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E-rate 102: Completing form 470

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

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E-rate 102: Completing form 470

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  1. E-rate 102: Completing form 470 Funding Year 2008: July 1, 2008-June 30, 2009 2008-09 school year

  2. 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

  3. 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

  4. 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.”

  5. 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

  6. Online filing • Training site: usactrain.solixinc.com • Actual online filing: www.sl.universalservice.org/menu.asp

  7. Form 470 • What is it? • Why do I have to fill it out?

  8. 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

  9. 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

  10. 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)

  11. 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

  12. 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!

  13. Form 470: Who must file? • School districts/schools/AEAs • Libraries • Consortia of the above

  14. Form 470 • When do I file? • File now…no later than Dec 27, 2007 • Must wait full 28 days before filing form 471

  15. 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”

  16. Why file 470 online? Why not paper? • Faster processing • Avoids “operator error”

  17. Form 470: What’s eligible • Download list from http://fjallfoss.fcc.gov/edocs_public/attachmatch/FCC-07-182A2.pdf

  18. 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

  19. 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)

  20. Examples of telecomm services • Local telephone services • Long distance telephone service • Cell phone service • Service to bus barns, custodial facilities, etc. IS eligible!!!!!!!

  21. More examples of telecomm services • Centrex • Leased circuits (data circuits) • E-911 and 911 lines • Voicemail service (not just considered telecomm service)

  22. More telecomm services • ICN interactive video • Part III data circuits State files for both of these on your behalf

  23. 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!!!!!

  24. Internet services examples • Internet access • Cable modem service • Domain Name Service (DNS) registration

  25. Internet service examples • Firewall service (not purchase of firewall software) • Web hosting service (not purchase of web server)

  26. 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)

  27. 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!!!!

  28. 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

  29. Examples of internal connections • LANs • Routers • Switches • Hubs • Network servers • Wireless LANs • PBX (private branch exchange)

  30. 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.

  31. 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

  32. 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

  33. 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

  34. 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 . . .

  35. 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

  36. 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

  37. 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)

  38. 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

  39. 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

  40. Address for paper cert • SLD-Form 470 • 3833 Greenway Drive • Lawrence, KS 66046 • Phone number for delivery purposes: 888-203-8100

  41. 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

  42. 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)

  43. 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!

  44. 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)?

  45. 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)

  46. Are you on the AEAUSF listserv? • No? Send Debbie an e-mail! debbie@iptv.org

  47. Numbers to remember • SLD Client Service Bureau • 1-888-203-8100 • Pam Pfitzenmaier • 515-669-8159 • pam.pfitzenmaier@iowa.gov

  48. 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/

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