E-RATE 102: COMPLETING FORM 470

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E-RATE 102 COMPLETING FORM 470

• Funding Year 2010
• July 1, 2010-June 30, 2011
• 2010-11 School Year

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Powerpoint is available!

• www.iptv.org/iowa_database/erate

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Online resources

• Training site
• http//sldtraining.usac.org/TrainingSiteWarning.as
  p?
• Actual online filing
• www.sl.universalservice.org/menu.asp
• Funding commitments/disbursements
• www.e-ratecentral.com

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Topics for todays session

1. Form 470 Common errors made in filing
2. Form 470 and tech plans Be sure your tech plan
   aligns with your form 470
3. Form 470 Go through the online application

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Form 470 Common errors made in filing

• Applicants dont wait the full 28 days before
  choosing a service provider or signing a new
  contract
• FIX Wait at least 28 days!

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Form 470 Common errors made in filing

• B.
• 1. Contracts are signed without item 7b being
  checked OR
• 2. Multi-year contracts are signed without item
  7b and other two boxes being checked
• FIX Check all the boxes in 7!

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What if we already have a contract for 10-11
school year?

• Did you already file form 470 for this contract?
• Did you indicate that you wanted a multi-year
  contract?
• Does the contract cover ALL of 10-11 school year?
• If yes to all above, you do NOT need to file form
  470 for this service.

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Form 470 Common errors made in filing

• Not enough quantity and/or capacity requested for
  telecommunications and/or Internet
• FIX Dont limit your capacity. Use words like
  no less than 8 cellular phone lines or minimum
  of 3 mps. Avoid using words like 8 phone
  lines.

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Form 470 Common errors made in filing

• Form 471 requests services not listed on form 470
  (forgot some services on form 470)
• FIX You may file more than one form 470 (but
  must wait 28 days, of course). Also the Iowa
  Department of Education will file form 470 for
  master contracts. If you goof up, contact me
  and use the states form 470.

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Form 470 and tech plans

1. Tech plan must be created before filing form
   470
2. Tech plan must list all the services you ask for
   on forms 470 and 471

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More on tech plans

• Must be created/drafted 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 created when asked by
  PIA

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More on tech plans

• Question What if we already filed our tech plan
  addendum with the AEA and found we left out
  something like Blackberry service (and we want to
  list it on form 470)?
• Answer You can amend your tech plan addendum at
  any time. Just e-mail your revised plan to the
  AEA. Your creation date is the original date of
  the plan (before Oct. 1).

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Technology training

• Audit may 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.

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Questions?
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Form 470 Completing the application

• www.sl.universalservice.org/menu.asp

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Form 470

• What is it?
• Why do I have to fill it out?

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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

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E-rate Timelines

• Form 470 (Now)
• Wait 28 days
• Select provider/sign contract (if applicable)
• Form 471 (probably early Dec mid Feb )
• Answer questions/call from PIA (Feb-?)
• Funding commitment decision letter
• Form 486

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Check out e-rate applications from previous years

• Dig out old 470 and 471 forms
• Dont limit yourself in bandwidth and services
  (think ahead)

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Form 470 Whats eligible

• Download draft list from http//hraunfoss.fcc.gov/
  edocs_public/attachmatch/DA-09-1233A1.pdf

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Form 470 Whats 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

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Form 470 Whats eligible for funding?

• Four categories of services
• Telecommunications (priority 1)
• Internet access (priority 1)
• Internal connections (priority 2)
• Maintenance of internal connections (priority 2)

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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!!!!!!!

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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)

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More telecomm services

• ICN interactive video
• Part III data circuits
• State files for both
• of these on your
• behalf

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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!

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Internet services examples

• Internet access
• Cable modem service
• Domain Name Service (DNS) registration
• Cell phone data service (e.g. Blackberry, Treo,
  Smartphone)

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Internet service examples

• Web hosting service (not purchase of web server)
• Firewall service (not purchase of firewall
  software)

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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

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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)

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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 have been rolled
  into funding year 2009 and may be in 2010!!!!

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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

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Examples of internal connections

• LANs
• Routers
• Switches
• Hubs
• Network servers
• Wireless LANs
• PBX (private branch exchange)

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Question?

• What about the section of the eligible services
  list that isnt category specific?
• Answer To date, telecomm and Internet are
  leased services. Internal connections MAY be
  purchased goods and services.

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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

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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

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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

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What if no companies call me?

• Call them! Get the pricing they anticipate for
  July 1, 2010, through June 30, 2011.
• Keep a record of calls, e-mail bids and written
  bids
• If no bids received . . .

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Must I accept the lowest bid?

• No, not according to e-rate rulesbut 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

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May we sign a contract?

• Yes, but only after the allowable contract date
  of 28 days
• Include contingency language in case you dont
  get funded

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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 SLDs Client Service Bureau if you need a
  pin number (888-203-8100)
• Special Pins for BEARs-only (online BEAR filing)

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What if we cant/dont 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

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If you dont e-certify

• Use the certification page from the online filing
• DONT just copy the cert page of the mail-in
  version

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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

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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 pink paper for 2010)

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Why should I check about filing?

• To check the allowable contract datethis is
  the earliest date you may file form 471!
• Dont pick a service provider before the 28 days
  is up!

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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)?

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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)

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Are you on the AEAUSF listserv?

• No? Send Debbie an e-mail!
• debbie_at_iptv.org

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Numbers to remember

• SLD Client Service Bureau
• 1-888-203-8100
• Pam Jacobs
• 515-975-0071
• pam.jacobs_at_iowa.gov

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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/