Funding Year 2011: Completing form 470

1. Funding Year 2011: July 1, 2011-June 30, 2012 2011-12 school year Funding Year 2011:Completing form 470

2. Online resources • Actual online filing: www.sl.universalservice.org/menu.asp • Funding commitments/disbursements: www.e-ratecentral.com

8. Topics for today’s session • What is the purpose of form 470? • Form 470: What’s “new” about the new form? • Form 470: We’ll walk through the online form • Form 470: Common errors made in filing

9. What is the purpose of form 470? • To open the competitive bidding process for the E-rate services you seek. • This form is required prior to filing form 471. • There is a required 28-day “waiting period” between form 470 filing and 471 filing.

10. Do I file form 470 every year? Question: Do I have to file a form 470 every year? Answer: Yes, if you are applying for month-to-month services, you must file form 470 every year. Yes, if you want to sign a new contract, you must file a form 470. No, if you have an existing multi-year contract that meets certain conditions (more info is provided later in this presentation)

11. 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

12. E-rate Timelines • Form 470 (Now) • Wait 28 days • Select provider and sign contract (if applicable) • Form 471 (deadline is March 24) • Answer questions/call from PIA (March-?) • Funding commitment decision letter • Form 486

13. Form 470: What’s “new” about the form? • New Form 470 is shorter (fewer questions), although there are some new questions • Item 5c: “Number of Eligible Entities for which services are sought” (How many buildings, including locations like bus barns, that will receive any E-rate services?) • Item 7: Do not attempt to complete this. This item is only completed by a paid consultant who is filing on your behalf.

15. 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)

16. Form 470: What’s eligible Download Eligible Services List from http://www.usac.org/_res/documents/sl/pdf/ESL_archive/EligibleServicesList_110910.pdf

17. 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

18. Form 470: What’s eligible for funding? Five categories of services: • Telecommunications services(priority 1) • Telecommunications (priority 1)* • Internet access (priority 1) • Internal connections (priority 2) • Maintenance of internal connections (priority 2) *There’s no separate filing area on form 470 or 471 for this new category of service. New

19. Examples of telecomm services • Local telephone services • Long distance telephone service • Cell phone service • Cellular data service (“Smartphone” type service) • Service to bus barns, custodial facilities, etc. IS eligible!!!!!!!

20. 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)

21. Examples of telecommunications New category for funding year 2011 This category primarily includes “dark fiber” or leased lit fiber provided by a non-telecomm provider

22. Telecommunications • There is no item on either form 470 or form 471 for “telecommunications.” • On form 470, list and describe dark fiber under both telecommunications services and Internet services

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

24. Internet service examples • Web hosting service (not purchase of web server) • Firewall service (not purchase of firewall software)

25. Cellular data services • Very important: • If you are filing for cellular data services (e.g. Smartphone-type services or wireless “card” service), 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

26. 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 2010 and may be in 2011!!!!

27. Discount Matrix

28. Iowa counties which are urban: • Black Hawk • Dallas • Dubuque • Johnson • Linn • Polk • Pottawattamie • Scott • Warren • Woodbury

29. Internal connections • NOTE: priority 2 is the only category where items may be purchased by school/library • NOTE: Tech plan is required for all priority 2 requests!!! • 2 in 5 rule applies for internal connections

30. Examples of internal connections • LANs • Routers • Switches • Hubs • Network servers • Wireless LANs • PBX (private branch exchange)

31. Maintenance of internal connections • These are priority 2 • Should I apply? Yes, if your building(s) is/are high enough discount level (70% or above) • 2 in 5 rule does NOT apply for maintenance • Cisco SMARTNET service is changing…contact Cisco for more details

32. Common Errors in filing form 470

33. Form 470: Common errors made in filing Error: Applicants don’t wait the full 28 days before choosing a service provider or signing a new contract FIX: Wait at least 28 days!

35. Form 470: Common errors made in filing Error: Not enough quantity and/or capacity requested for telecommunications services and/or Internet FIX: Don’t 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.”

37. Form 470: Common errors made in filing Error: 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).

38. 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 either a telecommunications provider or non-telecommunications provider. If you’re considering bundled service, you must state on form 470 under telecomm services category that you will consider bids bundled with Internet service. Also repeat the same description under the Internet category too.

39. 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 services and Internet)

40. 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 goods and services.

41. 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

42. 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, in-state preference • For sample bid document, see http://www.usac.org/_res/documents/sl/pdf/2007_training/samples-checklist-vendor-selection-templates.pdf

43. 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

44. What if we already have a contract for 11-12 school year? • Did you already file form 470 in a previous year “establishing” this contract? • Does the contract cover ALL of 11-12 school year? • If both above statements are true, you do NOT need to file form 470 for this service.

45. 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)

46. 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

47. 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

48. Final steps: • Print and/or electronically save 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 (electronic copies are fine) • Check www.sl.universalservice.org/sl/ to see if your form really was posted

49. 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 blue paper for 2011)

50. 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!