e-rate fundamentals. what is e-rate federal discount program – schools & libraries supports...
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E-RATEFundamentals
What is E-Rate• Federal Discount Program– Schools & Libraries
• Supports Connectivity– Telecommunication services– Internet Access
• 4 Categories of Service1. Telecommunication Services2. Internet Access3. Internal Connections4. Basic Maintenance of Internal Connections
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What is E-Rate• Discounts– Student Poverty Level– Urban / Rural Status– 20% to 90%
• Discounts or Reimbursements
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% NSLP Urban Discount Rural Discount
< 1 20% 25%
1 – 19 40% 50%
20 – 34 50% 60%
34 - 49 60% 70%
50 – 74 80% 80%
75 - 100 90% 90%
Who Administers E-Rate• FCC – Federal Communications Commision– Telecommunications Act of 1996
• USAC – Universal Service Administrative Company– Created to run the Universal Services Program
• SLD – Schools and Libraries Division– One division of USAC that runs E-Rate
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Who Administers E-Rate
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Fair Warning • E-Rate is not an easy process • Only for the strong willed and
determined • Long process, a lot of paperwork, some
frustration • Patience is needed, in addition to
diligence in reading correspondence • Rewards can be great!
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At Your Service• CSB (Client Service Bureau) – Your help desk – Call when you want answers and assistance – 888-203-8100 – Keep all communications on record
• TCSB (Technical Client Service Bureau) – Answer questions about technical matters. – Call CSB and ask for TCSB person
http://tpesc.esc12.net/erate/terminology.html7
Resources• SLD website: – http://www.universalservice.org/sl/
• E-Rate Support pages: – http://tpesc.esc12.net/erate/default.html
• Join TPESC E-Rate Listserv: – http://tpesc.esc12.net/eratedata/maillist.aspx
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Record Keeping• What do you need to keep? – EVERYTHING: – All forms (470, 471, 486, 472, etc.) – All correspondence – All checklists, worksheets, bids, invoices, etc. – All phone conversations
• Where do you keep these? – Files or folders that are well organized– Electronic Versions as well
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E-Rate Process Flowchart - I
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E-Rate Process Flowchart - II
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Discounts
• Current Bills = $10,000.00• Eligible Discount = 80%• School pays vendor $2,000.00• Vendor invoices SLD for $8,000.00• SLD approves and pays $8,000.00• Vendor has now been “Paid in Full”
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Reimbursement• Current Bills = $10,000.00• Eligible Discount = 80%• School pays vendor $10,000.00• School request reimbursement from SLD• SLD approves and pays $8,000.00 to vendor• Vendor now owes school $8,000.00• Check or Credit
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Program Process - I
1. Determine Eligibility 2. Develop a Technology Plan 3. Open a Competitive Bidding Process 4. Select a Service Provider 5. Calculate the Discount Level 6. Determine Your Eligible Services
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Program Process - II
7. Submit Your Application for Program Support
8. Undergo Application Review 9. Receive Your Funding Decision 10. Begin Receipt of Services 11. Invoice USAC
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1 - Eligibility
• School – Elementary / Secondary–Public / Private –Day / Residential –Public Charters–Non-Profit– Endowments ≤ $50 million
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2 - Technology Plan
• Technology Planning (pg. 44-49) – http://tpesc.esc12.net– http://tpesc.esc12.net/eplan
• Texas STaR Chart– http://tpesc.esc12.net– http://starchart.esc12.net
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3 – Bidding Process• Form 470 (pg. 180) – Services or functions you require• RFP’s not mandatory • Identify what category of service • Identify who will receive requests • Follow state procurement laws • Wait 28 days to choose vendors
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3 – Bidding Process• Form 470 (pg. 180) –Only exception• Multi-year contract
–Original 470 specified multiple years
• State Master 470 / Contract
–State files 470
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3 – Bidding Process• Form 470 (pg. 204) –Block 1 – Address and Identification–Block 2 – Description of Services–Block 3 – Technology Resources–Block 4 – Recipients of Service–Block 5 – Certification / Signature
• Online Version – Recommended
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4 – Select Provider• Provider must have SPIN (pg. 16) – Not necessary for bid but for selection– Verify Status every year
• 470 must be posted for 28 days– Including any RFP’s
• All bids considered• Most Cost Effective provider– Price primary but not sole factor
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4 – Select Provider
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Factor Weight
Price 30 %
Prior Experience 25 %
Personnel Qualifications 20 %
Management Capability 15 %
Local Vendor 10 %
Total 100 %
4 – Select Provider• May select from state contracts– Must meet state and FCC requirements
• Signed Contracts– BEFORE submitting the 471– No Verbal Agreements and Quotes
• Must have supporting 470• Multi-Year Contracts– Must have indication on 470– Includes voluntary extensions
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4 – Select Provider• SPIN Search– http://www.sl.universalservice.org/Forms/SPIN_Co
ntact_Search.asp
• Changing Service Provider (pg. 18)– 2 types• Operational – To change companies• Correctional – To correct information
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5 – Discounts• Two criteria for discounts – Location• Where are the schools located?–Rural–Urban
– Poverty Level• What is the income level to the students’ parents
that attend each to the schools?• National School Lunch Program (NSLP)
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5 – Discounts (Location)
Establish Rural / Urban Status (pg. 33)
http://www.universalservice.org/sl/applicants/step05/urban-rural/msa/texas.asp
Counties listed here classified as Rural
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5 – Discounts (Poverty)
• NSLP– Current year data from PEIMS– Last years data from the TPESC website• http://tpesc.esc12.net/erate/nslpdata.html
• Calculations on the Form 471 (pg. 270)– Individual Schools (pg. 37)– School Districts (pg. 38)– Non-Instructional Facilities – NIF’s (pg. 39)
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5 – Discounts (Poverty)
• NSLP– Current year data from PEIMS– Last years data from the TPESC website• http://tpesc.esc12.net/erate/nslpdata.html
• Calculations on the Form 471 (pg. 270)– Individual Schools (pg. 37)– School Districts (pg. 38)– Non-Instructional Facilities – NIF’s (pg. 39)
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5 – Discounts (Alternate)• Sample Survey Method – NSLP (pgs. 35 & 36)
– http://www.usac.org/sl/applicants/step05/alternative-discount-mechanisms.aspx
– must be sent to all families– response rate of at least 50%– Must contain the following information• Address • Grade level of each child• Size of family• Income level of the parents
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5 – Discounts (NIF’s)• Non-Instruction Facility– Definition Established by FCC 2nd Report and Order
• Educational Purposes – “The customary work activities of school …and
customary activities that occur on school …property are presumed to be activities for educational purposes.”
– “Activities that are integral, immediate, and proximate to the education of students …qualify as “educational purposes”
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5 – Discounts (NIF’s)• Examples– administrative buildings – school bus barns and garages – cafeteria offices – facilities associated with athletic activities
• not schools, but some have a classroom • Need entity number – If separate building– or serve more than one location
• NIF with no classroom, use district average for discount
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5 – Discounts (NIF’s)• Eligibility of Priority 1 Services On-site – Telecommunications services and Internet access
provided to NIF located on school property are eligible for support
• Eligibility of Priority 2 Services On-site – Not eligible– Unless essential for the effective transport of
information to an instructional building of a school
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6 – Eligible Services• 4 categories (p.51) – Telecommunications Services – P1– Internet Access – P1– Internal Connections – P2– Basic Maintenance of Internal Connections – P2
• Only certain products and services, used in certain ways, are eligible
• Eligibility is based on criteria established by statute and FCC rules
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6 – Eligible Services• Eligibility for support ( pg. 51)– Product or Service is eligible – Put to an eligible use – Used by an eligible entity – At an eligible location
• Order of Funding– Priority 1 services are funded first – Priority 1 - Remaining support is then applied
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6 – Eligible Services• Mixing Funding Categories – DON’T DO IT – Always submit a different 471 for each category
(Priority 1 / Priority 2)
• Eligible Services List (pg 74)– http://www.universalservice.org/sl/tools/eligible-
services-list.aspx
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6 – Eligible Services• 2 of 5 Rule (pg. 52)– Only applies to P2, Internal Connections• Internal Connections only• Discounts for internal connections are available to an
eligible entity two out of every five funding years• Started in FY 8 (2005-2006)
• On-Premise, Priority 1 equipment (pg. 63)• Conditions for On-Premise P1 equipment
» Graphic examples on pages 68-70
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6 – Eligible Services• Priority 1 Services Off-site – Telecommunications services used offsite may also
be eligible • IE: "a school bus driver's use of wireless services while
delivering children to and from school…use by teachers or other school staff while accompanying students on a field trip..“ This provision applies to telecommunications services only
– Internet access services used offsite, including e-mail services, are not eligible for funding
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6 – Eligible Services• Priority 1– Telecommunications • Only an Eligible Telecom Provider (ETP) can sell to the
applicant if you want E-Rate support
– Internet Access • ETP or ISP can sell to the applicant and get E-Rate
Support
If you purchase from the wrong provider, you cannot be funded
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6 – Eligible Services• Basic Maintenance (pg. 90)– must specifically identify the eligible products or
services covered:• including product name • Model number• Location
– Eligible: repair & upkeep of eligible productsif you buy it you can support it
– Ineligible: on-site technical support, 24 hour monitoring, network management, help desk to support
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6 – Eligible Services• WAN vs. LAN (p. 97)– a connection does not constitute an Internal Connection if it
crosses a public right of way
LAN– Purchases can be made within the IC Category
WAN– P1 service – only leased services
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6 – Eligible Services• Remote Access (pg. 85)– remote access can be eligible if steps are taken to
ensure that only eligible entities, from eligible locations, will have the capability to access them
– Dial-up account for students/teacher are not eligible
– Sharing bandwidth is also not eligible
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6 – Eligible Services• Remote Access (pg. 85)– Not eligible unless steps are taken to ensure that
only eligible entities, from eligible locations, will have the capability to access them
– Dial-up account for students/teacher are not eligible
– Sharing bandwidth is also not eligible
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6 – Eligible Services• Fiber Networks – P1 Service– Dark Fiber – not eligible – Lit Fiber – eligible IF…. • Modulating electronics are bundled with the lease cost of
the fiber • Applicant will never own fiber • Applicant cost allocates any lease of fiber that is not
being used in that funding year
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7 – 471 Application• 3 Parts
1. Form 471 Form 2. Form 471 Item 21 Attachment 3. Form 471 Certification
• Form 471 (starts on pg 243) – file online – Must be certified– Must be postmarked or certified online prior to
the close of the application filing window
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7 – 471 Application• Form 471 Item 21 Attachment – Services and products details–may be created and submitted online
(You may decide to use paper submission for large network projects)
– consists of these parts: • Narrative overview or description • Line item detail• Any additional details, if needed
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7 – 471 Application• Form 471 Certification – you must certify this form to be complete – Electronic PIN• you can submit this certification form electronically
– PIN Information: • http://www.universalservice.org/sl/tools/search-tools/
applicant-pin-faqs.aspx
– Paper Certification• Postmarked by deadline
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8 – Application Review• PIA (Program Integrity Assurance)– Each application is reviewed to ensure that funding
is committed only for eligible products and services as well as eligible uses by eligible entities.
• Speed up your review– Submit complete Form 471– Responding to PIA within 7 days – Verifying correct contact information (Block 1)• Contact Name, Address, Fax, Phone, Email
(Complete all information in this section)
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8 – Application Review• Changing Block 1 – Information
– On school letterhead, detail the requested change(s)
– EMAIL, FAX or Mail
http://www.universalservice.org/sl/about/update-contact-information.aspx
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8 – Application Review• Changing Block 1 – Information
– On school letterhead, detail the requested change(s)
– EMAIL, FAX or Mail
http://www.universalservice.org/sl/about/update-contact-information.aspx
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9 – Funding Decision• Funding Commitment Decision Letters (FCDLs) – Issued to applicant and service provider(s)– Issued in Waves – Priority One and then Priority Two
• Read FCDLs CAREFULLY (pg. 324) – Read ‘Important Deadlines’ CAREFULLY - Sample (p.
323)
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10 – Begin Services• Form 486
(Receipt of Service Confirmation) – USAC cannot process a payment for an FRN unless
the 486 has been filed. • The Form 486 filing deadlines– 120 days after the Service Start Date featured on
the Form 486, or 120 days after the date of the Funding Commitment Decision Letter, whichever is later
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10 – Begin Services• Technology plans
– must be approved before services start and before the applicant submits the Form 486
– must be able to provide a technology plan approval letter issued by a USAC-certified technology plan approver
• Since most approval letters are posted on a website in the ePlan system, the applicant should print and retain a copy
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10 – Begin Services• CIPA Requirements: (p. 124) – must enforce a policy of Internet safety
– must certify compliance with Children’s Internet Protection Act (CIPA)
– CIPA requirements include the following three items:• Technology Protection Measure
• Internet Safety Policy
• Public Notice and Hearing
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11 – InvoicingAfter services have been delivered, service providers and school applicants may submit invoices for payment.
•SPIF (Service Provider Invoice Form)
•BEAR(Billed Entity Applicant Reimbursement Form)
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Contact Information• Region 2 – E-Rate/E-Plan Questions– Ric Gonzalez – (E-Rate & E-Plan Support)
– Chris Harris – (E-Rate & E-Plan Support)[email protected]
– Faye Stone – (E-Plan Support)[email protected]
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Contact Information• TPESC Website – Region 12
– http://tpesc.esc12.net
• E-Rate Support – Region 12
– http://tpesc.esc12.net/erate/default.html
– Voice: 254-297-1123
– Fax: 254-666-0823
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Contact Information• STaR Chart Support – Region 12
– http://starchart.esc12.net
– Voice: 254-297-1275
– Fax: 254-666-0823
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