E-rate 102: Completing form 470 Funding Year 2009: July 1, 2009-June 30, 2010 2009-10 school year.

E-rate 102: Completing form 470

Funding Year 2009:July 1, 2009-June 30, 2010

2009-10 school year

Powerpoint is available!

• www.iptv.org/iowa_database/erate

Online resources

• Training site: usactrain.solixinc.com• Actual online filing:

www.sl.universalservice.org/menu.asp

• Funding commitments/disbursements:

www.e-ratecentral.com

What about the tech plan?

• Must be written before filing the 470

• Tech plan must list all the services you request on form 470

• Applicant must be able to provide the plan and proof of the date it was written when asked by PIA

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 3– 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

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. Keep it in your E-rate files.

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)• Wait 28 days• Select provider/sign contract (if

applicable)• Form 471 (probably early Nov – early

Feb )• 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)

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 early-mid December

–Must wait full 28 days before filing form 471

What if we already have a contract for 09-10 school year?

• Did you already file form 470?

• Did you indicate that you wanted a multi-year contract?

• Does the contract cover ALL of 09-10 school year?

• Advice: Contact Pam!

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 draft list from http://www.usac.org/sl/

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

• Cellular data service (e.g. Blackberry, Treo, Smartphone)

• Service to bus barns, custodial facilities, etc. IS eligible!!!!!!!

More examples of telecomm services

• Centrex

• Leased circuits (e.g. data circuit to connect your elementary school to the high school)

• 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!!!!! Also list under the Internet category too!

Internet services examples

• Internet access

• Cable modem service

• Domain Name Service (DNS) registration

• Cell phone data service (e.g. Blackberry, Treo, Smartphone)

Internet service examples

–Web hosting service (not purchase of web server)

–Firewall service (not purchase of firewall software)

Cellular data services

• Very important:– If you are filing for cellular data services

(e.g. Blackberry, Treo, or Smartphone-type services), indicate this on form 470 in two places: Telecom services and Internet services

– When you get to form 471, you will select only one of the above types of service

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! Either put the service in the correct category (see eligible services list) or if in doubt, list under 2 categories (e.g. telecom and Internet)

What about the proposed new eligible services?

• FCC has proposed new eligible services for 09-10 school year– We don’t yet know if they will be

approved

– If you plan to apply for these new services, be sure to list them on your tech plan!

Proposed new eligible services for FY 09

• Filtering service (even if not provided by your Internet Service Provider; list under Internet)

• Telephone broadcast service (list under telecom and Internet)

• Text messaging via cell phones (list under telecom and Internet)

• Dark fiber (list under telecom and Internet)

More proposed new eligible services

• Firewall service (list under Internet)

• Anti-virus/anti-SPAM software (list under Internet and internal connections)

• Interconnected VoIP (OK in 2007 and 2008 as Internet access or telecom)

• Wireless Internet (e.g. use on school buses for students to do their homework; list under Internet)

Internal connections

• These are priority 2!

• Should I apply? Yes, if your building is high enough discount level (70% or above)

Unused funds from previous years may be rolled into funding year 2009!!!!

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: To date, 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 (70% 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, 2009, through June 30, 2010.

• 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)

– Special Pins for BEARs-only (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

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 yellow paper for 2009)

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)

Are you on the AEAUSF listserv?

• No? Send Debbie an e-mail!

[email protected]

Numbers to remember

• SLD Client Service Bureau– 1-888-203-8100

• Pam Jacobs– 515-975-0071– [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/