e-rate 102: completing form 470 funding year 2009: july 1, 2009-june 30, 2010 2009-10 school year
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E-rate 102: Completing form 470
Funding Year 2009:July 1, 2009-June 30, 2010
2009-10 school year
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!
debbie@iptv.org
Numbers to remember
• SLD Client Service Bureau– 1-888-203-8100
• Pam Jacobs– 515-975-0071– pam.jacobs@iowa.gov
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/
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