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E-Rate for Beginners

E-Rate for Beginners. Chris Schneider State E-Rate Coordinator schneider@more.net (573) 882-8429 office. Lynn Burgan Senior Accountant burganl@more.net (573) 884-2316 office. Today’s Agenda . Program Introduction (Chris) Application Process (Chris) Getting Help (Lynn)

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E-Rate for Beginners

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  1. E-Rate for Beginners Chris Schneider State E-Rate Coordinator schneider@more.net (573) 882-8429 office Lynn Burgan Senior Accountant burganl@more.net (573) 884-2316 office

  2. Today’s Agenda • Program Introduction (Chris) • Application Process (Chris) • Getting Help (Lynn) • Technology Plan (Lynn) • Eligible Services (Chris) Break • Form 470 (Lynn) • Form 471 (Chris) • Form 486 (Lynn) • Invoicing USAC (Chris) Break • Walk through Form 470, together

  3. Program Introduction INTRODUCTION • E-Rate Program • Provides discounts to eligible schools and libraries for Telecommunications Services, Internet Access, Internal Connections, and Basic Maintenance • Applicants can be schools, libraries, or consortia, but only eligible recipients of service can receive discounts • $2.25 billion annually, periodically adjusted for inflation (currently $2.338 billion)

  4. Program Introduction E-Rate Administration • FCC • Federal Communications Commission • Creates program rules and sets policy • USAC • Universal Service Administrative Company • Created by FCC to run E-Rate and other universal service programs • SLD • Schools and Libraries Division • Specifically responsible for E-Rate application processing

  5. Program Introduction What is SLD? • Schools and Libraries Division • Entity within USAC that collects and reviews all E-Rate applications and forms submitted • Interprets FCC policy – makes no policy decisions • www.usac.org/sl/

  6. Program Introduction If this is a FEDERAL program, why is MOREnet involved? • Costs of the MOREnet network and connectivity are eligible for discount • MOREnet applies as a consortium on behalf of all eligible members • MOREnet provides advice, guidance, training, and serve as your State E-Rate coordinator MOREnet is NOT Federal E-Rate Administrators

  7. Program Introduction Discount Matrix

  8. Application Process High Level Overview • 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

  9. Application Process So many forms! 470 + 471 + 486 + 472 = $$ • Understanding the Form Process enables you to properly assess your application status within any Funding Year. • Be aware the Forms must be filed in sequential order. • Each form has specific requirements for completion and set deadlines. • Link to MOREnet’s Application Process Handout and FAQ.

  10. Application Process How do I file a form? • All forms available on the main SLD webpage, www.usac.org/sl • Three options: • File Online, certify on paper • File Online, certify online • File on paper, certify on paper • Certification is essentially a signature and is required. • You are encouraged to always file online!

  11. Application Process USAC Response Letters • Each time you file a program form, USAC sends you a letter • To help you organize, letters are color coded by funding year • 2011-2012 • 2012-2013 • 2013-2014 And the three colors continually rotate. Blue Canary Pink

  12. Getting Help Overview • Key Terms • Search Tools • Communication Tools • SLD “Submit A Question” tool

  13. Getting Help Key Terms • E-Rate Funding Year (FY) • Annual period July 1 to June 30 • Commonly referenced by the year it begins • Example: 7/1/12-6/30/13 is referenced as Funding Year 2012 or FY12 • Billed Entity Number (BEN) • Commonly referenced as Entity number • Primary number of your District, school building, Library system or branch • http://www.sl.universalservice.org/Utilities/BilledEntitySearch_Public.asp

  14. Getting Help Search Tools for Form Information • Form 471 Display – Allows the display of one Form 471 application. http://www.sl.universalservice.org/FY3_form471/ExtDisplay471_StartSearch.asp • Data Retrieval Tool – allows searches for information related to applications, funding commitments, and disbursements. http://www.slforms.universalservice.org/DRT/Default.aspx • Form 470 Search Posted – Allows searches of Form 470 that have been completed and posted. http://www.sl.universalservice.org/Search_FundYear_Select.asp • Form 471 Status - Returns information on the status of all Form 471 for one applicant and one funding year. http://www.sl.universalservice.org/FY3_form471/471StatusCheck.asp

  15. Getting Help Search Tools for General Information • Eligible Products Database – Allows users to determine if products are eligible for funding. https://slpin.universalservice.org/EPDPublic/PublicInterface/Search.aspx • Glossary - Lists Acronyms and common E-Rate terms. http://www.usac.org/_res/documents/sl/pdf/handouts/SL-Glossary-of-Terms.pdf • Deadlines – Designed to explain and help calculate deadlines for USAC forms and actions. http://www.usac.org/sl/tools/deadlines/default.aspx

  16. Getting Help Search Tools for Vendor Information • Service Provider Information by SPIN –allows users to search for service provider information by SPIN http://www.sl.universalservice.org/ServiceProvider/SPAC_Search.asp • SPIN Contact Search – Allows users to find service provider contact information by SPIN http://www.sl.universalservice.org/Forms/SPIN_Contact_Search.asp

  17. Getting Help Communication Tools In addition to our email and phone: • One-way listserv about E-Rate found at http://lists.more.net/mailman/listinfo/erate • Staff monitored email for any E-Rate questions at erate@more.net • As always, contact SLD directly at 888-203-8100 or http://www.usac.org/sl/

  18. Getting Help SLD Submit A Question Tool • Allows users to submit questions about an E-Rate form or topic. • Manages change requests such as a SPIN change or contact information. • Produces an email with a case number.

  19. Technology Plan Tech Plan Overview • Purpose of tech plans • General Information • Basic requirements • The four elements of a tech plan • Tech plan reviews

  20. Technology Plan Purpose of a Tech Plan • A tech plan is a written document that describes the technologies and associated resources – existing and planned – that will assist a school to provide educational services or a library to provide library services. • Tech plans should address these questions: • What are my goals for using technology? • What resources do I currently have and need? • How will I pay for or provide these resources? • How will I maintain these resources? • How will members of my staff be trained to use these resources effectively? • How will I know if I am accomplishing my goals?

  21. Technology Plan General Information • Tech Plans ensure schools and libraries utilize technology and can use it effectively to provide educational or library services. • E-Rate requires a valid tech plan for only equipment and maintenance funding requests, known as Priority 2 (P2) services. • P2 services listed on your application must also be listed in your tech plan (SLD routinely checks this). • Plans are valid for three years (MO rule).

  22. Technology Plan General Information • In Missouri: • Public schools are not required to have tech plans if not required for E-Rate. • If needed, DESE Approves plans for public schools. • If needed, the State Library approves plans for libraries. • Missouri Council on American Private Education (MOCAPE) approves plans for private schools.

  23. General Information To determine the status of your technology plan use the following links: Technology Plan Public Schools Libraries http://www.sos.mo.gov/library/certifications/tech_planning.asp http://dese.mo.gov/divimprove/instrtech/techplan/districtstatus.htm

  24. Technology Plan E-Rate Required Elements of a Tech Plan • Goals and objectives • Professional development • Needs assessment • Evaluation

  25. Technology Plan Basic Requirements • Tech plans must: • Be created before Form 470/RFP posting • Cover all 12 months of the funding year • Contain all four elements • Contain a sufficient level of detail to validate the E-Rate request • Be approved by a USAC-certified Technology Plan Approver (TPA) before Form 486 is filed or services start, whichever is sooner

  26. Technology Plan Review of Tech Plans • You may be asked to provide your approval letter and/or your tech plan during: • Selective Review • TPA Review • Site Visits • Audits • Lack of appropriate documentation may result in funding reduction or other actions

  27. Technology Plan Helpful Tips • Follow the guidelines of your sponsor organization (DESE, MoSL, MoCape) for Tech Plan guidance. • Check out MoSL WebPages for additional help: • http://www.sos.mo.gov/library/certifications/tech_planning.asp

  28. Technology Plan Any Questions about Tech Plan?

  29. Eligible Services Eligible Services • The Eligible Services List (ESL) • Product/Service Eligibility • Priority One • Telecommunications • Internet Access • Priority Two • Internal Connections (IC) • Basic Maintenance • Miscellaneous

  30. Eligible Services Eligible Services List • What is the Eligible Services List (ESL)? • The ESL is a reference of products and services E-Rate will support • How is the Eligible Services List created? • 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

  31. Eligible Services Eligible Services List • Four sections • Priority One • Priority Two: Internal Connections • Priority Two: Basic Maintenance • Miscellaneous • Two special areas with additional information • Special Eligibility Conditions • Glossary

  32. Eligible Services Priority One(No Tech Plan required)

  33. Eligible Services Telecommunications Services • 800 service • Centrex service • Local & long distance phone service • POTS (Plain Old Telephone Service) • Wireless telephone services • All services listed as Digital Transmission Services • Includes but is not limited to: T-x, ATM, DSL, OC-x, Fiber Optic, DS-x, Frame Relay and PRI

  34. Eligible Services Telecommunications • Lit or dark fiber • Can be provided by any entity including Telecom vendors, Access vendors, community or State networks and utility companies as long as they obtain a Service Provider Identification Number (SPIN) • The fiber must be lit immediately for eligibility • Cannot be purchased for excess capacity not placed in use

  35. Eligible Services Telecommunications: Fiber

  36. Eligible Services Internet Access (IA) • Basic conduit access to the Internet, E-mail service, and web hosting are eligible IA services • Basic conduits include but are not limited to: • Broadband over Power Lines (BPL) • Cable Modem • Digital Subscriber Line (DSL) • Satellite • T-x, DS-x, OC-x

  37. Eligible Services Internal Connections (IC)(Priority Two, Requires Tech Plan)

  38. Eligible Services A Visual Guide to Internal Connections • Pictorial of the eligibility of services and products • Explanation of conditionality • Services and products are example configurations

  39. Eligible Services Internal Connections Ex. 1

  40. Eligible Services Internal Connections Ex. 2

  41. Eligible Services Classroom Internal Connections

  42. Eligible Services Classroom Internal Connections Ex. 2

  43. Eligible Services Basic Maintenance(Priority Two, Requires Tech Plan)

  44. Eligible Services Basic Maintenance • Ensures the necessary and continued operation of eligible internal connection components at eligible locations. • Ex: Repair and upkeep of eligible hardware, wire and cable maintenance, and configuration changes. • Basic technical support of eligible hardware is Eligible. • End-user support such as a student calling a help desk for technical assistance is NOT Eligible.

  45. Eligible Services Basic Maintenance (BM) • 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

  46. Eligible Services Miscellaneous • Miscellaneous items reflect same category of the product or service • Installation, activation, initial configuration, training, shipping, taxes and lease fees are all conditionally eligible

  47. Eligible Services Questions on Eligible Services?

  48. 15 Minute Break

  49. Form 470 Beginning the E-Rate Process: Form 470 • What is it? • What is included? • Why is it required? • When do I file? • How do I file? • Competitive bidding

  50. Form 470 What is it? • Description of services requested and certification form. • Informs service providers that you want bids for E-Rate eligible services (here is who we are and this is what we want) • Public “posting” on http://sl.universalservice.org/menu.asp • Must be posted for full 28 calendar days before selecting a provider

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