E-rate Training for Beginners, Rookies, 1 st timers, or folks that just love this stuff

1. Fall, 2018 E-rate Training for Beginners, Rookies, 1st timers, or folks that just love this stuff I am new to e-rate. What is e-rate? Where do I Start? Where do I go to find out about e-rate? Who can help me? Am I going to regret this?

2. What are you? • You are a school district • You are a parent • You are a billed entity • You are a recipient of services • You may be a member of a consortium • You are a governing authority with local control

3. Billed Entity Number (BEN) vs Entity Number Billed Entity Number –Anyone who pays the bill Entity Number – An Entity that receives E-rate discounted services Schools receive services and have an entity number Districts receive services and have an entity number MDE does not receive services and does not have an entity number • Schools don’t pay the bills and don’t have a BEN • Districts pays the bills and have a BEN • MDE pays the bills and have a BEN

4. Family Grandparent MDE is the Consortium Lead who purchases Internet on your behalf The district is a locally controlled Governing Authority who pays the bills (Billed Entity). The district also receives services. Parent The schools are the eligible recipients of services. Children

5. Entity # MDE has a BEN because MDE pays invoices. MDE does not have an Entity #s because they do not receive services. Districts have Entity #s because they receive services. The district has a BEN because the district pays Invoices. Schools have Entity #s because they receive services.

6. What is E-rate? • E-rate is a discount program. • E-rate is not a grant program. • A grant provides pre-purchase funding. • A discount program provides post-purchase funding. • You have to receive the services before you can get e-rate funding. • This is why e-rate is called a discount program.

7. Step 1 – Understand how important E-rate is to the State of Mississippi • $704,753,411 committed since the program started in 1998, 21 years ago

8. Step 2 – Understand what E-rate is all about • Established by Congress, Directed by the FCC, Managed by USAC • Provides funding for specific services • Internet Access • WAN circuits and WAN equipment • Internal Connections (LAN equipment and cabling) • Maintenance of Internal Connections • Managed Wi-Fi • Voice is no longer eligible

9. Step 3 – Understand what E-rate will fund • To know what e-rate will fund you must understand the Eligible Service List (ESL) • Handout – List of all eligible services • ESL Changes every year • http://www.usac.org/sl/applicants/beforeyoubegin/eligible-services-list.aspx • If a product or service is not listed on the ESL as eligible, then it is safe to assume it is not eligible

10. Step 4 – Understand how services are categorized? • Category 1 (C1) • Funded first with remaining dollars going to C2 • Internet Access, WAN circuits/equipment • Category 2 (C2) • LAN equipment, cabling, fiber between buildings, maintenance of LAN equipment, Wi-Fi, managed Wi-Fi. • Each school has a C2 budget based upon $156.23 per student for a 5 year cycle • Each library has a C2 budget based upon $2.39 per sq. ft. with larger urban libraries receiving $5.21 per sq. ft.

11. Step 5 – Understand how you get your E-rate dollars • You can receive your discounts on your invoice • You simply pay your non-discount amount • Service Provider files a form to have USAC pay them directly for your discounted amount • You can pay for services in full and receive a reimbursement • After paying for services in full, you will file a form and USAC will send a deposit directly into your district bank account E-rate is a discount program.

12. Now, how do we classify e-rate? • Is E-rate an accounting program? • Is E-rate a technology program?

13. Step 6 – Understand what Forms are required by E-rate • Form 470 – is part of the procurement to establish a contract • Form 471 – is your request for funding • Form 486 – services have begun and you are CIPA compliant • Form 498 – allows USAC to send a check directly to your bank • Form 472 – BEAR, filed by you to get a reimbursement Check • Form 479 – certifications to Consortium Lead of CIPA compliance • Form 500 – to return unused funding and other functions • Form 474 – filed by Service Providers to have discounted amount paid to them directly (SPI method) • Form 473 – filed by Service Providers annually to certify they will comply with program rules

14. Step 7 – Understand the Process: E-rate ESL 470 Contract 471 Review Process FCDL 486 BEARs SPIs

15. What are your needs? • Check with your schools to identify their needs • More Bandwidth? • Expanded Wi-Fi? • More Laptops? • Check with your Budget Officer to see what your Technology Budget looks like • Don’t ever try to go where your budget can’t take you • Check your C2 Budget Tool to see if you have and remaining C2 budget if you are purchase C2 services (Lee will show you shortly) • Check with your Superintendent to see what your districts goals are in relation to what your students or library patrons actually need • Don’t ever try to go where the Superintendent does not want to go

16. Of those needs, which ones will e-rate fund? Bandwidth, Wi-Fi, Laptops • Are these services e-rate eligible? Some are, some aren’t. • How do you find out? ESL • Also verify that the services are allowable under your existing contract and that the contract covers next year. • IF not, perform a procurement.

17. Of those needs, which ones will e-rate fund? • Bandwidth • What is my current utilization? • What is my next increment? • Expanded Wi-Fi • Where are my weak spots? • Will my internet access support more devices? • Do I have any remaining Category 2 Budget to spend on Wi-Fi?

18. Do you have a contract to purchase services? • If you are using one of the State Master Contracts (SMCs) then you simply cite the State’s 470 and use the contract. • If you are using your own contract then verify it covers the services you are seeking and that it is still valid for next year (contract has not expired or will expire before the end of the funding year). • If your contract is expiring and you do not want to use one of the SMCs, then you must perform your own procurement to establish an E-rate Eligible Contract by posting your own Form 470.

19. How will you request e-rate funding? • Once the Window for filing Form 471s opens you will be able to file a Form 471 requesting discounts for e-rate eligible services. The Window is usually open for approximately 60 - 75 days. • After you have submitted and certified your Form 471, it will be reviewed by USAC and they will contact you if they have any questions. • Always answer their questions, and don’t argue.

20. Who approves the funding? • USAC hires a contractor through a competitive bid process. Currently the contract is with Solix. Solix has employees that review the application by performing a Program Integrity Assurance (PIA) review. That is why we say “We got a call from PIA asking questions about our application.” • Applications go through multiple levels of review which is why we may get the same question more than once. • Applications cannot be funded until all questions from PIA have been answered.

21. How do they inform you of your funding: • Once your application has made its way through all levels of PIA review, and all questions have been satisfactorily answered, USAC will issue a notification to you. • The USAC notification is call a Funding Commitment Decision Letter (FCDL). • You will get the FCDL if you are funded, or if you are denied.

22. Once funded, how do you start the services. • Once you have received your FCDL, you should contact your service provider to verify that they too have been notified of your funding. • Just like any other purchase you make for your schools or libraries, your obligation to purchase is not official until you issue a Purchase Order. • You would file your 486 after you receive your FCDL (not before).

23. How do you get your discounts? • You, the applicant, have a choice, and you must inform your service provider of your choice prior to filing your 471 (via e-mail). • Reimbursement - You can pay for your services in full and then file a BEAR (Billed Entity Applicant Reimbursement). USAC will issue a Reimbursement check deposited directly into your district bank account • You can file BEARs monthly, quarterly, annually…. • Discount - You can inform your SP that you want to be invoiced only for your non-discounted portion and the SP will invoice USAC directly for the discounted portion

24. Where do you start?Well, find yourself first. • On any given day, you may have three funding years to be worried about. So today you have: • Funding Year 2017 started July 1, 2017 and ended June 30, 2018 • Funding year 2018 (current year) started July 1, 2018 and will end June 30, 2019 • Funding Year 2019 PROCESS starts now, and the funding year will end June 30, 2020 • All correspondence with PIA and other reviews are through EPC (E-rate Productivity Center)

25. What is the current status for each funding year? • FY2017 • Did someone file the 486? • Was a BEAR filed to seek reimbursement? • Did my service provider file the SPI? • If there were remaining unused funds, did someone file a 500 to return dollars? • FY2018 • What has been funded? • Have the services started? • Has a 486 been filed? • FY2019 • What needs to be applied for next year? • Do I have a contract that covers next year? • Do I have any remaining C2 budget for next year?

26. How do you find what you have just inherited? • www.e-ratecentral.com

27. Questions

28. The Portal

29. E-Rate Productivity Center

30. What is the Account Administrator’s Role? • The AA / full rights users can perform these functions: • Create Users • Assign Users’ Rights/Permissions • Join Consortia • Link to Your Consultant • Enter Enrollment/NSLP Data • Change AA to another user

31. Who is the Account Administrator? • USAC initially established each applicant’s AA as the person who signed the FY 2015 Form 471 • If you need to be AA and are not, contact CSB at 888-203-8100 to have AA account changed to you.

32. EPC Letter

33. For Those Who Do Not Yet Have EPC Passwords... • Go to this URL for EPC Log-In/Password reset: https://portal.usac.org/suite/ Click “I Agree”

34. EPC Log-In Screen Looks Like:

35. What Are Your EPIC Log-In Credentials? • Username = Form 471 AA’s E-mail Address • Must be specific to a person’s name • Must be all lowercase • Password = There is no Password! Click on “Forgot Password”

36. Establishing/Resetting Your Password • The next screen will look like this: • Enter username again (which is your e-mail address), and click Request Password Reset

37. Password Reset • After you click ‘Request Password Reset’, the system will send a temporary link to that e-mail address (which is only valid for 15 min.) • Click on the temporary link which will take you to this screen:

38. Password Reset • The system will then display this screen stating that your password has been reset and that you may now log-in to EPIC: • Note: EPC Passwords are only valid for 90 days, so you’ll have to reset them often

39. Go to this URL for EPIC Log-In: https://portal.usac.org/

40. Now Log-in to EPIC https://portal.usac.org/ Let’s move into the live portal...

41. Where to Go For Help • Call CSB – 888-203-8100 • They are extremely knowledgable and can see the “backend” • USAC’s EPC Website: www.usac.org/sl • Contains FAQs • User Guides • Video Tutorials

42. EPC page on the USAC website

43. EPC Portal

44. Landing Page • EPC Portal

45. Customer Service

46. EPC - News

47. EPC - Tasks

48. EPC - Records

49. EPC - Actions

50. Applicant Entity