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E-RATE FOR BEGINNERS

E-RATE FOR BEGINNERS. Universal Service Administrative Company Schools and Libraries Division September 24, 2003. Overview. School and Libraries Support Mechanism Provides discounts to eligible schools and libraries for Telecommunications Services, Internet Access, and Internal Connections

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E-RATE FOR BEGINNERS

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  1. E-RATE FOR BEGINNERS Universal Service Administrative Company Schools and Libraries Division September 24, 2003

  2. Overview • School and Libraries Support Mechanism • Provides discounts to eligible schools and libraries for Telecommunications Services, Internet Access, and Internal Connections • Applicants can be schools, libraries, or consortia, but only eligible recipients of services can receive discounts • Applicants must apply for discounts each year • Disbursements are capped at $2.25 billion annually 2

  3. History • Schools and Libraries Support Mechanism started providing discounts as of January 1, 1998 • Telecommunications Act of 1996 • Congress directed the FCC to “establish competitively neutral rules . . . to enhance, to the extent technically feasible and economically reasonable, access to advance telecommunications and information services for all public and non-profit elementary and secondary school classrooms . . . and libraries.” First Report and Order (FCC 97-157) 3

  4. Introduction • Commitments to Date by Applicant Type (Inception to September 10, 2003) 4

  5. Introduction • Commitments to Date by Service Type (Inception to September 10, 2003) 5

  6. Introduction • Commitments to Date by Discount Band (Inception to September 10, 2003) 6

  7. Introduction • Vendor Assistance • NECA in New Jersey • Application review — Program Integrity Assurance (PIA) • Invoice review (PIA) • Appeal process • Program correspondence, including change and extension requests • Pearson Government Solutions in Kansas • Client Service Bureau (call center) • Forms processing 7

  8. Eligibility • Eligible Entities • Schools • Must meet the statutory definition of elementary or secondary school found in the No Child Left Behind Act of 2001 • Must be a non-profit institutional day or residential school, including a public charter school, that provides elementary or secondary education, as determined under state law • Must not be operating as a for-profit business • Must not have an endowment exceeding $50 million 8

  9. Eligibility • Eligible Entities • Schools (cont.) • Pre-kindergarten, Adult Education, Juvenile Justice • Must meet state definition of elementary or secondary education • Students and/or facilities may be eligible • SLD requests updated information from state departments of education every two years 9

  10. Eligibility • Eligible Entities • Libraries • Must meet the statutory definition of library or library consortium found in the Library Services and Technology Act (LSTA) of 1996 • Must be eligible for assistance from a state library administrative agency under LSTA • Budget must be completely separate from any schools • Must not be operating as a for-profit business 10

  11. Eligibility • Eligible Services • Priority 1 • Telecommunications Services • local and long distance • wireline and wireless • voice, data, video • Internet Access • Priority 2 • Internal Connections (switches, hubs, routers, wiring) • Priority 1 funded first, then Priority 2 funded beginning with neediest applicants (90%, 89%, 88%, etc.) 11

  12. Eligibility • Eligible Services • Eligible Services List • Lists services by category (Telecommuncations Services, Internet Access, Internal Connections, and Miscellaneous) • Services which are conditionally eligible • Ineligible services • Available on SLD web site 12

  13. Service Providers • Service Providers • Must file Form 498 • Request a Service Provider Identification Number (SPIN) • Provide/update contact information • Providers of Telecommunications Services • Must provide telecommunications services on a common carriage basis to be an eligible telecommunications provider • In general, must provide services and bill customers before being reimbursed for discount on services 13

  14. Calculating Discounts • Discount Calculation • National School Lunch Program (NSLP) • Individual schools — start with the percentage of students eligible for NSLP for their school • School districts — start with the NSLP percentages of individual schools in the district, calculate weighted average of all schools • Libraries — start with the percentage of students eligible for NSLP for the school district in which the library is located • Consortia — calculate simple average of discounts of members • Urban or rural status of county in which school or library is located (from web site) 14

  15. Calculating Discounts • Points to Remember: • All discount calculations will involve • percentage of students eligible for NSLP in a school or school district • determination of Urban/Rural status • discount from Discount Matrix • Applicant with members or subunits must calculate an average of those members • School district – individual schools • Library system – library outlets/branches • Consortium – eligible member entities 15

  16. Calculating Discounts Discount Matrix 16

  17. Calculating Discounts INDIVIDUAL SCHOOL EXAMPLE • Determine the total number of students in the school • Determine the number of students eligible for NSLP • Divide the number of students eligible for NSLP by the total number of students to get the percentage of students eligible for NSLP • Determine if the school is Urban or Rural • Look up the discount from the Discount Matrix

  18. Calculating Discounts INDIVIDUAL SCHOOL EXAMPLE (cont.) Polk Elementary School • Rural location • 64 total students • 31 students eligible for NSLP • Calculation • 31 / 64 = 48.437 % eligible for NSLP • Rural location • Discount Matrix: 70% discount

  19. Calculating Discounts SCHOOL DISTRICT EXAMPLE • School districts calculate a weighted average of the discounts for their individual schools to get their shared discount percentage, as follows: • Calculate the matrix discount for each individual school • Calculate the weighted product (the matrix discount multiplied by the total number of students) for each individual school • Determine the total number of students in the School District and the total of the weighted products • Divide the total of the weighted products by the total number of students to get the shared discount percentage

  20. Calculating Discounts SCHOOL DISTRICT EXAMPLE (cont.)

  21. Calculating Discounts SCHOOL DISTRICT EXAMPLE (cont.) Madison Elementary School • Urban location • 127 total students • 49 students eligible for NSLP • Calculation • 49 / 127 = 38.582 % eligible for NSLP • Discount Matrix: 60% discount • 127 x 60% = 76.2 = weighted product for Madison Elementary School

  22. Calculating Discounts SCHOOL DISTRICT EXAMPLE (cont.) Madison Elementary School • 127 total students, 76.2 weighted product Adams Middle School • 195 total students, 97.5 weighted product Washington High School • 142 total students, 71.0 weighted product • Calculation • 127 + 195 + 142 = 464 = total students in school district • 76.2 + 97.5 + 71.0 = 244.7 = total of weighted products • 244.7 / 464 = 53% = shared discount percentage for school district

  23. Calculating Discounts LIBRARY OUTLET/BRANCH EXAMPLE • Determine the total number of students in the school district in which the library is located • Determine the number of students eligible for NSLP in that school district • Divide the number of students eligible for NSLP by the total number of students to get the percentage of students eligible for NSLP in that school district • Determine if the library is Urban or Rural • Look up the discount from the Discount Matrix

  24. Calculating Discounts LIBRARY OUTLET/BRANCH EXAMPLE (cont.)

  25. Calculating Discounts LIBRARY OUTLET/BRANCH EXAMPLE (cont.) Polk Public Library • Rural location • Located in Lincoln School District • Polk Elementary School has 64 total students, 31 students eligible for NSLP • Lincoln Jr/Sr High School has 92 total students, 62 students eligible for NSLP • Calculation • 64 + 92 = 156 total students • 31 + 62 = 93 students eligible for NSLP • 93 / 156 = 59.615 % eligible for NSLP • Discount Matrix: 80% discount

  26. Calculating Discounts LIBRARY SYSTEM EXAMPLE • Library systems calculate a simple average of the discounts for their individual outlets/branches, as follows: • Calculate the matrix discount for each individual library outlet/branch • Calculate the total of the matrix discounts for all the library outlets/branches • Divide the total of the matrix discounts by the total number of library outlets/branches to determine the library system’s discount

  27. Calculating Discounts LIBRARY SYSTEM EXAMPLE (cont.)

  28. Calculating Discounts LIBRARY SYSTEM EXAMPLE (cont.) Washington Main Library and Jefferson Branch Library • Both in Washington School District • 127 + 195 + 142 = 464 total students • 49 + 67 + 47 = 163 students eligible for NSLP • 163 / 464 = 35.129 % eligible for NSLP • Urban location • Discount Matrix: 60% Monroe Branch Library • In Lincoln School District • Discount Matrix: 80% (calculated previously)

  29. Calculating Discounts LIBRARY SYSTEM EXAMPLE (cont.) Washington Main Library • Discount Matrix: 60% Jefferson Branch Library • Discount Matrix: 60% Monroe Branch Library • Discount Matrix: 80% (calculated previously) • Calculation • 60 + 60 + 80 = 200 = total of matrix discounts • 200 / 3 = 67 = simple average of three outlet/branch discounts gives the shared discount percentage

  30. Calculating Discounts CONSORTIUM EXAMPLE • Consortia calculate a simple average of the discounts for their individual member entities, as follows: • Determine the matrix discount for each eligible member of the consortium, depending on its entity type • Calculate the total of the matrix discounts for all the eligible members of the consortium • Divide the total of the matrix discounts by the total number of eligible members to determine the consortium’s shared discount

  31. Calculating Discounts CONSORTIUM EXAMPLE (cont.)

  32. Calculating Discounts CONSORTIUM EXAMPLE (cont.) Polk Elementary School • 70% matrix discount Washington School District • 53% matrix discount Polk Public Library • 80% matrix discount Washington Library System • 67% matrix discount • Calculation • 70 + 53 + 80 + 67 = 270 = total of matrix discounts • 270 / 4 = 68% = simple average of four consortium members and shared discount percentage

  33. Application Process • Technology Plan – What is my plan? • Form 470 – What services do I want? • Form 471 – What services did I order? • Form 486 – When did services start? • Form 472 or Form 474 – How do I receive reimbursements or discounts? • Online filing/certification available for most forms 33

  34. Application Process • Applicant Actions • SLD Actions 34

  35. Technology Planning • Technology Plans • Not required for local/long distance phone service • Must be in place before Form 470 filing • Must be approved by an SLD-certified approver before Form 486 filing or start of services, whichever is earlier • Must cover five areas: • Goals / Strategies for using technology • Professional development • Needs assessment • Sufficient budget • Evaluation process 35

  36. Technology Planning • Points to Remember: • Tech Plan must establish the connections between the technology and specific curriculum reforms or library service improvements • Tech Plan should provide evidence of securing the resources needed to make effective use of the discounted services • Tech Plan should include an evaluation process to monitor progress toward established goals • Tech Plan Approver listed on Form 486 must be SLD certified 36

  37. Form 470 • Form 470 • Opens a competitive bidding process • Applicant responsible for ensuring an open, fair process and selecting the most cost-effective provider of the desired services • Must wait 28 days after POSTING of Form 470 to select service provider, sign contract/agreement, and sign and submit Form 471 • Service providers who will participate in the bidding process cannot complete Form 470 • Can be filed once for multi-year contracts, but 470 and RFP must indicate intent to sign multi-year contract • Make RFP available or list specific service/function and quantity/capacity 37

  38. Form 470 • Competitive Bidding • Request for Proposal (RFP) • Not required, but a good idea • Describes your project scope, location, other requirements in detail • Competition • Goal is to have as many bidders as possible • Promotes better service and lower prices • Fair and open process • All bidders treated the same, no advance knowledge of RFP information • No secrets in the process, all bidders know what is required of them 38

  39. Form 470 • Points to Remember: • Competitive bidding process must be open and fair • List services sought in correct category of service (Form 471 must match) • Retain worksheets, bid evaluation criteria, winning AND LOSING bids • Form 470 must be certified by close of Form 471 application filing window • Filing online speeds processing and reduces errors 39

  40. Form 470 • Form 470 Receipt Notification Letter (RNL) • Cover page of important reminders and deadlines • Notifies applicant that Form 470 has been posted to the SLD web site • System will generate RNL for Forms 470 filed online after form is submitted but before it is certified • Form MUST be certified before close of Form 471 application filing window • Contains Allowable Vendor Selection / Contract Award Date 40

  41. Form 471 • Form 471 • Provides specific information on services, service providers selected, and contracts and/or agreements • Provides discount calculation information • Must be filed for each funding year • Applicant certifies compliance with rules, which include securing access to resources to make effective use of discounts • Must be postmarked on or before the last day of the Form 471 application filing window 41

  42. Form 471 • Points to Remember: • WAIT AT LEAST 28 DAYS from the posting of the Form 470 before • selecting a service provider • executing a contract or agreement • signing and submitting Form 471 • File separate Forms 471 for Priority 1 and Priority 2 services • Remove ineligible costs and document or estimate eligible costs carefully (30% Rule) • Filing online speeds processing and reduces errors 42

  43. Form 471 • Obligation to Pay Non-discount Share • Applicants are required to pay their share of the cost (the “non-discount” portion or share) — cannot be donated, forgiven or ignored • Service providers cannot waive or credit the applicant’s share • Offers to reduce price must be incorporated into the “total pre-discount amount” • Service provider must bill the applicant for non-discount share of services 43

  44. Form 471 • Form 471 Receipt Acknowledgment Letter (RAL) • Cover page of important reminders and deadlines • Provides confirmation of certain information entered from Form 471 • Data entry errors may be corrected by submitting a copy of the RAL with the specific errors lined out and the correct information supplied — three-week deadline • Funding request reductions may also be submitted before funding commitment 44

  45. Application Review • Review of Applications • Review by PIA, which may include: • Competitive bidding process • Contracts and agreements • Discount calculation • Sufficient budget • Establishing Form 470 • Technology Plan 45

  46. Funding Commitments • Points to Remember: • Provide information requested by reviewers (PIA) promptly • If desirable, work with your state coordinator to comply with information requests • Ask for more time if you need it • Retain documentation • Review Request for Selective Review Information fax to understand what information might be requested 46

  47. Funding Commitments • Funding Commitment Decision Letter • Cover page of important reminders and deadlines • FCDL reports status of individual funding requests: • Funded • Not Funded • As Yet Unfunded (Internal Connections) • Canceled • May receive more than one FCDL 47

  48. Funding Commitments • Points to Remember: • Check all entries on the FCDL carefully to make sure there are no data entry errors • Review the FCDL and the SLD web site for information on requesting SPIN changes and service substitutions, if necessary • Use the information on the FCDL to prepare the Form 486 48

  49. Funding Commitments • Commitments vs. Disbursements • $2.25 billion cap is on disbursements • SLD can commit more than $2.25 billion in a given Funding Year, because commitments have historically exceeded disbursements 49

  50. Form 486 • Form 486 • Notification that services have started and the SLD can pay invoices • Certifies that Tech Plan (if required) has been approved • Certifies status under Children’s Internet Protection Act (CIPA) • Lead members of consortia may be required to collect CIPA certifications from consortium members on a separate form (Form 479) 50

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