E-rate 102: Completing form 470

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E-rate 102 Completing form 470

• Funding Year 2009
• July 1, 2009-June 30, 2010
• 2009-10
• school year

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Powerpoint is available!

• www.iptv.org/iowa_database/erate

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Online resources

• Training site usactrain.solixinc.com
• Actual online filing www.sl.universalservice.org
  /menu.asp
• Funding commitments/disbursements
• www.e-ratecentral.com

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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

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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

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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.

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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 Nov early 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

• 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!

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Form 470 Who must file?

• School districts/schools/AEAs
• Libraries
• Consortia of the above

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Form 470

• When do I file?
• File nowno later than early-mid December
• Must wait full 28 days before filing form 471

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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!

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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

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Why file 470 online? Why not paper?

• Faster processing
• Avoids operator error

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Form 470 Whats eligible

• Download draft list from http//www.usac.org/sl/

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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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What about the proposed new eligible services?

• FCC has proposed new eligible services for 09-10
  school year
• We dont 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!

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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)

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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)

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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 may be rolled
  into funding year 2009!!!!

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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 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, 2009, through June 30, 2010.
• 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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Address for paper cert

• SLD-Form 470
• 3833 Greenway Drive
• Lawrence, KS 66046
• Phone number for delivery purposes
• 888-203-8100

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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 yellow paper for 2009)

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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/