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E-Rate Form 471 Update

E-Rate Form 471 Update. E-Rate Resource Team. Chris Schneider State E-rate Coordinator schneider@more.net (573) 882-8429 office . Lynn Burgan Senior Accountant burganl@more.net (573) 884-2316 office . Agenda. Program Overview Eligible Products & Services Form 471 Overview

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E-Rate Form 471 Update

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  1. E-Rate Form 471 Update

  2. E-Rate Resource Team Chris Schneider State E-rate Coordinator schneider@more.net (573) 882-8429 office Lynn Burgan Senior Accountant burganl@more.net (573) 884-2316 office

  3. Agenda Program Overview Eligible Products & Services Form 471 Overview Form 471 Step by Step Item 21 Attachment

  4. Program Overview • Universal Service Administrative Company (USAC), Schools and Libraries Program (E-RATE) • Provides 20% to 90% discount to eligible schools and libraries for Telecommunications Services, Internet Access, network products and basic maintenance. • Generally based on the National School Lunch Program (NSLP) with deeper discounts for Rural communities. • Applicants can be schools, libraries or consortia, but only eligible recipients of service can receive discounts. • $2.25 billion available annually, periodically adjusted for inflation.

  5. Program Overview Discount Matrix

  6. Program Overview High Level Summary • Develop Technology Plan – if required • Children’s Internet Protection Act (CIPA) compliance: filtering and education • Competitively bid for services – Form 470 • File application – Form 471 • Application review by Program Integrity Assurance (PIA) of SLD • Receive commitment of funds • Get cash

  7. Program Overview Personal Identification Number (PIN) • USAC issues a PIN to the authorized person on the Forms 470, 471 or 486 filed by paper. • This PIN can be used to certify all online forms, including BEAR Forms. • USAC issues a BEAR-specific PIN to the authorized person on the Form 472 (BEAR). • If authorized person is without a standard PIN. • BEAR-specific PINs cannot be used to certify online forms other than BEAR Forms. • PINs are jointly specific to an individual and entity.

  8. Program Overview Free & Reduced Lunch • Rural or Urban classification generally by county - USAC link http://www.usac.org/sl/applicants/step04/urban-rural.aspx • National School Lunch Program: Free and Reduce Lunch figures • Figures on MOREnet website • DESE reported data, reorganized • http://www.more.net/content/e-rate-statistics • Can use current local data • More current than State reported data • Generally yields higher discount percentage • Maintain record of data used, how data was retrieved and signed by Superintendent

  9. Eligible Products & Services Eligible Services List • The Eligible Services List (ESL) is a reference of products and services that are eligible for E-Rate funding. • It is created with input from FCC Orders, USAC, and recommendations from the Public Comment Period. • Link to Eligible service list: • http://www.usac.org/sl/applicants/beforeyoubegin/eligible-services-list.aspx

  10. Eligible Products & Services Eligible Services List • Product and Service Eligibility • Priority One (P1) • Telecommunications • Internet Access • Priority Two (P2, funded after P1 and then begin with neediest applicants first) • Internal Connections (IC) • Basic Maintenance

  11. Priority One (No Tech Plan Required) Eligible Products & Services • 800 service • Centrex service • Local & long distance phone service • POTS (Plain Old Telephone Service) • Wireless telephone services (Voice, text, data) • All services listed as Digital Transmission Services • Voice & Data including but not limited to: T-x, ATM, DSL, OC-x, Fiber Optic, DS-x, Frame Relay and PRI • Basic conduit access to the Internet • E-mail service • Web hosting

  12. Eligible Products & Services Internal Connections (P2) • Requires approved Technology Plan • Funded as Priority 2, after all Priority 1 requests • Subject to Two-in-Five rule • Funding allowed only twice in any given five year period • Note the discount threshold reached by year

  13. Internal ConnectionsExample products Eligible Products & Services

  14. Internal ConnectionsClassroom example 1 Eligible Products & Services

  15. Eligible Products & Services Internal ConnectionsClassroom example 2

  16. Basic Maintenance (P2) Eligible Products & Services • BM is a Recurring service • Delivery must be within July 1st – June 30th • BM is exempt from the Two-in-Five rule • Eligible ONLY for services actually performed, no insurance policies • Cisco SmartNet is not eligible • Cisco Base is eligible, contact your provider

  17. Form 471 Overview General Information • The Form 471 is the actual E-Rate application. • Required to be filed annually within a period window. • Determines your discount. • Lists the products or services, the cost of those products or services and the chosen service provider(s). • Is a very specific form, with little room for error.

  18. Form 471 Overview General Information File Online! • http://www.sl.universalservice.org/menu.asp • Source link for nearly all E-Rate forms. • Bookmark it! You are going to need it!

  19. Form 471 Overview Filing Window The window for 2014-2015: Opened: Thursday 1/9/14 Noon EST Closes: Wednesday 3/26/14 Midnight EST (11pm CST) • Filing window open for 77 days. • The window deadline is definite, any exceptions will be denied. • Make sure you file AFTER your 28 day competitive bidding period has ended, but BEFORE the Form 471 window closes.

  20. Form 471 Step by Step Go to: http://www.usac.org/sl/ Click “Apply Online”

  21. Form 471 Step by Step Click

  22. Form 471 Step by Step Enter search value and Click “Begin 471 Process”.

  23. Form 471 Step by Step Confirm and Click

  24. Form 471 Step by Step Use as identifier, not required Search for number: https://fjallfoss.fcc.gov/coresWeb/simpleSearch.do?btnRefine=true Or look at a form from a previous year

  25. Form 471 Step by Step Specific to the services on only this application (most click “School District” or “Library”). Check all that apply for this specific application

  26. Form 471 Step by Step Choose email here, so you have a written record! Do NOT click unless you are certain you use a hired consultant! You MUST include alternate contact information if ever out of the office for an extended period of time (e.g. summer)

  27. Form 471 Step by Step Print or Save. You must have these codes in order to save and return to the application and in cases of system errors.

  28. Form 471 Step by Step X Block 2 has been eliminated entirely. There remains to be no Block 3

  29. Form 471 Step by Step Still requires a lot of manual updating for NSLP data For very large applications Most common for applicants with few entities

  30. Form 471 Step by Step Depending on your entity type, you will see the choice below, or the next slide.

  31. Form 471 Step by Step Depending on your entity type, you will see the option on right, or the previous slide.

  32. Form 471 Step by Step Select All or individual entities and click “Accept”

  33. Form 471 Step by Step • Check “New School” or “Admin..” if appropriate. • NCES codes can be found at www.nces.ed.gov. Click “School search” for schools and libraries. • Find your Urban/Rural classification on USAC website, http://www.usac.org/sl/applicants/step04/urban-rural.aspx • Enter student count information. Your data here can be pulled from MOREnet or you can use your own data. http://www.more.net/content/e-rate-statistics

  34. Form 471 Step by Step • Non-matrix: Carefully read the box instructions for use. More details on the following two slides. • 7. Discount: Leave blank unless using non-matrix discount calculation. • 9. Classifications: Check as applicable. • 10. Alt Disc.: Used only in cases where you used surveys or other approved method to determine student eligibility for NSLP. • Keep doing this until you’ve entered all of your entities! • Else, click Display Worksheet to see an overview of the data entered.

  35. Form 471 Step by Step • Display Worksheet View • Verify the information is correct. • Click the blue school name link if edits are necessary. • Note the discount, item 7, has been calculated. • Click “Add New Entity” if additional school buildings are necessary

  36. Form 471 Step by Step Non-Instructional Facilities • Non-instructional facilities (NIFs) are buildings operated by a school, library, or district that are not considered schools or do not contain public library spaces • NIFs may or may not contain classrooms • NIFs are always eligible for Priority 1 services • NIFs are only eligible for Priority 2 services if the services are essential for the effective transport of data to the classroom or public areas of the library • NIFs on the campus of a single school or library and that serve only that entity, get the discount of that school or library • Separate entity number necessary only if public right-of-way is crossed • NIFs that serve multiple schools or libraries, and without classrooms or public areas, get shared discount for the school district or library system • NIFs that serve multiple schools and have classrooms use the snapshot method to get discount • Snapshot method: Choose a specific day and determine the NSLP eligibility of the student population that is in class on that day

  37. Form 471 Step by Step New Construction • School under construction • Population is known = use that data • Population is unknown = use district shared discount • Library under construction • Same as regular individual library outlet • Private/Charter Schools • Population is known: use that data • Population is unknown: apply for 20% but can amend with actual figures if obtained later

  38. Form 471 Step by Step Enter Service Provider Identification Number Click “Search”

  39. Form 471 Step by Step Confirm and click “Accept”

  40. Form 471 Step by Step 10. Extremely rare use, generally under delayed P2 installation. 11. Pre-populated from previous entry screen. Notates when the Item 24 is required.

  41. Form 471 Step by Step 12. Enter the originating Form 470 ID for this specific product or service. Note the use of both the check box (15a) and “MTM” or “T” for non-contracted services (15b). 15c. Not applicable in MO, for use with State master contracts. 15d. Not required – but is useful to aid USAC in locating contract documentation you provided in previous years.

  42. Form 471 Step by Step 16a. Requires an entry, use “N/A” if not known. 16b. Not required 17. Make special note of the Allowable Contract Date listed. Use 18, 19 and 20b if you have a contract. Use only 19 and 20a if you do NOT have a contract

  43. Form 471 Step by Step 21. Attachments can be done online after completing the Form 471 or mailed, either is required within the Form 471 window. An Attachment# is required. 22a. Use this option for a site specific product or service. 22b. Use this option for shared products or services, such as a district phone service. 23. Enter the dollar amounts for recurring and non-recurring costs associated to this specific product or service. Amounts specific to one vendor and one contract.

  44. Form 471 Step by Step Entirely new section IF this Funding Request is for: -Equipment -Maintenance -Phone Service -Cellular Service -Web hosting THEN check the 24. box. AND click “Block 5 Display” to review data entered and continue the application process.

  45. Form 471 Step by Step Entirely new section IF this Funding Request is for: -Internet Access -Broadband service of any kind THEN DO NOT check the 24. box. 24a. Select the Type of Connection that best describes your service. 24a. Enter the number of lines specific to this specific funding request. 24a. Enter the download speed in Mb. Estimate if necessary. Average if more than one line. 24b. Enter the percentage of building rooms with wired jacks. Enter the percentage of building rooms with access to Wi-Fi signal. 24c. Applicable only to consortia applications. Click “Block 5 Display” to review data entered and continue the application process.

  46. Form 471 Step by Step Block 5 Display Review the details of the FRN. Click the blue FRN number if any edits need to be made. Continue adding FRN’s or move on to Block 6.

  47. Form 471 Step by Step Check the Item 25 box. Check IF you are K-12. Check IF you are a library.

  48. Form 471 Step by Step 26. Check this certification regarding the ability of the Billed Entity to pay the non-discount portion of products and services being funded. Items 26a, 26b and 26c are pre-populated from the sum total of all FRN’s. 26d. Refers to costs such as physical phones, computers, terminals and training necessary to use the services requested on this Application. DO NOT PUT ZERO. The intent is to recognize there are required costs beyond the discounted amounts to appropriately use the services. 26e. Automatically calculates. Do NOT check this! 27. This certification is regarding a technology plan. If this application is for Priority 1 services only, no plan is required.

  49. Form 471 Step by Step Check all the certification items 28 through 38 (not all shown).

  50. Form 471 Step by Step The authorized person listed here should be the owner, or authorized user, of the intended PIN to be used for certification. Always click “Print Preview” in order to review data and print a copy for your records. If you have a valid PIN, use Electronic Certification. If the listed person does not have a valid PIN, you must use Paper Certification. SLD will automatically mail a PIN for future use to this person.

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