E-Rate for California Beginner Applicants

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E-Rate for CaliforniaBeginner Applicants

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E-Rate Acronyms
BEN Billed Entity Number CIPA Children's
Internet Protection Act FCDL Funding Commitment
Decision Letter FRN Funding Request
Number SPIN Service Provider Identification
Number SSD Service Start Date RAL Receipt
Acknowledgement Letter (Form 471) RNL Receipt
Notification Letter (Form 470) NSLP National
School Lunch Program NIF Non-Instructional
Facility PIA Program Integrity Assurance USAC
Link http//www.usac.org/sl/tools/reference-area.
aspx
BEN Billed Entity Number CIPA Children's
Internet Protection Act FCDL Funding Commitment
Decision Letter FRN Funding Request
Number SPIN Service Provider Identification
Number SSD Service Start Date RAL Receipt
Acknowledgement Letter (Form 471) RNL Receipt
Notification Letter (Form 470) NSLP National
School Lunch Program NIF Non-Instructional
Facility PIA Program Integrity Assurance USAC
Link http//www.usac.org/sl/tools/reference-area.
aspx
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Who Administers the E-rate Program?

• The federal E-rate program is overseen by the
  Federal Communications Commission (FCC) and is
  administered by the Schools and Libraries
  Division (SLD) of the Universal Service
  Administrative Company (USAC)
• FCC makes the rules and regulations for the
  E-rate program

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How is USAC related to the FCC?

• Comprehensive information about the E-Rate
  program is available at the SLD website
• http//www.usac.org/sl/
• USAC is a not-for-profit corporation appointed by
  the FCC to act as the administrator of the E-Rate
  program

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California Department of Education (CDE) State
Library Do Not Administerthe Federal E-Rate
program.

• CDE State Library have no statutory authority
  to administer the federal E-Rate program
• CDE State Library only provide general
  information about the E-Rate program including
  training and outreach, reference materials, and
  other publicly available SLD/USAC resources

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Eligibility - Schools

• Schools must provide elementary or secondary
  education as determined under state law.
• Schools may be public or private institutional
  day or residential schools, or public charter
  schools.
• Schools must operate as non-profit businesses.
• Schools cannot have an endowment exceeding 50
  million.

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Pre-K and Adult Ed

• State law, in conjunction with E-Rate rules,
  determines eligibility of Pre-K, Adult Ed and
  Juvenile Justice
• Reference the following for California
  eligibility http//www.usac.org/sl/applicants/ste
  p01/non-traditional-k-12/k-12-eligibility-table.as
  px
• In addition, Head Start can be eligible

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Eligibility Libraries

• Libraries must be eligible for assistance from
  the California state library administrative
  agency under the LSTA (Library Services
  Technology Act)
• Libraries must have budgets completely separate
  from any schools (including, but not limited to,
  elementary and secondary schools, colleges and
  universities).
• Libraries cannot operate as for-profit
  businesses.

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Program Identification Numbers

• Billed Entity Number - BEN
• http//www.sl.universalservice.org/Utilities/Bille
  dEntitySearch_Public.asp
• Service Provider Identification Number - SPIN
• http//www.sl.universalservice.org/Forms/SPIN_Cont
  act_Search.asp

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E-Rate Process

1. E-rate Technology Planning What are my goals?
2. Form 470 - Starting the Application Process
3. Competitive Bidding
4. Form 471 Selecting Your Vendors
5. PIA (Program Integrity Assurance) Review
6. Funding Commitment
7. Form 486 Receipt of Services Confirmation
8. Form 472 BEAR and Form 474 SPI Invoicing
   Getting the Money
9. Other Forms as needed

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E-Rate Cycle

• Funding Year is July 1 June 30
• Funding commitments are made by funding year
  (services starting on or after July 1 and ending
  on or before the following June 30)
• The Window
• Form 471 application window Opens mid to late
  fall and closes late January to early February
• This year Funding Cycle July 1, 2009 to June 30,
  2010

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1. E-Rate Technology Planning
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Required Elements

• For E-Rate Plan
• Goals
• Professional Development
• Needs Assessment
• Budget
• Evaluation Process
• Tech Plan Help
• www.usac.org/sl/
• applicants/step02/

• For EETT/Federal/State funding
• Executive Summary/Introduction
• Stakeholders
• Curriculum
• Professional Development
• Infrastructure
• Adult literacy
• Research
• Funding and Budget
• Monitoring and Evaluation
• E-Rate supplemental budget analysis and also
  see
• www.cde.ca.gov/ls/et/rs/techplan.asp

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Technology Plan Help
Technology Plan Help

• Tech Plan Help
• http//www.usac.org/sl/applicants/step02/
• http//www.library.ca.gov/services/libraries/erate
  .html
• http//www.cde.ca.gov/ls/et/rs/techplan.asp
• http//www.cde.ca.gov/ls/et/rs/ctapcoordinators.as
  p (CTAP)

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Technology Plan

• Must be certified by a USAC approved agency
• http//www.usac.org/sl/tools/reference/tech/defaul
  t.asp
• Service Providers may not act as technology plan
  approvers or aid in writing the tech plan
• Must be approved by the start of services or the
  filing of Form 486, whichever is earlier

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Technology Plan Reminders

• Must cover entire funding year
• Must be written prior to posting Form 470
• Applicant must document the existence of this
  plan, i.e., e-mail with plan attached, memo from
  cabinet level about the plan being written,
  including the date. DATE STAMP
• Must include all services that E-Rate discount is
  being requested on Form 470
• Must be approved by a USAC Certified Technology
  Plan Approver
• Technology Plan approver for 486 purposes is
• If EETT E-rate, the approver is CDE
• If only E-rate, the approver is COE or State
  Library
• Private Schools see USAC tech plan approver list

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Discount Calculations

• Calculated based on two factors
• Percentage of students eligible for National
  School Lunch Program http//www.usac.org/sl/applic
  ants/step05/discount-matrix.aspx
• Urban or Rural status of Entity
  http//www.usac.org/sl/applicants/step05/urban-rur
  al/

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Free and Reduced Lunch Information (NSLP)

• Reported to CDE in October of each year. (Posted
  in Spring/Summer of following year)
• Where the numbers come from
• Claim Reimbursement from Food Services Manager
  for month of October
• Program Integrity Assurance (PIA) looks at
  Dataquest information that is available from CDE
• Dataquest Link http//dq.cde.ca.gov/dataquest/
• Keep all Free and Reduced lunch information in
  your records for future USAC Inquiries

• Reported to CDE in October of each year. (Posted
  in Spring/Summer of following year)
• Where the numbers come from
• Claim Reimbursement from Food Services Manager
  for month of October
• Program Integrity Assurance (PIA) looks at
  Dataquest information that is available from CDE
• Dataquest Link http//dq.cde.ca.gov/dataquest/
• Keep all Free and Reduced lunch information in
  your records for future USAC Inquiries

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Discount Matrix Discount Matrix Discount Matrix
Eligible Students for NSLP Urban Rural
Less than 1 20 25
1 to 19 40 50
20 to 34 50 60
35 to 49 60 70
50 to 74 80 80
75 to 100 90 90
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District Students Enrolled Students Enrolled Free and Reduced Lunches Free and Reduced Lunches Urban or Rural E-Rate Subsidy Weighted Average for District
Sample School District Sample School District       Urban    
Sample School 1 19 19 14 73.68 80 15.2
Sample School 2 836 836 323 38.64 60 501.6
Sample School 3 188 188 54 28.72 50 94
Sample School 4 121 121 65 53.72 80 96.8
Sample School 5 158 158 36 22.78 50 79
Sample School 6 1050 1050 204 19.43 40 420
TOTALS FOR DISTRICT 2372 2372 696       1206.6
WEIGHTED AVERAGE             50.87
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Billed Entity Number vs. Entity Number

• An entity is considered a Billed Entity" if it
  is responsible for making payments directly to a
  service provider
• District is billed entity
• Each school site has its own entity number
• NIF (Non-Instructional Facility) must have an
  Entity Number
• The NIF must be included on Block 4 in order to
  receive discounts at that site for the shared
  services, i.e., telecom

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Non-Instructional Facilities (NIFs)

• Examples

SCHOOLS LIBRARIES
Administrative buildings Administrative buildings Administrative buildings Administrative buildings
School bus barns and garages Cafeteria offices Facilities associated with athletic activities School bus barns and garages Cafeteria offices Facilities associated with athletic activities Bookmobile garages Interlibrary loan facilities Library technology centers Bookmobile garages Interlibrary loan facilities Library technology centers
Cafeteria offices Cafeteria offices

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Discount Calculations

• Instructional Facilities will have a discount
  that comes straight from Matrix
• Non-Instructional Facilities will use District
  Weighted Average (District Office, Maintenance,
  Bus Barn, Bookmobile Garages, Cafeteria, etc)

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Eligible Services - Categories

• Priority 1 (P1)
• Telecommunications
• Internet Access
• Priority 2 (P2)
• Internal Connections
• Basic Maintenance on Eligible Internal Connections

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Non-Instructional Facilities (NIFs)

• Are eligible for Priority 1 services,
  telecommunications and internet access

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Eligible Services Basic Concepts

• Key reference Eligible Services List
  http//www.usac.org/sl/tools/eligible-services-lis
  t.aspx
• This List is updated Annually
• Services must be used for Educational Purpose -
  http//www.sl.universalservice.org/reference/educa
  tional_purposes.asp
• End-user devices and content generally not
  eligible
• PCs/PDAs -Printers -Television
• Laptops -Phones - VCRs

• Key reference Eligible Services List
  http//www.usac.org/sl/tools/eligible-services-lis
  t.aspx
• This List is updated Annually
• Services must be used for Educational Purpose -
  http//www.sl.universalservice.org/reference/educa
  tional_purposes.asp
• End-user devices and content generally not
  eligible
• PCs/PDAs -Printers -Television
• Laptops -Phones - VCRs

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Educational Purpose

• Activities that occur on library or school
  property are presumed to be integral, immediate
  and proximate to the education of students or the
  provision of library services to library patrons
  and therefore qualify as educational purposes.
• Customary work activities of employees of a
  school or library are presumed to fall under the
  definition of education purposes.

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2. Form 470 Starting the Application Process
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Prepare For The E-rate Cycle

• Technology Plan MUST be Written
• Existing network structure, both
  telecommunications and data
• Expected growth in telecommunication and hardware
  needs Preparing for the Bidding Process
• Number of classrooms and computers with
  phone/internet access
• NSLP data for discount percentage
• Ensure (CIPA) Compliance, implemented, board
  approval.

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Manage the Cycle - Teamwork

• Authorized signer ( Legally Authorized Signer )
• Designated contact person (Will receive E-rate
  calls)
• Organize paper trail
• Written Technology Plan
• Assessment of existing Contracts, with signatures
  and dates (expiring contracts, etc)
• Prior years submitted applications
• Correspondence from SLD, Service Providers, etc.
• All bids received and evaluation documents
• Calendar of Deadlines

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2. Form 470
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Going On-line

• Web site
• http//www.usac.org/sl/

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Form 470 Contract Issues

• Block 2, Item 7 Summary Description of Needs or
  Services Requested
• Tariffed or Month-to-Month services
• Services for which a new written contract is
  sought
• Multi-year and/or a contract featuring voluntary
  extensions
• Should also state in Item 13

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Form 470

• Block 2, Items 8 9
• Describe services you desire from Eligible
  Services List
• Must fill this area out even if you have an RFP
• Allows for service provider to decide if they
  qualify to bid
• Form 470 could be considered invalid without this
  information

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Submit and Certify Form 470

• Once the Form 470 is submitted you must
• Certify online using a PIN, or
• Print the certification page, sign and mail this
  form ASAP-- certified mail
• Print the Form 470 for your records, and note the
  Allowable Contract Date (ACD)
• Also provided in the Receipt Acknowledgement
  Letter (RAL)

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Form 470 Reminders

• Allow adequate time for the following to be
  completed
• Do your Form 470 NOW Do not wait
• Competitive Bidding minimum of 28 days before
  contract signing
• Local Procurement
• Board Approval
• Signing Contracts
• Understand
• Your existing services contracts
• Products and services you will need in the coming
  year
• Identify E-rate category for each product and
  service, P1 or P2

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Form 470 DOs and DONTsFrom SLDs Tip Sheets

• DO list your requested services on your Form 470
  and your RFP if you have one.
• DO list your requested services in the correct
  categories of service (Telecommunications,
  Internet Access, Internal Connections, or Basic
  Maintenance of Internal Connections).
• DO mark the correct boxes in Block 2 for
  multi-year contracts and/or voluntary extensions.
• DO certify your Form 470 prior to the close of
  the Form 471 application window.
• DONT allow a service provider that may bid on
  your services to fill out your Form 470.
• DONT wait until the Form 471 window opens to
  file your Form 470.

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Receipt Notification Letter (RNL)

• GOLDEN Opportunity to review application and
  correct minor errors
• http//www.universalservice.org/_res/documents/sl/
  pdf/sampleletters/470RNL.acc.pdf

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3. Competitive Bidding
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Cornerstone of E-Rate

• All expiring and new contracts must be
  competitively bid to receive E-rate funding
• Form 470 starts the bidding process with a
  minimum of 28 days to receive bids
• Must respond to ALL vendors
• If you choose not to, you MUST have a good
  reason, i.e., Spam

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Competitive Bidding and Program Compliance

• http//www.sl.universalservice.org/reference/BestP
  ractices.asp
• Keep copies of all bids, winning and losing
• Keep documentation on the award process and bid
  evaluation criteria for your award
• Keep all correspondence through the bidding
  process
• Evaluation Criteria needs to be established
  BEFORE you release the RFP/Form 470
• Complete copies of all related contracts
• FOLLOW LOCAL PROCUREMENT POLICIES

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Program Compliance

• Best Practice Use standard evaluation process
  for all bids. Keep evaluation documentation for
  each bid.
• If you get NO bids document this for audit
  purposes
• Same is true if you get only ONE bid
• You may need to be proactive in soliciting for
  bids local procurement rules prevail

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Evaluation Criteria

• Price must be the most heavily weighted factor
• Can choose most responsive and responsible
  response, but must DOCUMENT the choice and
  process
• Have District official SIGN and DATE the
  completed rubric as acknowledgement at the time
  of the decision by the district

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SAMPLE SAMPLE SAMPLE SAMPLE SAMPLE
Vendor A Vendor A Vendor B Vendor B
      Raw Weighted Raw Weighted
Selection Criteria   Weight ()   Score Score   Score Score  
             
Prices/Charges Prices/Charges 40 1 0.4 2 0.8
Understanding of Needs Understanding of Needs 15 2 0.3 1 0.15
Prior E-Rate Experience Prior E-Rate Experience 10 2 0.2 1 0.1
Prior District/Service Prov experience Prior District/Service Prov experience 10 2 0.2 1 0.1
Completeness of Response Completeness of Response 15 2 0.3 1 0.15
References References 10 2 0.2 1 0.1

Overall Ranking 100 1.6 1.4
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Form 470 Multi-Year Contracts

• You may not need to file Form 470 every year if
• The language on the Form 470/RFP covered all
  services on the contract AND
• The applicant indicated on the Form 470 that a
  contract was being sought AND
• The applicant indicated on the Form 470/RFP that
  a multi-year contract was being sought (perhaps
  w/voluntary extensions)
• Determine if the Form 471 from the previous year
  (s) included a multi-year contract

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Competitive Bidding Reminders

• DO ensure a fair and open competitive bidding
  process. All service providers must be treated
  equally and cannot be given biased or privileged
  knowledge of the bid.
• DO select the most cost-effective service
  provider, with price as the primary factor.
• DO keep ALL records relating to the bid
  evaluation process (correspondence with potential
  vendors, winning and losing bids, worksheets,
  evaluation criteria, contract, etc.). Note in a
  memo if one (or no) bids are received.
• DO remember that contracts must be signed and
  dated by the applicant and service provider
  before filing the Form 471.
• DONT sign a contract until after the Form 470
  has been posted for a minimum of 28 days.

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CONTRACT REMINDERS

• Contract Reviews Do not wait until the last
  minute
• Leave time for board approval processes and
  signatures
• Know what constitutes a fully executed contract,
  i.e., Board Approval, etc.
• Other contracts may require 2 or more
  signatures/dates to be fully executed

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4. Form 471 Selecting your Vendors
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Form 471 Your Application for Funds

• Detailed information on services, service
  providers selected, and contracts
• Discount calculation information
• Must be filed every funding year
• (even on multi-year contracts)
• Contains certifications of compliance
• Includes one or more funding requests

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Online Demonstration of Form 471

• http//www.universalservice.org/sl/

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Form 471 Deadline

• Best Practice
• File Online (Deadline changes every application
  year)
• Do not combine Priority 1 and Priority 2
  services on the same Form 471
• Submit BEFORE close of window
• Certify BEFORE close of window
• Online if using PIN
• By trackable mail if you do not use your PIN
• Bishop Perry Order 15 day grace period for
  certifications made after the deadline
  http//www.usac.org/_res/documents/sl/pdf/List-of-
  Correctable-Ministerial-and-Clerical-Errors.pdf

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RAL Process
Applicants should carefully review the Form 471
RAL and must notify USAC of any data entry errors
within three weeks of the postmark date of the
RAL. http//www.usac.org/_res/documents/sl/pdf/sa
mpleletters/471RAL.pdf
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Item 21 Attachments

• Used to prove your request
• Substantiating documentation that proves the
  pre-discount cost of services or products
• Should be clear and concise
• Samples available on USAC website
• http//www.sl.universalservice.org/reference/Form4
  71item21Attachments.asp

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Item 21 Attachment

• Identify and remove ineligible costs
• Work with service provider(s) to create your Item
  21 attachment(s)
• Include your Item 21 with your application
• Ensure that your Item 21 and Form 471 totals match

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Recurring vs. Non Recurring Costs

• Separate Recurring from Non-recurring costs in
  Block 5 of the Form 471
• (Note A funding year starts on July 1, and ends
  on June 30)
• Services for recurring costs must ALWAYS be
  received by June 30
• Services for non-recurring costs must be received
  by September 30 following the Funding year
  (deadline can be extended for certain
  circumstances)

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Missed Deadline?

• Form 471 is not submitted before the close of
  the window or is not certified within the grace
  period
• The application will not be considered for funding

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5. PIA (Program Integrity Assurance) Review
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Program Integrity Assurance (PIA)

• Applications are reviewed for compliance with
  program rules concerning areas such as
• Properly executed contracts
• Discount calculation
• Establishing Form 470
• Eligibility of services being requested
• Eligibility of entities requesting discounted
  services
• Proper completion of all of blocks/Item 21

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Item 21 and PIA

• Read PIA carefully do not ignore it or it will
  be denied
• 15 days to respond. Dont wait till the last
  day!
• Take action! Involve Service Providers when
  possible
• TAKE ACTION!

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Item 21 and PIA

• Opportunity to correct new as of Funding Year
  2007
• Read reviewers suggested answers
• Provide different cost allocation based on
  tangible criteria
• Question reviewers eligibility assessment of
  product 3rd party supporting documentation
  required
• Split product/amount to different FRN

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Be Responsive

• Respond promptly, answering questions in their
  entirety (you are given 15 days initially)
• Document communication with PIA,
• e-mail is preferred (acknowledgement of receipt)
• Ask for more time if you need it
• May delay your application
• Dont assume that Reviewer has your original Item
  21 attachment
• The PIA person can help clarify their questions
• Establish a working relationship
• Contact your service provider immediately when
  you need response information from them
• Contact the CDE for site validations, etc.

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6. Funding Commitment
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What Happens After PIA Review?

• A Decision Funding Commitment Decision Letter
  (FCDL)
• Funded
• Not Funded
• As Yet Unfunded (Priority 2 requests)
• Cancelled
• IMPORTANT Check all entries in the FCDL
  carefully to make sure there are not data entry
  errors.

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Funding Commitment Decision LetterFCDL

• Should be your trigger to file subsequent forms
  both for USAC and Service Providers
• Starts deadline clock for appeal on denial(s)
  60 Days
• http//www.usac.org/sl/applicants/step09/

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7. Form 486Receipt of Services Confirmation
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Purpose of 486

• Notifies USAC that services have started or are
  scheduled to start and invoices can be paid
• Certifies that Tech Plan is approved and meets
  program requirements
• Certifies the status of Childrens Internet
  Protection Act (CIPA) compliancy
• Do NOT miss the 486 deadline for your district
• http//www.universalservice.org/sl/applicants/step
  10/form486-filing-information.aspx

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What is the deadline?

• Filed AFTER receipt of FCDL
• Form 486 must be filed online or postmarked no
  later than
• 120 days after the Service Start Date OR
• 120 days after the date of the FCDL
• Whichever is later
• Grace period from USAC letter giving additional
  20 days to file 486 (Alaska Gateway order)
• Take this letter seriously

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Missed deadline?

• If the Form 486 is late, your Service Start Date
  will be adjusted to 120 days prior to the online
  submission or 120 days prior to the postmark.
• WILL affect telecommunications and internet
  access
• Funding will more than likely be reduced
• MAY affect internal connections
• Depends on installation date compared to service
  start date

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Form 486 Notification Letter (486NL)

• Letter received after filing of Form 486
• Verify that ALL FRNs are on letter
• Verify service start dates for each FRN
• USAC is now ready to begin receiving invoices for
  payment on these FRNs
• Form 472 filed by Applicant OR
• Form 474 filed by Service Provider

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8. Invoicing - Getting the MoneyForm 472
BEAR(Billed Entity Applicant Reimbursement)Form
474 SPI (Service Provider Invoice)
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Receipt of Funds

• One of two ways
• Applicant pays entire bill up-front and gets
  reimbursed
• Form 472, BEAR filed by Applicant
• (Note Form 472 amount must represent actual
  eligible costs)
• Service Provider applies discounts to bills and
  submits to USAC for reimbursement
• Form 474, or SPI filed by Service Provider
• Note Telecommunications that are eligible for
  CTF Discounts must use SPI process
• You cannot file BOTH a BEAR and SPI on the same
  FRN.
• You must choose one or the other

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Form 472

• Use actual expenses to determine Total
  Reimbursement Amount Block 1, line 8 and Block
  2.
• Use Block 2, Item 12 for recurring services
• Use Block 2, Item 13 for non-recurring services
• Create one BEAR for each service provider.
• Can put multiple FRNs on one BEAR, as long as the
  service provider is the same.

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Form 472-BEAR

• Once form is filled out, it must be signed by
• Applicant
• Service Provider
• Form is then mailed to SLD
• SLD reviews the form
• BEAR Notification is sent to both Applicant and
  Service Provider
• From the date Service Provider receives funds
  from USAC, they have 20 days to
• reimburse Applicant.

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Form 474 - SPI

• Used by Service Providers
• Puts discount on the bill
• Applicant pays only their non-discounted portion
• Service provider Forms such as Grid and Data
  Gathering Form
• Every service provider has their own process
  suggested deadline
• Follow up with Service Provider to ensure receipt
  of funds
• PLEASE return GRIDS to Service Providers PROMPTLY

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Reminders

• After Posting the Form 470
• WAIT AT LEAST 29 DAYS BEFORE
• Selecting a service provider
• Signing a contract
• Signing and dating the Form 471
• Submitting the Form 471
• MUST OCCUR IN THIS ORDER
• Both Applicant and Service Provider must sign and
  date all contracts.
• Work with Telecom to consolidate their bills
• Form 471 must be filed before filing window closes

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Form 471 TipsFrom SLDs Tip Sheet-Dos

• Do verify that services ordered match the
  category requested on the correct Form 470.
• DO file separate Form 471 applications for
  Priority 1 services and Priority 2 services.
• DO read the Eligible Services List and request
  discounts only on eligible services.
• DO complete your Item 21 Attachment and include
  the pre-discount prices of the services.
• DO split out requests of questionable eligibility
  into separate Funding Request Numbers
• (FRNs).
• DO check your math. The Form 471 and the Item 21
  attachment totals should match.
• DO file electronically and DO certify online
  before the close of the window.
• DO keep a record of postmark or electronic
  submission.

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Reminders

• Keep E-Rate files organized
• Create YOUR OWN timeline of E-Rate deadlines
• Opening and closing of the Form 471
• Form 486 deadline based on FCDL
• Be aware of timelines and adhere to them
• Not all dates are set in stone
• Share this information with others at your site
• Print and retain copies of everything
• USAC Link to Document Retention
  http//www.usac.org/sl/about/audits/e-rate-binder.
  aspx. 

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Contact Information

• State Library Rushton Brandis, [phone],
  rbrandis_at_Library.ca.gov
• CDE John Vardanega, [phone],
• jvardane_at_cde.ca.gov
• CDE Tech Plans Bill Fong, [phone],
• bfong_at_cde.ca.gov
• K-12 HSN/Butte COE Russ Selken,
  530-532-5678 rselken_at_bcoe.org

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