E-rate 102: Completing form 470

1. E-rate 102: Completing form 470 Funding Year 2009: July 1, 2009-June 30, 2010 2009-10 school year

2. Powerpoint is available! • www.iptv.org/iowa_database/erate

3. Online resources • Training site: usactrain.solixinc.com • Actual online filing: www.sl.universalservice.org/menu.asp • Funding commitments/disbursements: www.e-ratecentral.com

4. What about the tech plan? • Must be written before filing the 470 • Tech plan must list all the services you request on form 470 • Applicant must be able to provide the plan and proof of the date it was written when asked by PIA

5. More on tech plans • The Iowa Department of Education has provided a template which needed to be completed and sent to the AEA by November 3 • Lost the template? E-mail Pam! • When you e-mail completed template, copy yourself to keep an electronic paper trail for use when/if PIA calls • A look at the template

6. Technology training • Audit or site visit will ask about teacher training related to E-rate services • Advice: • Anything related to technology counts • If district/building PD includes technology in any way, include it! • Have a sign-in sheet or some tangible evidence of teachers who attended. Keep it in your E-rate files.

7. Form 470 • What is it? • Why do I have to fill it out?

8. Form 470 • What is it? • Public “posting” on www.sl.universalservice.org/sl • Announces to the world that you want bids for e-rate • Must be posted for full 28 days

9. E-rate Timelines • Form 470 (Now) • Wait 28 days • Select provider/sign contract (if applicable) • Form 471 (probably early Nov – early Feb ) • Answer questions/call from PIA (Feb-?) • Funding commitment decision letter • Form 486

10. Check out e-rate applications from previous years • Dig out old 470 and 471 forms • Don’t limit yourself in bandwidth and services (think ahead)

11. Form 470 • Why do I have to fill it out? • Meets the requirement of competitive bidding • Is the first required step in the e-rate application process • You cannot get e-rate funding without it!

12. Form 470: Who must file? • School districts/schools/AEAs • Libraries • Consortia of the above

13. Form 470 • When do I file? • File now…no later than early-mid December • Must wait full 28 days before filing form 471

14. What if we already have a contract for 09-10 school year? • Did you already file form 470? • Did you indicate that you wanted a multi-year contract? • Does the contract cover ALL of 09-10 school year? • Advice: Contact Pam!

15. Form 470: How do I file • File online at www.sl.universalservice.org/sl/ • There are currently two choices of online filing: • “Create Form 470” (recommended) • “Form 470 Interview”

16. Why file 470 online? Why not paper? • Faster processing • Avoids “operator error”

17. Form 470: What’s eligible • Download draft list from http://www.usac.org/sl/

18. Form 470: What’s eligible for funding • Requirements for eligibility: • Must be an eligible product or service • Used by an eligible entity • Used at an eligible location • Used for an eligible purpose

19. Form 470: What’s eligible for funding? • Four categories of services: • Telecommunications (priority 1) • Internet access (priority 1) • Internal connections (priority 2) • Maintenance of internal connections (priority 2)

20. Examples of telecomm services • Local telephone services • Long distance telephone service • Cell phone service • Cellular data service (e.g. Blackberry, Treo, Smartphone) • Service to bus barns, custodial facilities, etc. IS eligible!!!!!!!

21. More examples of telecomm services • Centrex • Leased circuits (e.g. data circuit to connect your elementary school to the high school) • E-911 and 911 lines • Voicemail service (not just considered telecomm service)

22. More telecomm services • ICN interactive video • Part III data circuits State files for both of these on your behalf

23. Question • What about telephone companies that offer bundled services? (such as phone service and Internet in one package) • How do I fill out form 470? (which category of service?) • Answer: Internet may be provided by a telecommunications provider BUT you must state on form 470 under telecom that you will consider bids with Internet service!!!!! Also list under the Internet category too!

24. Internet services examples • Internet access • Cable modem service • Domain Name Service (DNS) registration • Cell phone data service (e.g. Blackberry, Treo, Smartphone)

25. Internet service examples • Web hosting service (not purchase of web server) • Firewall service (not purchase of firewall software)

26. Cellular data services • Very important: • If you are filing for cellular data services (e.g. Blackberry, Treo, or Smartphone-type services), indicate this on form 470 in two places: Telecom services and Internet services • When you get to form 471, you will select only one of the above types of service

27. Question? • What if I put a service in the wrong category? (e.g. put “local phone service” as Internet?) • Answer: May result in NO FUNDING! Either put the service in the correct category (see eligible services list) or if in doubt, list under 2 categories (e.g. telecom and Internet)

28. What about the proposed new eligible services? • FCC has proposed new eligible services for 09-10 school year • We don’t yet know if they will be approved • If you plan to apply for these new services, be sure to list them on your tech plan!

29. Proposed new eligible services for FY 09 • Filtering service (even if not provided by your Internet Service Provider; list under Internet) • Telephone broadcast service (list under telecom and Internet) • Text messaging via cell phones (list under telecom and Internet) • Dark fiber (list under telecom and Internet)

30. More proposed new eligible services • Firewall service (list under Internet) • Anti-virus/anti-SPAM software (list under Internet and internal connections) • Interconnected VoIP (OK in 2007 and 2008 as Internet access or telecom) • Wireless Internet (e.g. use on school buses for students to do their homework; list under Internet)

31. Internal connections • These are priority 2! • Should I apply? Yes, if your building is high enough discount level (70% or above) Unused funds from previous years may be rolled into funding year 2009!!!!

32. Internal connections • NOTE: priority 2 is the only category where items may be purchased by school/library • NOTE: Tech plan detail is vital to support your priority 2 requests!!! • 2 in 5 rule applies for internal connections

33. Examples of internal connections • LANs • Routers • Switches • Hubs • Network servers • Wireless LANs • PBX (private branch exchange)

34. Question? • What about the section of the eligible services list that isn’t category specific? • Answer: To date, telecomm and Internet are leased services. Internal connections MAY be purchased services.

35. Maintenance of internal connections • These are priority 2 • Should I apply? Yes, if your building is high enough discount level (70% or above) • 2 in 5 rule does NOT apply for maintenance

36. Form 470: How many separate 470 forms to file? • Your choice! • You may file one form 470 OR • You may file a separate form 470 for each type of service

37. What about competitive bids? • SLD is getting more particular about documenting a fair and open bidding process • Keep a record of bids received!!! (not just winning bid) • Have a written process for evaluating bids and criteria for selection

38. What if no companies call me? • Call them! Get the pricing they anticipate for July 1, 2009, through June 30, 2010. • Keep a record of calls, e-mail “bids” and written bids • If no bids received . . .

39. Must I accept the lowest bid? • No, not according to e-rate rules…but cost must be the primary consideration • Other factors might be prior experience of vendor, qualification of personnel, financial stability of the company, service that meets the needs of your school/library

40. May we sign a contract? • Yes, but only after the “allowable contract date” of 28 days • Include contingency language in case you don’t get funded

41. Should I e-certify? • E-certify an option only if • Your principal/supt/authorized person filed a signed and data entered 471 and/or 486 in previous year(s) • Call SLD’s Client Service Bureau if you need a pin number (888-203-8100) • Special Pins for BEARs-only (online BEAR filing)

42. What if we can’t/don’t want to e-certify? • Print certification/signature page (as directed on form 470) • Have supt/director/authorized person sign • Still recommend you use blue ink • Mail certification/signature page with return receipt

43. If you don’t e-certify • Use the certification page from the online filing • DON’T just copy the cert page of the mail-in version

44. Address for paper cert • SLD-Form 470 • 3833 Greenway Drive • Lawrence, KS 66046 • Phone number for delivery purposes: 888-203-8100

45. Final steps: • Print a copy of the completed 470 for your files • Photocopy your cert page (if paper cert) • Keep the completed copy in e-rate notebook/files • Check www.sl.universalservice.org/sl/ to see if your form really was posted

46. How do I know my 470 was filed? • 2 ways to check • www.sl.universalservice.org/sl/ • You will receive a receipt in the mail! Keep the receipt letter (on yellow paper for 2009)

47. Why should I check about filing? • To check the “allowable contract date”…this is the earliest date you may file form 471! • Don’t pick a service provider before the 28 days is up!

48. Get ready for form 471 • Do you have new buildings? • Have you closed any buildings? • Have you reorganized with another district? • Have you formed a “system” (non-publics)?

49. If any of the above is true… • Call 1-888-203-8100 • Let them know details about new building, closing of building, reorg, etc. • They will likely require a faxed letter on school letterhead stating the change in status (signed by supt/director)

50. Are you on the AEAUSF listserv? • No? Send Debbie an e-mail! debbie@iptv.org