E-rate: A Review for 2012 – Session starts at 3:00pm –

1. November 29 , 2011, 3:00 – 5:30pm E-rate:AReview for 2012– Session starts at 3:00pm – Steve Sanders 608-266-3856stephen.sanders@dpi.wi.gov Bob Bocher 608-266-2127 robert.bocher@dpi.wi.gov http://dpi.wi.gov/pld/erate.html

2. Agenda • Overview of the program • Eligibility, changes for 2012 and discounts • Technology plans • Application and follow-up processes • Contracts • TEACH and BCN update

3. Overview • Created by 1996 Telecom Act • $2.25 billion annually from interstate phone revenue • Can use rollover funds • WI averages $25 million annually, but $35 million past two years • FCC has regulatory and legal oversight • SLD does program administration • SLD division of USAC • Eligible applicants • K-12 public and private schools, CESAs, Head Starts • Public libraries, library systems • Program has many acronyms The Telecom Act created a program to enable “access to advanced telecommuni-cations and information services for K-12 schools and public libraries.”

4. 2010 2011 Check application status on SLD website

5. What Are The Eligible Services? • Priority 1 • Telecommunication services (telco’s only) • Local/long distance POTs, wireline and wireless, broadband • Telecommunications (any entity) • Dark and lit fiber • Internet access • Basic access • Priority 2 • Internal connections (2 in 5 year rule) • Basic maintenance of IC (each year) • Very few WI applicants get P2 • 2011 funding now at 90% When demand exceeds funds available. Priority 1: Funded first. Priority 2: Funded starting at highest discounts (90%, 89%, 88%, etc.). Seldom funded <80%, except when the FCC decides otherwise.

6. If it’s not in the ESL, assume it’s not eligible Must be used in an eligible location for eligible purposes See SLD site “Determine Eligible Services” Ineligible components/services must be removed Full funding may be provided as Ancillary Use Funding requests must be cost effective* Eligible Services List (ESL) * USAC will not approve funding requests that have unreasonable costs compared to the marketplace. -FCC’s 2003 Ysleta Order

7. 2012 E-rate Changes or Clarifications • Gifts from potential providers • Review fall 2011 SLD training slides • New requirement from Protecting Children in the 21st Century Act. • FCC will seek public comment on: • Applying CIPA to: • Laptops and cell phones owned by students and library patrons when those devices are used in a school or library to obtain Internet access funded by E-Rate. • Laptops owned by a school/library, but used in a student or library patron’s home. • Funding for Priority 2

8. How Much Discount Can I Get? • Discounts range from 20% to 90% • Based on free/reduced lunch eligible • Enrollment and lunch data entered on ISES • Data entry closed, data now being reviewed • DPI posts Excel file in late December or early Jan • DPI also sends file to SLD • If you use DPI data and are contacted by PIA, contact DPI • DPI does not verify schools using their own data • Actual Calculating Discount Methods done on Form 471

9. Discount Matrix State average in 2011: 60% (was 54% in 2005)

10. Info & Technology Planning • Certified plans required for • Applicants getting any Internal Connections (P2) E-Rate discount for current services (2011-2012) must have an approved plan that expires no earlier than June 30, 2012. • Applicants applying for P2 services for 2012-13 must have a technology plan “created” by the time the Form 470 is filed. • The very last possible date to post a Form 470 online and still get the Form 471 submitted is Feb 21st – Don’t wait that long!

11. Info & Technology Planning • DPI encourages continued technology planning, even though you may not need a certified plan • Tie into district goals. Strategic plan or school goals or school improvement plan. • DPI will continue to approve technology plan… but will have a much less active role…. Check with your CESA • Draft outline http://tinyurl.com/techplanoutline • State and Federal Requirements (no budget for E-Rate) http://tinyurl.com/techplanreq

12. CIPA/NCIPA Compliance (Children's Internet Protection Act) • Compliance with CIPA required for: • Internet access • Internal connections • But not telecommunications • CIPA requires filtering and having an Internet Safety Plan • For Schools: New law requires Internet safety policy to include educating minors about appropriate online behavior, including interacting with other individuals on social networking websites and in chat rooms and cyberbullying awareness and response. Your Internet Safety Plan needs to be changed and approved by your school board by July 1, 2012! • http://www.e-ratecentral.com/CIPA/cipa_policy_primer.pdf • http://www.cosn.org/Default.aspx?TabId=8139 See DPI’s CIPA FAQ at: http://dpi.wi.gov/pld/cipafaq.html

13. E-Rate Flowchart* (Part 1) Tech Plan before 470 (P2) Form 470 posted RNL Dec/Jan/Feb Select vendor, cost main factor. If no bids, applicant selects provider. Wait 28Days Pick vendor, sign contract RAL Submit 471 Mar *See also the SLD’s flowchart

14. E-Rate Flowchart (Part 2) PIA Review April - Aug Applicant can appeal a denial of funding to the SLD within 60 days of date on FCDL. FCDL - Decision SLD mails applicant and service provider a 486 approval letter. Form 486 – Service Start BEAR (472) Discount on bills SLD mails applicant and service provider a BEAR approval letter. July – Oct Form 500 (optional)

15. Forms and Deadlines

16. Form 470 The screen from the SLD website on Step #3: “Overview of the Process.”

17. Form 470 Priority 1 Priority 2 • Block 1: Applicant Address and Identifications • Block 2: Summary Description of Needs or Services Requested • Telecommunications Service • Internet Access • Internal Connections • Basic Maintenance of Internal Connections • [Block 3: Technology Resources. Removed Jan 2011. Block held in reserve.] • Block 4: Listing Recipients of Service • Block 5: Certifications and signature

18. Form 470 • 470 begins bidding process, must be filed for 2012 • If you have no contract for the requested services • Often tariffed or monthly telco or Internet service • If you have contract but it expires before July 1, 2012 • File 470 once for length of multi-year contracts or contracts with voluntary extensions • Any RFP must indicate this • In future years on the 471, site the original 470 • Be sure to file for correct category of service • If filing for dark/lit fiber, check both telecom and Internet categories

19. Form 470 220 WI 470s have already been filed. • Can file the 470 now for 2011 • If on BCN and need more bandwidth, file request with TEACH ASAP; then wait for TEACH to get back to you • File one 470 for P1 services; separate 470 for P2 services • 470 must be posted on SLD website for at least 28 days before you select a provider, sign a contract and file the 471 • See “Form 470” in News Briefs Form 470 drop dead filing date is February 21, which is 28 days before the Form 471 deadline of March 20, 2012. But do not wait until then! Realistic deadline is about Feb 1.

20. Form 470 and Competitive Bidding • Must have a fair and open bidding process • Bid document (RFP) optional, is a local decision • Treat all vendors the same • Vendors cannot be involved in your 470 • Applicant’s consultant cannot be associated with vendor • Must choose most cost-effective bid • Cost must be primary factor, but not the only factor • Non-eligible products/services not part of cost effectiveness • Fully document your bid review process and any decision(s) • Record dates of any decisions, actions taken, etc.

21. Online Forms Training Site(http://sldtraining.usac.org) See Oct 3, ‘08 News Brief for training site information. Form 470 options

22. Check the service(s) you are seeking E-rate discounts.

23. NOTE: For “Quantity and/or Capacity” be certain to enter maximum bandwidth needed. Example:“50Mbps - 150Mbps for 2,500 students and teachers.”

24. Block 4:

25. Block 5: Check all certifications, enter authorized person (bottom). Be certain the form 470 is certified. If certifying on paper, be certain to sign and date the final page.

26. Form 471 The screen from the SLD website on Step #7: Submit Application for Support .

27. E-rate Form 471 • Provides specific information on services, service providers selected, and contracts and/or agreements, costs, etc. • Provides discount calculation information • Must be filed each funding year • Applicant certifies compliance with all program rules • Must be postmarked or filed online by 10:59 CDT on Tuesday, March 20th • Form 470 certifications must also be filed online or postmarked before the close of the 471 filing window • Item 21 attachments must be filed by the 471 deadline!!!!!

28. http://www.sl.universalservice.org/menu.asp

29. Block 1: Basic contact information Much may be pre-filled…. except

30. Block 1: Basic contact information .. continued Any non-employee helping fill out the forms for a fee.

31. Record Your security code and App # !!

32. Block 2: Measuring the impact of the program.

33. Calculate Discount. Block 4 (schools & libraries): Adding entities

34. Calculate Discount. Block 3 (libraries) OR Block 4 (schools) Adding entities If missing any… call SLD

35. Calculate Discount. Block 4 One screen for each entity until done NCES Codes: http://nces.ed.gov/ccd/schooLSearch

36. Block 5: One for each funding request. Spin search tool http://www.sl.universalservice.org/Forms/SPIN_Contact_Search.asp But VERIFY with service provider!

37. Block 5: Type of service. 470 Number Contract or Month-to-month

38. FEB 1, 2012 Block 5: Allowable Contract date prefilled from 470 Use Service end date only for T an MTM

39. Block 5 — Item 21 Attachment • ”You MUST attach a description of the service, including a breakdown of components, costs, manufacturer name, make and model number….” • NEW: Item 21 attachments may have to be filed by deadline!!!!! • Can be done online from initial menu or on paper • Examples are provided in the document “Item 21 Attachments for Form 471” http://www.sl.universalservice.org/reference/Form471item21Attachments.asp 39

40. Block 5: • Enter Amounts. • Add another block 5?

41. Block 5: You will get summary and you can add another request or go on to block 6

42. Block 6: Certifications Have necessary resources a,b,c then e Prepopulated (d must be more then c!) Mostly not allowed! Tech plan

43. Block 6: Certifications Procurement: 28 day wait, most cost effective and cost most important factor No gifts from vendors

44. Block 6: Certifications Paper Certification — OR — PIN

45. Submit, but print copy first!

46. Tips on Filing Form 471 • File separate Forms 471 for Priority 1 and Priority 2 services • Remove ineligible costs and document or estimate eligible costs carefully (30% Rule) – (Now Bishop Perry makes less important) • Filing online speeds processing and reduces errors • Examine, correct, and save Receipt Acknowledgement Letter (RAL) • Paper forms and instructions: http://usac.org/sl/tools/required-forms.aspx

47. Receipt Acknowledgement Letter (RAL) • Form 471 Receipt Acknowledgment Letter (RAL) • Cover page of important reminders • Provides confirmation of certain information entered from Form 471 • Data entry errors may be corrected within three weeks by using the RAL (including Block 4 worksheets) • Applicants can request funding reductions but not funding increases

48. Funding Commitment Decision Letter (FCDL) • FCDL reports status of individual funding requests: • Funded • Not funded • As yet unfunded (internal connections) • Canceled • May receive more than one FCDL • Use info on FCDL to prepare Form 486

49. E-rate Form 486 • Notification that services have started and that SLD can pay invoices • Certifies CIPA and that Tech Plan (if required) has been approved and covers the entire funding year. • Form 486 deadline is 120 days after service starts –OR– • 120 days after date of Funding Commitment Decision Letter date, whichever is later • October 29 deadline for FCDL before July 1

50. E-rate Form 472/474 (Invoices) • Invoices — Form 472 or Form 474 • BEAR (Billed Entity Applicant Reimbursement) Form 472 filed by applicant and certified by service provider after receipt and payment for services • Form due October 28, 120 days after last service date, June 30 • Or 120 days after date of Form 486 Notification Letter -OR- • SPI (Service Provider Invoice) Form 474 filed by service provider after providing services and billing applicant for its non-discount share