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SLD Program Review

SLD Program Review. Train-the-Trainer Workshop September 17-18, 2001 Schools & Libraries Division, USAC. SLD Program Overview. From Technology Planning to Payment or Reimbursement for Discounted Services See Process Chart. Develop a Technology Plan.

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SLD Program Review

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  1. SLD Program Review Train-the-Trainer Workshop September 17-18, 2001 Schools & Libraries Division, USAC

  2. SLD Program Overview • From Technology Planning to Payment or Reimbursement for Discounted Services • See Process Chart

  3. Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr BEAR Approval Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  4. SLD Program Overview • Discounts available on three types of services: • Telecommunications Services • Internet Access • Internal Connections

  5. SLD Program Overview • Why These Services? • Purpose of fund is affordable access to advanced telecommunications services by schools and libraries down to the “classroom” level • Focus of program is on infrastructureand transport, NOT content and end-user equipment

  6. SLD Program Overview • Eligible Schools & Libraries apply for discounts through the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC) which also administers • Rural Health Care Program • High Cost Program • Low Income Program

  7. SLD Program Overview • Apply each year to request funds • Funding level capped annually at $2.25 Billion • Application process significantly in advance of discounts or reimbursements • Rules of Priority • Priority 1: Telecommunications Services and Internet Access • Priority 2: Internal Connections

  8. FUNDING PRIORITIES: Established by the FCC in June 1998 for use when demand for E-rate discounts exceeds available funding PRIORITY ONE: Telecommunications Services and Internet Access All approved funding requests will be funded at all discount levels if funds are available PRIORITY TWO: Internal Connections Funds go first to neediest applicants (90% discount level), then to others in order of discount until funds are exhausted SLD Program Overview

  9. SLD Program Overview • Program Eligibility Issues: • Eligible Entities • Eligible Purpose (Educational) • Eligible Services

  10. SLD Program OverviewEligible Entities • Eligible Entities--Schools • Schools must meet the statutory definition of an elementary or secondary school found in the Elementary and Secondary Education Act of 1965 • Must not operate as a for-profit business • Must not have an endowment exceeding $50 million

  11. SLD Program OverviewEligible Entities • Eligible Entities--Schools • Statutory Definitions in ESEA: • The term “elementary school” means a nonprofit institutional day or residential school, including a public elementary charter school, that provides elementary education, as determined under state law. • The term “secondary school” means a nonprofit institutional day or residential school, including a public secondary charter school, that provides secondary education, as determined under state law, except that such term does not include any education beyond grade 12. • Note that under some state laws, Pre-K, Adult Ed, and/or Juvenile Justice schools may be included.

  12. SLD Program OverviewEligible Entities • Eligible Entities--Libraries • Must meet the statutory definition of library or library consortium found in the Library Services and Technology Act and must be eligible for assistance from a state library administrative agency under that Act. • A library’s eligibility for universal service funding also depends on its funding as an independent entity. • Only libraries whose budgets are completely separate from any schools’ (including, but not limited to, elementary and secondary schools, colleges, and universities) shall be eligible to receive discounted services from the universal service support mechanism. • Libraries operating as for-profit businesses shall not be eligible for discounts.

  13. SLD Program OverviewEligible Entities • Library. A “library” includes: • a public library • a public elementary school or secondary school library • an academic library • a research library, which for the purposes of this definition means a library that: • Makes publicly available library services and materials suitable for scholarly research and not otherwise available to the public; and • Is not an integral part of an institution of higher education; and • a private library, but only if the state in which such private library is located determines that the library should be considered a library for the purposes of this definition.

  14. SLD Program OverviewEligible Entities • Library consortium. A “library consortium” is any local, statewide, regional, or interstate cooperative association of libraries that provides for the systematic and effective coordination of the resources of schools, public, academic, and special libraries and information centers, for improving services to the clientele of such libraries.

  15. SLD Program OverviewEligible Entities • Consortium: • Of Eligible Schools and/or Libraries • Of Eligible and Ineligible Entities • Ineligible Entities would pay the lower pre-discount prices • Only Eligible Schools and Libraries would receive the added benefit of universal service discount mechanisms

  16. SLD Program OverviewEligible Purpose • Educational purpose is defined as: • “The primary purpose of the services for which support is sought must be the delivery of services into classrooms or other places of instruction at schools and libraries that meet the statutory definition of an eligible institution. Support for the administrative functions of a library or education program is permitted so long as the services are part of the network of shared services for learning. Universal service support will be limited to services delivered to the onsite educational facility or facilities. Services at a personal residence or at locations that do not host places of instruction or are not accessible to library patrons, with the exception of a centralized district office or similar facility, are not eligible for support.”

  17. SLD Program OverviewEligible Services • No end user equipment (phones, fax machines) • Telecommunications Services • Basic Telecommunications Services (local & long distance voice services) • Advanced Telecommunications Services (T-1, ATM, Frame Relay, etc.) • See eligible services presentation and list for more detail

  18. SLD Program OverviewEligible Services • Internet Access Services: • Special Rules regarding Internet Content: • Generally: no content supported • Bundled: must show that approach is most cost-effective • See eligible services presentation and list for more detail

  19. Internal Connections: Wiring Routers Switches Hubs Network servers System software Wireless LANs Private branch exchange (PBX) See eligible services presentation and list for more detail SLD Program OverviewEligible Services

  20. SLD Program OverviewEligible Services • Eligible Services List provides detail about specific services • Updated periodically • List is available on web site • If service is NOT on list: • Assume it is not eligible • When in doubt, break it out! If you want to request discounts on a service of questionable eligibility, include it as a SEPARATE Funding Request

  21. SLD Program Overview Establishing Discount • National School Lunch Program Eligibility • Information needed for each school • Usually available at school district level OR from state • Libraries use data from local school district(s) in which they are located

  22. SLD Program Overview Establishing Discount • Officially sanctioned measures exist for alternative methods of determining poverty levels. • Temporary Assistance for Needy Families (TANF) • Need-based tuition assistance programs that rely on family income data comparable to NSLP • Medicaid • Food stamps • Supplementary Security Income • Federal public housing assistance (Section 8) • Low Income Home Energy Assistance Program

  23. SLD Program Overview Establishing Discount % of Students Eligible for Nat’l School Lunch Program Discounts

  24. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  25. SLD Program OverviewTechnology Plan • Five SLD technology plan criteria • Goals and Objectives • Professional Development • Needs Assessment • Budget • Evaluation • Vendors cannot write or approve technology plans • No Tech plan required for basic telephone services • Tech plans approved for no more than 3 years

  26. SLD Program OverviewTechnology Plan • Tech Plan Approvers Certified by SLD • State Education and Library Agencies • Some nonpublic school associations • Agree to evaluate Tech Plans for relevant criteria • Agree to limit length of tech plans to three years • Call Client Service Bureau for assistance in locating certified approver

  27. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  28. SLD Program OverviewForm 470 • See “Form 470 Step-by-Step Description of Services Requested and Certification” presentation for details on filling out the form (Notebook Tab 2)

  29. SLD Program OverviewForm 470 • File Form 470 to begin the required competitive bidding process • Requests for tariffed or month-to-month services and requests for new contractual services must be posted on the SLD web site for a period of at least 28 days before you can select a vendor, before you can enter into a contract or agreement, and before you can sign and postmark the Form 471 (after the opening of the application window) • File Form 470 for tariffed and/or month-to-month services each year • File Form 470 just once for each multi-year contract

  30. SLD Program OverviewForm 470 • Description of Needs (“Wish List”) • File online or on paper

  31. 470 Online Demonstration

  32. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  33. SLD Program Overview470 Receipt Notification Letter • Confirms receipt of Form 470 • Provides Form 470 Application Number assigned by the SLD • Provides the date the Form 470 was posted to the web site • Provides Allowable Vendor Selection/Contract Date (28-days after 470 is posted) • Provides receipt status of Block 5 certification page

  34. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  35. WAIT 28 DAYS!!!!!

  36. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  37. SLD Program OverviewForm 471 • See “Form 471 Step-by-Step Description of Services Ordered and Certification” presentation for details on filling out the form (Notebook Tab 3)

  38. SLD Program OverviewForm 471 • Timely, Predictable Application Window For Form 471 • Window opens in early November and closes in mid-January (actual dates posted annually on web site) • Application window applies only to Form 471. Form 470, if required, can be filed at any time as long as it meets posting requirements. (See Slide 29) • Forms 471 postmarked within the application window will be treated as though simultaneously received

  39. SLD Program OverviewForm 471 • FILE ONLINE to speed processing and receipt of your Funding Commitment Decision Letter • Features of Online Form 471 • Mac or PC Platform • Netscape or Internet Explorer, v. 4.x or higher • Automated calculations for discounts based on data entered by client • Customized screen based on application type: school, school district, library (outlet/branch, system), consortium

  40. SLD Program OverviewForm 471 • Must have legally binding agreement with service provider before filing Form 471 • The earliest date that a Form 471 can be filed will be the date established by the SLD as the opening of the Form 471 application window • Make sure to list alternate contact information in Block 1, Item 6f so that we can reach you to continue the processing of your application

  41. SLD Program OverviewForm 471 • For those filing electronically: MAKE CERTAIN THAT YOUR FORM 471 APPLICATION NUMBER IS INDICATED ON THE CERTIFICATION PAGE AND ON THE ITEM 21 ATTACHMENT SO THAT THOSE DOCUMENTS CAN BE MATCHED TO YOUR ELECTRONICALLY FILED FORM.

  42. SLD Program OverviewForm 471 • Eligible services purchased at a discount shall not be sold, resold, or transferred in consideration of money or any other thing of value • Permissible Fees: • Eligible entities are not prohibited from charging fees for any services that are not subject to a universal service discount such as computer lab fees, fees to cover the cost of training, or consortium membership fees for example

  43. 471 Online Demonstration

  44. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  45. SLD Program OverviewProblem Resolution • If you filed your Form 471 manually and your Form 471 has met the Minimum Processing Standards, you may receive calls from the Client Service Bureau seeking clarification on the information you have provided so that your form can be successfully data entered

  46. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  47. SLD Program Overview471 Receipt Acknowledgment Letter • Confirms receipt and successful data entry of your Form 471 • Letter is sent when required application/materials are received • Provides Funding Request Number(s), SPINs, Service Provider Name, Category of Service, Pre-discount amount requested, and discount percentage • Can be used for data entry corrections (see letter for more detail) • Can not be used to increase funding or change basic contract terms

  48. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

  49. SLD Program OverviewProgram Integrity Assurance Review • Program Integrity Assurance • Checks for rule compliance • Eligible Entities • Eligible Purpose • Eligible Services • Appropriate discount

  50. BEAR Approval Ltr Develop a Technology Plan After Form 470 is posted, wait at least 28 days before negotiating a contract or agreement Problem Resolution (manual filing) Program Integrity Assurance review Receive discounts on bills or reimbursement by check or credit Form 470 Services Requested Form 471 Services Ordered Form 486 Services Confirmed Applicant AP 486 Ltr RNL RAL FCDL AP Ltr (AP copy) BEAR Approval Ltr Form 472 BEAR Form FCDL SP Ltr SP 486 Ltr OR Form 474 SP Invoice Form Service Provider Form 498 Apply for SPIN Form 473 Annual Cert (if not done previously) Check filed Forms 470, contact applicants and respond with bids Negotiate a contract or agreement Assist with Program Integrity Assurance review BEAR or SPIF invoice review (correct errors / resubmit if needed) Receive USAC remittance statement and payment

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