E-Rate 103: Completing form 471

1. E-Rate 103: Completing form 471 Funding Year 2008 July 1, 2008-June 30, 2009 2008-09 school year

2. Online filing • Training site: http://usactrain.solixinc.com • Actual online filing: http://www.sl.universalservice.org

3. Iowa information on e-rate see http://www.iptv.org/iowa_database/

4. Form 471--Who must file? • Who must file: • School/districts • Libraries • Consortia • Entity responsible for paying bills to the service provider must file Form 471

5. Form 471--What is it? • This is the second step in your e-rate application! (first step was form 470)

6. E-rate Timelines • Form 470 (Now-Dec 27) • Wait 28 days • Select provider/sign contract • Form 471 (Nov 7 - Feb 7) • Answer questions/call from PIA (Feb-?) • Funding commitment decision letter • Form 486

7. Form 471--Is it time for me to file a 471? • Have you included each service on a form 470? • If not, you must include each service on a form 470 • If yes, then….

8. Has 470 form(s) been posted a FULL 28 days? • If not sure, check http://www.sl.universalservice.org under “file online” and “search posted” to see the “allowable contract date” • If yes, then you can file a form 471 • If no, then wait until the “allowable contract date”

9. What if I find I made an error on form 470? • If you have time (prior to Dec 27), can simply file a new form 470 • If after Dec 27 but prior to close of window, you may be able to correct some errors • Check your form 470 receipt notification letter for details on how you may correct errors • See sample letter at http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/470RNL.acc.pdf

10. Selection of service providers? • Question: • May we select a service provider/vendor before the 28 days are up? • Answer: • NO! Do not make any commitment on a service provider until the 28 days are up.

11. Sign a contract? • Question: • May we sign a contract after the 28 days are up? (example: cell phone service) • Answer: • Yes, you may sign a contract • Contract MUST be signed and dated by district/school/library before form 471 is submitted and certified (which is before the window closes) • Be sure your district/school/library signs and dates the contract!

12. What’s the form 471 application “window” for funding year 2007: • “Window” is November 7 through February 7)

13. What happens if we miss the “window?” • Your application will NOT be funded! • Exception is that your certification and item 21 do not have to be filed inside the “window.” • Pam’s advice: Unless absolutely necessary, get your cert done ASAP

14. Form 471: How many forms should I file? • You may file more than one Form 471, or you may file a single Form 471. • However, if you are filing for internal connections or maintenance, file a separate 471 for these services.

15. Form 471: How do I get started? Plan to file online at http://www.sl.universalservice.org! You can begin an application online, save it, and finish it later.

16. Why file online? Faster processing time (applicants who file online get funding notification sooner!) Prevents “operator error”

17. Get ready for form 471 • Locate the NCES code for your • District • Instructional buildings • There’s no NCES code for non-instructional buildings • New buildings may not yet have NCES codes • Codes can be found at http://www.iptv.org/iowa_database/erate

18. Get ready for form 471 Your district/library entity number The entity number of each building in your district The free/reduced eligibility numbers NCES numbers (see http://www.iptv.org/iowa_database/erate)

19. Get ready for form 471 • If your district/school/library qualifies to use “e-certification,” either find the PIN OR register to receive a PIN (if eligible)

20. Get ready for form 471 Each service provider’s name and SPIN number

21. Get ready for form 471 Make a chart Chart template at http://www.iptv.org/iowa_database/erate Form 471: Preparing for Block 5

22. Get ready for form 471 You will need a detailed description of services (online Item 21 attachment) Description of service MUST include eligible funding items! Even if you use the online item 21 attachment, you may get questions about detailed services

23. Get ready for form 471 • Tech plan! What’s this all about? • 4 E-rate elements are in your district/building CSIP • Fifth element must be developed each year! (you will also use this information on your 471 form)

24. Do I really have a contract? • Most Iowa schools have MTM (month-to-month) for local phone service, NOT a contract! • A phone bill is NOT a contract! • A contract for e-rate purposes MUST have an authorized applicant signature AND date

25. If the amount of $s you request for July 1, 2008-June 30, 2009 is higher than current bills, be prepared to explain WHY the amount is higher For example, rates are increasing (service provider quote on rates for July 1, 2008) For example, you are increasing the amount of service (additional bandwidth/capacity, more phone lines, etc.) What if I will be requesting more $s than current bill?

26. Form 471: Let’s get started!

27. Counties in Iowa that are urban Black Hawk Dallas Dubuque Johnson Linn Polk Pottawattamie Scott Warren Woodbury

28. Still with me?

29. Item 25d? • This info is the same as the fifth element for tech plan

30. Item 25f? • Don’t check this box!!!!!

31. What next? Very important! Certify (e-certify, if possible) If not eligible to e-certify Signed in BLUE ink Certification should be postmarked by February 7, 2008

32. If sending in item 21 via mail: Number of the attachment to match each 471 block 5 page (#1, #2, #3) The 471 application number on each and every page What next? Very important!

33. Very important • 471 application MUST be postmarked/submitted by February 7 • Item 21 attachments and certification do not have to be postmarked/submitted by February 7. • Pam’s advice: E-certify and do online item 21 at the same time you file 471

34. Very important Your 471 form will NOT be reviewed until Item 21 attachments are received by SLD

35. SLD--Form 471 3833 Greenway Drive Lawrence, KS 66046 Telephone number for receipt purposes: 1-888-203-8100 If you mail:Mailing address for certification page and Item 21 attachments (get a return receipt!!!)

36. What if I make an error on form 471? • Some errors can be corrected once receipt acknowledgment letter arrives (note: there’s a deadline by which errors must be corrected) • See sample letter at http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/471RAL.pdf

37. Questions and Answers • Question: • How long must we retain E-rate records/documents? • Answer: • Must retain records for five years from the last date you receive E-rate services

38. Questions and Answers • Question: • It seems like we get a lot of requests for more information from PIA? What are the rules on responding? • Answer: • The standard response time is 15 days. • You can always ask for an extension, but it must be in writing! • If you need help, contact me!

39. SLD Client Service Bureau: 1-888-203-8100 Pamela Pfitzenmaier: 1-515-669-8159 pam.pfitzenmaier@iowa.gov For assistance: