E-Rate 103: Completing form 471 Funding Year 2011 July 1, 2011-June 30, 2012 2011-12 school year
Topics for today’s session • Purpose of form 471 • Changes to the Form 471 • Form 471: Common errors made in filing • Form 471: Go through the online application
Form 471--What is it? This is the second step in your e-rate application for the 2011-12 school year! (first step was form 470)
E-rate Timelines • Form 470 (hopefully filed by now or very soon) • Wait 28 days • Select provider/sign contract • Form 471 (deadline is March 24 including Item 21 attachment) • Answer questions/call from PIA (Feb-?) • Funding commitment decision letter • Form 486
471 application “window” • Filing window opened January 11, 2011 • Filing window closes March 24, 2011 • New this year: You must complete Item 21 attachment by the deadline of March 24, 2011
New form 471 There have been some glitches and bugs in the new online 471. To save yourself some frustration, please note the following: • File on a PC (not a Mac) • Use Internet Explorer version 7 or 8 (not other browsers) • Disable Internet Explorer content advisor • Enable cookies • Turn off pop-up blockers
Changes to Form 471 • Block 1: Item 3b FCC Registration number is needed (This item should pre-populate….but if not, see http://www.iptv.org/iowa_database/erate/ “Required E-Rate Codes…”)
Changes to form 471 2. Block 1: Item 6 g asks for Consultant Registration Number Do not complete this item…leave it blank (it is only used by companies who are paid to complete E-rate applications)
Changes to form 471 3. Block 2 no longer requires you to complete two columns of information (“before” and “after”) a. Schools and districts complete column 1 and libraries complete column 2. Indicate services you are requesting on this application b. On block 2, you must enter something on each line, even if it is zero (0)
Changes to form 471 • Block 4 asks for additional information Check boxes are included for • new construction • Administrative entity • Classifications (e.g PreK, HeadStart, Dormitory, Non-instructional facility)
Changes to form 471 • Item 21 attachments are due no later than March 24 (close of the form 471 “window)
Changes to form 471 6. Block 5: USAC allows you to reference the “old” format of form 470
Changes to form 471 7. Item 26 Technology plan • If applying for priority 1 only (telecommunications services and Internet), you may check the second box • If applying for priority 2 (and priority 2 should be on its own form 471), you must check the first box
Changes to form 471 8. Item 40 in the signature box • Do not check box that says “Check here if the consultant in Item 6g is the authorized person.”
Get ready for form 471 Your district/library entity number The entity number of each building in your district, including buildings with no students (e.g. bus barn) The free/reduced eligibility numbers for each attendance center
Get ready for form 471 Each service provider’s name and SPIN number Amount of monthly service (or annual service, if that’s how you pay for the service)
Get ready for form 471 Make a chart Chart template at http://www.iptv.org/iowa_database/erate Form 471: Preparing for Block 5
Online filing http://www.sl.universalservice.org
Form 471 common errors • Applicants don’t wait the full 28 days after filing form 470 before choosing a service provider or signing a new contract FIX: Wait at least 28 days!
Form 471 common errors B. Contracts, especially multi-year, are signed but wrong dates are entered on form 471 FIX: Special attention must be paid to contracts (see next slide).
How to handle contracts • Make sure that there was an “establishing” form 470. • Old format from previous years: 470 had item 7b checked (including multi-year contract box) • 470 was filed at least 28 days before contract was signed
How to handle contracts Scenario 1: Three-year contract was signed last year (January 2010). Form 470 was correctly filed at least 28 days prior. • Use last year’s 470 number on line 12, block 5. • Use the funding request number from last year’s 471 on line 15d. • Use the date the original contract was signed on line 18
This number may be found on last year’s form 471 or on your FCDL Use date contract was signed Use datecontract expires
How to handle contracts Scenario 2: Contract was signed in August 2010. No form 470 was filed prior to signing the contract.
How to handle contracts Scenario 2: • List and describe the service on a new form 470. • Wait 28 days. Consider all bids. • If accepting the contract as a bid, send your self an e-mail memorializing the existing contract. • Use the date of the e-mail in #3 above as the date the contract was signed.
Do not fill in this box 17 will be pre-populated when you complete line 12 Use date of your memorializing e-mail to yourself
Form 471 common errors C. Too little bandwidth/speed for Internet is requested on form 471 FIXES: • Be sure you didn’t limit your “quantity/capacity” on form 470 (e.g.“No less than 3 mbps) • Request enough bandwidth and dollars on form 471
Form 471 common errors D. Form 471 is filed after the window closes FIX: Because you must wait 28 days after filing form 470 to file your form 471, be sure to get the form 470 done soon! (471 window closes March 24)
From 471 common errors • Item 25d has a zero ($0)
Item 25d? • Do NOT put zero in the box. • Add up the total for items such as • Hardware and Software • Public school districts: see your most recent Certified Annual Financial Report for these figures • Whatever data you use, keep a record of how you calculated this amount
Form 471 common errors G. Item 25f is checked Fix: Don’t check box 25f.
Form 471 common errors • Internal connections and basic maintenance (priority 2) funding requests are on the same form 471 application as telecommunications services and Internet (priority 1)