e-rate 102: completing form 470 funding year 2008: july 1, 2008-june 30, 2009 2008-09 school year
TRANSCRIPT
E-rate 102: Completing form 470
Funding Year 2008:
July 1, 2008-June 30, 2009
2008-09 school year
What about the tech plan?
• Must contain required 5 elements
• Must be written before filing the 470
• Applicant must be able to provide the plan and proof of the date it was written when asked by PIA
• 4 of the 5 elements should be in your approved district/school CSIP
More on tech plans
• The Iowa Department of Education has provided a template which needed to be completed and sent to the AEA by November 1– If it’s not sent, send today!– Lost the template? E-mail Pam!
• When you e-mail completed template, copy yourself to keep an electronic paper trail for use when/if PIA calls
• A look at the template
What to say about the budget
• Statement such as, “During the 2006-07 school year, our district spent $XXXX on hardware, software and professional development to support e-rate activities. We used $YYY from the General Fund and $ZZZ from Title ___ and $JJJ from other grants. We anticipate our district will spend the same amount in 2008-09 and will use the same funding sources.”
Technology training
• Audit or site visit will ask about teacher training related to E-rate services
• Advice:– Anything related to technology counts– If district/building PD includes technology in
any way, include it!
• Have a sign-in sheet or some tangible evidence of teachers who attended
Online filing
• Training site: usactrain.solixinc.com
• Actual online filing: www.sl.universalservice.org/menu.asp
Form 470
• What is it?
• Why do I have to fill it out?
Form 470
• What is it?– Public “posting” on
www.sl.universalservice.org/sl/– Announces to the world that you
want bids for e-rate– Must be posted for full 28 days
E-rate Timelines
• Form 470 (Now – Dec 27)• Wait 28 days• Select provider/sign contract (if
applicable)• Form 471 (Nov 7 – Feb 7)• Answer questions/call from PIA (Feb-?)• Funding commitment decision letter• Form 486
Check out e-rate applications from previous years
• Dig out old 470 and 471 forms
• Don’t limit yourself in bandwidth and services (think ahead)
What about the evergreen 470?
• If you’ve never heard of it, ignorance is bliss!
• Our recommendation: Forget about the evergreen 470, except in special circumstances (e.g. multi-year contract)
• File a new 470 every year for every eligible service
Form 470
• Why do I have to fill it out?– Meets the requirement of competitive bidding– Is the first required step in the e-rate
application process– You cannot get e-rate funding without it!
Form 470: Who must file?
• School districts/schools/AEAs
• Libraries
• Consortia of the above
Form 470
• When do I file?
– File now…no later than Dec 27, 2007
– Must wait full 28 days before filing form 471
Form 470: How do I file
• File online at www.sl.universalservice.org/sl/
• There are currently two choices of online filing:– “Create Form 470” (recommended)– “Form 470 Interview”
Why file 470 online? Why not paper?
• Faster processing
• Avoids “operator error”
Form 470: What’s eligible
• Download list from http://fjallfoss.fcc.gov/edocs_public/attachmatch/FCC-07-182A2.pdf
Form 470: What’s eligible for funding
• Requirements for eligibility:– Must be an eligible product or service– Used by an eligible entity– Used at an eligible location– Used for an eligible purpose
Form 470: What’s eligible for funding?
• Four categories of services:– Telecommunications (priority 1)– Internet access (priority 1)– Internal connections (priority 2)– Maintenance of internal connections (priority
2)
Examples of telecomm services
• Local telephone services
• Long distance telephone service
• Cell phone service
• Service to bus barns, custodial facilities, etc. IS eligible!!!!!!!
More examples of telecomm services
• Centrex
• Leased circuits (data circuits)
• E-911 and 911 lines
• Voicemail service (not just considered telecomm service)
More telecomm services
• ICN interactive video
• Part III data circuits
State files for both
of these on your
behalf
Question
• What about telephone companies that offer bundled services? (such as phone service and Internet in one package)
• How do I fill out form 470? (which category of service?)– Answer: Internet may be provided by a
telecommunications provider BUT you must state on form 470 under telecom that you will consider bids with Internet service!!!!!
Internet services examples
• Internet access
• Cable modem service
• Domain Name Service (DNS) registration
Internet service examples
– Firewall service (not purchase of firewall software)
– Web hosting service (not purchase of web server)
Question?
• What if I put a service in the wrong category? (e.g. put “local phone service” as Internet?)– Answer: May result in NO
FUNDING! Put the service in the correct category (see eligible services list)
Internal connections
• These are priority 2!
• Should I apply? Yes, if your building is high enough discount level (60% or above)
Unused funds from previous years may be rolled into funding year 2008!!!!
Internal connections
• NOTE: priority 2 is the only category where items may be purchased by school/library
• NOTE: Tech plan detail is vital to support your priority 2 requests!!!
• 2 in 5 rule applies for internal connections
Examples of internal connections
• LANs
• Routers
• Switches
• Hubs
• Network servers
• Wireless LANs
• PBX (private branch exchange)
Question?
• What about the section of the eligible services list that isn’t category specific?– Answer: Telecomm and Internet are leased
services. Internal connections MAY be purchased services.
Maintenance of internal connections
• These are priority 2
• Should I apply? Yes, if your building is high enough discount level (60% or above)
• 2 in 5 rule does NOT apply for maintenance
Form 470: How many separate 470 forms to file?
• Your choice!
• You may file one form 470
OR
• You may file a separate form 470 for each type of service
What about competitive bids?
• SLD is getting more particular about documenting a fair and open bidding process
• Keep a record of bids received!!! (not just winning bid)
• Have a written process for evaluating bids and criteria for selection
What if no companies call me?
• Call them! Get the pricing they anticipate for July 1, 2008 through June 30, 2009.
• Keep a record of calls, e-mail “bids” and written bids
• If no bids received . . .
Must I accept the lowest bid?
• No, not according to e-rate rules…but cost must be the primary consideration
• Other factors might be prior experience of vendor, qualification of personnel, financial stability of the company, service that meets the needs of your school/library
May we sign a contract?
• Yes, but only after the “allowable contract date” of 28 days
• Include contingency language in case you don’t get funded
Should I e-certify?
• E-certify an option only if– Your principal/supt/authorized person filed a
signed and data entered 471 and/or 486 in previous year(s)
– Call SLD’s Client Service Bureau if you need a pin number (888-203-8100)
– New! Special Pins for BEARs-only now available (online BEAR filing)
What if we can’t/don’t want to e-certify?
• Print certification/signature page (as directed on form 470)
• Have supt/director/authorized person sign
• Still recommend you use blue ink
• Mail certification/signature page with return receipt
• USAC will then “reach out” with a PIN
If you don’t e-certify
• Use the certification page from the online filing
• DON’T just copy the cert page of the mail-in version
Address for paper cert
• SLD-Form 470
• 3833 Greenway Drive
• Lawrence, KS 66046
• Phone number for delivery purposes:
888-203-8100
Final steps:
• Print a copy of the completed 470 for your files
• Photocopy your cert page (if paper cert)
• Keep the completed copy in e-rate notebook/files
• Check www.sl.universalservice.org/sl/ to see if your form really was posted
How do I know my 470 was filed?
• 2 ways to check– www.sl.universalservice.org/sl/– You will receive a receipt in the mail! Keep
the receipt letter (on blue paper for 2008)
Why should I check about filing?
• To check the “allowable contract date”…this is the earliest date you may file form 471!
• Don’t pick a service provider before the 28 days is up!
Get ready for form 471
• Do you have new buildings?
• Have you closed any buildings?
• Have you reorganized with another district?
• Have you formed a “system” (non-publics)?
If any of the above is true…
• Call 1-888-203-8100
• Let them know details about new building, closing of building, reorg, etc.
• They will likely require a faxed letter on school letterhead stating the change in status (signed by supt/director)
Numbers to remember
• SLD Client Service Bureau– 1-888-203-8100
• Pam Pfitzenmaier– 515-669-8159– [email protected]
References
• USAC E-rate info– http://www.sl.universalservice.org/sl/
• Iowa E-rate info– http://www.iptv.org/iowa_database/erate
• E-Rate Central– http://www.e-ratecentral.com/