perhaps wvoluntary extensions)
bull Determine if Form 471 FRN from previous year (s) referenced a multi-year contract
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 53
Beginnerrsquos Presentation
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 54
Competitive Bidding
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 55
bull All expiring and new contracts must be competitively bid to receive E-rate funding
bull MUST follow ALL State Local amp E-rate bidding rules
bull Form 470 starts the bidding process with a minimum of 28 days to receive bids
bull Become familiar with YOUR procurement policies
ndash Business officeProcurement department
ndash Legal counsel
Cornerstone of E-Rate
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
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- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 56
bull You must ensure that the competitive bidding process is open and fair
ndash You must keep all incoming bids and correspondence with bidders
ndash Respond to ALL vendors If you choose not to you must have a good reason (ie Spam) and document it
bull All potential bidders have access to the information from your Form 470 and RFP (if required) and they can respond to your requests
Requirements
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 57
bull Applicant has a relationship with a service provider that would unfairly influence the outcome of a competition or furnish the service provider with ldquoinsiderdquo information
bull Someone other than the applicant or an authorized representative of the applicant prepares signs and submits the Form 470 and certification
Examples of rule violations
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 58
bull A service provider representative is listed as the Form 470 contact person and that service provider is allowed to participate in the competitive bidding process
bull Form 470 does not describe the desired products and services with sufficient specificity to enable interested parties to submit bid responses
Examples of rule violations contrsquod
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 59
bull httpwwwsluniversalserviceorgreferenceBestPracticesasp
ndash Keep copies of all bids winning and losingndash Keep documentation on the award process
and bid evaluation criteria for your awardbull Keep all correspondence through the
bidding processbull Evaluation Criteria needs to be established
BEFORE you release the RFPForm 470ndash Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
Program ComplianceCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 60
bull Bid ndash A service provider response to your Form 470 andor RFP that contains services and prices and any other information you have requested
bull Price as the primary factor ndash In evaluating bids the price of eligible products and services must be the most heavily-weighted factor in your evaluation of bids
Bid Evalution Acronyms and Terms
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 61
bull After you close the competitive bidding process for your services (on or after the ACD)
1 You can evaluate the bids received
2 You can choose your service providers
3 You can sign a contract
4 Get Board approval if Board approval is required
5 You can post a Form 471
Choosing a Service Provider
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 62
bull Best Practices ndash Use standard evaluation process for all bids ndash Keep evaluation documentation for each bid
bull If you get NO bids ndash document this for audit purposes
ndash Same is true if you get only ONE bidndash If you get only one bid is it competitive
bull You may need to be proactive in soliciting for bids local procurement rules prevail
Bid Evaluation Program Compliance
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 63
bull Price must be the most heavily weighted factor
bull Can choose most responsive and responsible response but must DOCUMENT the choice and process
bull Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district
Evaluation Criteria
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 64
Factor Points Available
Vendor 1 Vendor 2
Vendor 3
Price of the ELIGIBLE goods and services
30 15 30 25
Prior experience w vendor
20 20 0 20
Prices for ineligible services products amp
Fees
25 20 15 25
Flexible Invoicing 472 or 474
15 0 15 15
Environmental objectives 5 5 3 2
Local or in state vendor 5 5 5 5
Total 100 65 68 92
Sample Bid Evaluation Matrix
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 65
bull DO ensure a fair and open competitive bidding process All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
bull DO select the most cost-effective service provider with price as the primary factor
bull DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors winning and losing bids worksheets evaluation criteria contract etc) Note in a memo if one (or no) bids are received
bull DO remember that contracts must be signed and dated by the applicantBoard and service provider before filing the Form 471
bull DONrsquoT sign a contract until after the Form 470 has been posted for a minimum of 28 days
RemindersCompetitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 66
bull Contract Reviews Do not wait until the last minute
ndash Leave time for board approval processes and signatures
ndash Know what constitutes a fully executed contract ie Board Approval etc
bull Some contracts may require 2 or more signaturesdates to be fully executed
Contract reminders
Competitive Bidding
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 67
Beginnerrsquos Presentation
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 68
Ordering Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 69
bull Detailed information on services being requested service providers selected and contracts
bull Must be filed every funding year ndash even on multi-year contracts
bull Includes one or more funding requests
Your application for funds
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 70
bull Identify the eligible schools and libraries that will receive services (Block 4)
bull Include your discount calculation information (Block 4)
bull Provide specifics on selected service providers and eligible services (Block 5)ndash Itemize costs associated with the services you are
requesting E-rate funding for (Item 21 Attachment)
bull Certify your compliance with program rules (Block 6)
Purpose of the form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 71
bull Monthly Recurring Charges (MRC) = charges incurred monthly eg bills for ongoing phone lines monthly LD etc
bull Non Recurring Charges (NRC) = one-time charges eg purchase of E-rate eligible equipment
bull Separate MRC from NRC in Form 471 Block 5 ndash Services that include recurring costs must ALWAYS be
received by June 30
ndash Services that include NRC must be received by September 30 following the Funding Year (deadline can be extended for certain circumstances)
Recurring vs Non-RecurringForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 72
bull Tip ndash download and review the form prior to filing online
httpwwwusacorgsltoolsformsaspx
Sample form
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 73
ndash File Onlinendash Do not combine Priority 1 and Priority 2
services on the same Form 471ndash Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application year)
ndash Certify BEFORE close of windowbullCertify online if using PINbullBy track-able mail if you do not use your PIN
Bishop Perry Order ndash 15 day grace period for certifications made after the deadlinehttpwwwusacorgslapplicantsstep02clerical-errorsaspx
Best PracticesForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 74
Block 6 26 through 37
bull Applicant is required to make a variety of certifications
bull Read each certification carefully and take them very seriouslyndash Download form to read certifications at http
wwwusacorgsltoolsformsaspx
CertificationsForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 75
Applicants should carefully review Form 471 RAL and submit corrected data entry errors before the issuance of the FCDL
- Best Practice Submit corrections within 3 weeks of the date on the RAL
bull httpwwwusacorg_resdocumentsslpdfsamplesform-471RAL-applicantpdf
Receipt Acknowledgement Letter (RAL)
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 76
bull This document itemizes the dollar amount of your funding request
ndash Substantiating documentation that proves the pre-discount cost of services or products
ndash Should be clear and concise
ndash Must match the $ amount on the associated funding request number on Block 5
bull Sample formats available on USAC websitendash httpwwwusacorgslapplicantsstep04item-21aspx
Item 21 attachmentForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 77
bull Identify and remove ineligible costs from Requested Amounts
bull Work with service provider(s) to create your Item 21 attachment(s)
bull Item 21rsquos must be filed by the Form 471 deadline
bull Verify that each Item 21rsquos total $ amount matches the corresponding funding requestrsquos $ amount on the Form 471 Block 5
Item 21 attachment contrsquod
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 78
bull Form 471 is not submitted before the close of ldquothe windowrdquo or is not certified within the grace periodndash The application will not be considered for
funding
What if I miss the deadline
Form 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 79
bull Do verify that services ordered match the category requested on the correct Form 470
bull DO file separate Form 471 applications for Priority 1 services and Priority 2 services
bull DO read the Eligible Services List and request discounts only on eligible services
bull DO complete and submit each Item 21 Attachment by the 471 filing deadline
bull DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
bull DO check your math The Form 471 Block 5 amount and correlated Item 21 attachment totals should match
bull DO file electronically and DO certify online before the close of the window
bull DO keep a record of postmark or electronic submission
RemindersForm 471
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 80
Beginnerrsquos PresentationApplication Review amp Funding
Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 81
Application ReviewCommitments
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 82
bull Check the eligibility discount levelsbull Verify that the services are eligible for
discountsbull Provide opportunity to make allowable
corrections to your form (httpwwwusacorgslapplicantsstep02clerical-errorsaspx)
bull In some cases ask for additional verification compliance with program rules
During PIA review USAC reviews your Form(s) 471 to
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 83
bull Respond promptly answer questions in their entirety (you are given 15 days initially)
bull Document communication with PIA ndash e-mail is preferred (acknowledgement of receipt)
bull Ask for more time if you need itndash May delay your application
bull Donrsquot assume that Reviewer has your original Item 21 attachment
bull Establish a working relationship The PIA person can help clarify questions raised in the review letter
bull Contact your service provider immediately if you need response information from them
bull Contact the CDE for sitediscount validations etc
Be Responsive
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 84
bull A Decision A Funding Commitment Decision Letter (FCDL) is sent to the applicant
bull The letter notifies you that your request is ndashFundedndashPartially fundedndashNot FundedndashAs Yet Unfunded (Priority 2 requests)ndashCancelled
What happens after the review
Application Review amp Funding Commitments
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 85
bull SAMPLE FCDLhttpwwwusacorg_resdocumentsslpdfsamplesform-471-FCDL-applicantpdf
bull Carefully review FCDL for details on approved or denied requests and your next steps
bull Should be your ldquotriggerrdquo to file subsequent forms to both USAC and Service Providers
bull Starts deadline clock for appeal on denial(s) ndash 60 Days httpwwwusacorgslaboutprogram-integrityappealsaspx
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 86
Beginnerrsquos Presentation
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 87
CIPA Basicsbull Childrenrsquos Internet Protection Act (ldquoCIPArdquo) enacted in
December of 2000 ndash effective April 20 2001
bull CIPA requirements apply to ALL applicants that receive funding in the following categories of service
bull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal Connections
bull CIPA compliance is not required for applications for Priority One Telecommunications Services and Voice Over Internet Protocol (VoIP)
bull First-time applicants (ONLY) may have up to two additional years to come into compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 88
1 Internet safety policy
2 Technology protection measure (filter)
3 Public notice of ndash and public meeting or hearing on ndash the Internet safety policy
For a detailed discussion of CIPA requirementsChildrenrsquos Internet Protection Act website guidanceForm 486 InstructionsForm 479 Instructions
Recap of continuing requirements
CIPA Compliance
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 89
Protecting Children in the 21st Century Basics
bull Erroneously referred to as CIPA bull Supplement to CIPA Policy
bull Enacted in October of 2008 ndash effective July 1 2012
bull Requirements apply to ONLY school and school district applicants that receive funding in the
following categories of servicebull Priority One Internet Accessbull Priority Two Internal Connectionsbull Priority Two Basic Maintenance of Internal
Connectionsbull Requires that applicants meet certain
requirements regarding education of minors and cyberbullying awareness and response
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 90
bull Schools must educate minors about appropriate online behavior including interacting with other individuals on social networking websites and in chat rooms (education requirements apply only to minors and not adults)
bull Schools must promote cyberbullying awareness and response
bull Schools must update their Internet Safety Policies to address these new requirements
bull These activities must be in place by July 1 2012
Overview of Protecting Children in the 21st Century Requirements
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 91
Beginnerrsquos Presentation
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 92
Begin Receiving Services
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 93
bull Notifies USAC that your eligible services have started or have been delivered and that invoices for those services can be processed and paid
bull Provides the name of the TPA (Technology Plan Approver) that approved your technology plan
bull Reports your status of compliance with CIPA and the Protecting Children in the 21st Century Act
The Purpose of Form 486
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 94
bull For Priority Two services (starting in FY 2011) that the applicantrsquos Technology Plan is approved by a USAC-certified technology plan approver by start of services and covers the 12 months of the funding year
bull Applicant is compliant with the requirements of CIPA unless this is its first year of participation in the E-rate program and is undertaking actions to become compliant (first-timers ONLY)
bull Compliance with CIPA is not required if the funding is for telecommunications services only
Form 486 Certifications
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 95
bull Filed AFTER receipt of FCDLndash Form 486 must be filed online or postmarked
no later thanbull 120 days after the Service Start Date ORbull 120 days after the date of the FCDL
ndash Whichever is later
Grace period from USAC ndash letter giving additional 20 days to file 486 ndash (Alaska Gateway order)
bullTake this letter seriously Do NOT miss the 486 deadline
ndash httpwwwusacorgslapplicantsstep06defaultaspx
DeadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 96
bull If the Form 486 is late your Service Start Date will be adjusted to 120 days prior to the online certification or 120 days prior to the postmark
bull WILL affect Priority 1 servicesndash Funding will more than likely be reduced
bull MAY affect Priority 2 servicesndash Depends on installation date compared
to service start date
What if I miss the deadlineBegin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 97
bull DO file within 120 days of the service start date (July 1 for recurring services) or FCDL date WHICHEVER IS LATER
bull DO understand early filing rules if filing BEFORE July 1bull DO review the Form 486 Notification Letter to verify all
FRNs were includedbull DO maintain open communication with your service
provider regarding non-recurring services They can not invoice USAC until the Form 486 is filed
bull DO make sure your Technology Plan is approved (as applicable)
bull DO make sure you are CIPA compliantbull DO make sure you are compliant with the requirements
of the Protecting Children in the 21st Century Actbull DONrsquoT ignore a Form 486 Reminder Letter
Reminders
Begin Receiving Services (Form 486)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 98
Beginnerrsquos PresentationInvoicing USAC
(Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 99
Invoicing USAC
FCC Forms 472 (BEAR) amp 474 (SPI)
FCC Form 486
Application Review amp FCDL
FCC Form 471
Competitive Bidding
FCC Form 470
Technology Planning
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 100
Billed Entity Applicant Reimbursement (BEAR) Form 472 is filed by the applicant and approved by the service provider after the applicant has paid for the services in full
Service Provider Invoice (SPI) Form 474 is filed by the service provider after the applicant has been billed for the non-discounted portion of the cost of eligible services
bull Note Telecommunications Services amp Internet Access services that receive CTF Discounts must use SPI process
Applicants have a choice between two methods of invoicing
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 101
bull Applicants and Service Providers must receive an FCDL from USAC for the services being invoiced
bull Applicants must file a Form 486 and receive a 486 Notification Letter
bull Service Providers must file a Form 473 (aka SPAC) ndash Form 473 can be filed after USAC has
announced the opening of the application filing window
Requirements to fulfill before invoicing USAC
Invoicing USAC (Form 472 and Form 474)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 102
bull Applicant must receive services and pay invoices in full (you may be asked to support that payments were made)
bull Once form is filled out it must be signed by Applicant and Service Provider
Note BEAR can be done online
bull Form is then mailed to SLD (unless certified online)ndash SLD reviews the formndash BEAR Notification is sent to both Applicant
and Service Providerbull Check is sent to Service Providerbull From the date Service Provider receives funds from
USAC they have 20 days to reimburse Applicant
Filed by ApplicantInvoicing USAC (Form 472 or BEAR)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 103
bull Used by Service Providers (SP)ndash Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all relevant forms are submitted
ndash Allows applicant to eventually pay only their non-discounted portion
ndash SP Forms such as ldquoGridrdquo and ldquoData Gathering Formrdquo MUST be submitted
bull Every SP has their own process and suggested deadline
bull Follow up with SP to ensure receipt of fundsbull Helps your districtlibraryrsquos CASH FLOW
RETURN GRIDSData Gathering information to SP ASAP to start discounts
Filed by Service Provider
Invoicing USAC (Form 474 or SPI)
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 104
Deadlines for FY 2011 (prior year 201112)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2012 October 28 2012 February 25 2013
Recurring Service
After June 30 2012
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2012 January 28 2013
May 27 2013
Non-Recurring Service
After March 1 January 28 2014
May 27 2014
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 105
Deadlines for FY 2012 (current year 201213)
Invoicing USAC
Type of Service Date of FCDL Invoice DeadlineInvoice Extension
Deadline
Recurring Service
Before June 30 2013 October 28 2013 February 25 2014
Recurring Service
After June 30 2013
120 days from 486 Notification
Letter120 days from
invoice deadline
Non-Recurring Service
Before March 1 2013 January 28 2014
May 27 2014
Non-Recurring Service
After March 1 January 28 2015
May 27 2015
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 106
bull DO pay your bills The expectation of E-rate funding does not preclude your obligation to pay your bills
bull Do ensure your Form 486 is filed in a timely manner Invoicing cannot occur until Form 486 is filed and certified
bull DO if using the SPI method ensure that all service provider forms are completed and returned in a timely manner
bull DO work with your service provider to verify discounts posted on your invoices
bull DO file the BEAR form prior to the Invoice Deadlinebull DO document your BEAR form calculations and retain for
audit purposesbull DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding by the invoicing deadline
bull DONrsquoT assume the discounts posted are correctbull DONrsquoT include ineligible costs in your BEAR form amount
RemindersInvoicing USAC
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
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- Slide 65
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- Slide 71
- Slide 72
- Slide 73
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- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
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- Slide 101
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- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 107
Beginnerrsquos Presentation
Review of Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 108
bull Form 470 - Posted at least 28 days before the filing of the Form 471 keeping in mind the Form 471 application filing window opening and closing datesNote that contracts must be awarded and signed before filing the Form 471
bull Form 471 - Received or postmarked no later than 1159 pm EST on the day of the close of the Form 471 application filing window (exact date will be posted on our website)
Application DeadlinesDeadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 109
bull Form 486 - Received or postmarked no later than 120 days after the date of the USAC Funding Commitment Decision Letter or the service start date whichever is later
bull Form 472Form 474 - Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or the last date to receive service whichever is later
bull Appeals - Received or postmarked no later than 60 days after the date of USACs decision letter
Application Deadlines contrsquod
Deadlines
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
- Slide 43
- Slide 44
- Slide 45
- Slide 46
- Slide 47
- Slide 48
- Slide 49
- Slide 50
- Slide 51
- Slide 52
- Slide 53
- Slide 54
- Slide 55
- Slide 56
- Slide 57
- Slide 58
- Slide 59
- Slide 60
- Slide 61
- Slide 62
- Slide 63
- Slide 64
- Slide 65
- Slide 66
- Slide 67
- Slide 68
- Slide 69
- Slide 70
- Slide 71
- Slide 72
- Slide 73
- Slide 74
- Slide 75
- Slide 76
- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
- Slide 102
- Slide 103
- Slide 104
- Slide 105
- Slide 106
- Slide 107
- Slide 108
- Slide 109
- Slide 110
-
TOM TORLAKSONState Superintendent of Public Instruction
Beginnerrsquos Presentation I 2012 California Department of Education 110
bull Keep for 5 years after last date of servicendash Be aware of contract dates and extensions ndash All E-rate documentation ndash donrsquot throw anything away
bull Make sure all departments understand documentation retention requirements for E-Rate
bull Align Board policies with E-rate requirementsbull Per 5th Report and Order if applicant canrsquot
prove compliance with rules through documentation they must assume that you didnrsquot follow the rules
bull No documentation = Recovery of Funds(Applicant may have to pay back the SLD for E-rate discounts they already received)
Document RetentionGeneral Reminders
- E-Rate for California Beginner Applicants
- Slide 2
- Slide 3
- Slide 4
- Slide 5
- Slide 6
- Slide 7
- Slide 8
- Who Qualifies for the E-Rate Program
- Slide 10
- Slide 11
- Slide 12
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Slide 17
- Slide 18
- Technology Plan Overview
- 4 Required Elements of a Technology Plan Used for E-rate
- Slide 21
- Slide 22
- Slide 23
- Slide 24
- Who to Contact
- Slide 26
- Slide 27
- Slide 28
- Slide 29
- Slide 30
- Slide 31
- Slide 32
- Slide 33
- Slide 34
- Slide 35
- Slide 36
- Slide 37
- Slide 38
- Slide 39
- Slide 40
- Slide 41
- Slide 42
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- Slide 44
- Slide 45
- Slide 46
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- Slide 50
- Slide 51
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- Slide 55
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- Slide 77
- Slide 78
- Slide 79
- Slide 80
- Slide 81
- Slide 82
- Slide 83
- Slide 84
- Slide 85
- Slide 86
- CIPA Basics
- Slide 88
- Slide 89
- Slide 90
- Slide 91
- Slide 92
- Slide 93
- Slide 94
- Slide 95
- Slide 96
- Slide 97
- Slide 98
- Slide 99
- Slide 100
- Slide 101
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- Slide 104
- Slide 105
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- Slide 110
-