The E-rate Process ESL470 486 Utiliites Tools BEARs SPIs 471 Review Process Audits Site Visits Tech Plan RALs FCDL
Find Yourself On any given day, you will have three funding years to be worried about. So today you have: Funding Year 2010 started July 1, 2010 and ended June 30, 2011 Funding year 2011 started July 1, 2011 and will end June 30, 2012 Funding Year 2012 PROCESS starts now, and will end June 30, 2013
Funding Year 2010 July 1, 2010 - June 30, 2011 Services – have they been installed? Form 486 – 120 days after FCDL or service start (later of the two) BEARs – have they been filed? For recurring services October 28. For non-recurring services, that must have been received by September 30, the deadline is January 28 of the following year. Form 500s- have they been filed (turn in unused funds)?
Funding Year 2011 July 1, 2011 - June 30, 2012 Funded (You have received the FCDL): Services – have they been installed? Form 486 – 120 days after FCDL or service start (later of the two) Discount on Bill – have you verified your discount? BEAR – are you paying your bill in full? Not Funded Yet: Have you responded to PIA questions?
Funding Year 2012 July 1, 2012 - June 30, 2013 Are you ready? You are about to seek an unknown amount of funding that is going to help your teachers teach. You are about to become a hero Know that you are not alone.
1 st step - Needs Assessment Determine your discount rate Determine what your schools need for Internet Access. For Telephone Service (POTS). For Long Distance Service. For Cell Service. For LAN Connectivity. For WAN Connectivity.
2 nd step- Can you afford it? Get estimates from local service providers on the cost of what you think you would need. Examine your budget or check with your Business Manager to see if you can afford it. Check with your Superintendent to see if these services, and these expenditures, are consistent with his or her goals. If not, revisit your needs (and wants).
3 rd step – Now I know what I can do Develop a technology plan that supports what you want to do, and can afford to do. Using the guidance offered by SLD and MDE, make sure your plan covers all of the points. The technology plan is the first step in the application process.
4 th step – Procurement Process Your tech plan must be written (does not mean approved) before you file a Form 470. File a Form 470 which is the basic procurement process. After filing a Form 470 you must wait 28 days before you select your vendor and sign a contract. Execute the contract.
5 th step – Ask USAC for some money File a Form 471 which lists requests for each category of service (cell, long distance, POTS, Internet Access…) Provide a good description (Item 21 attachments) of what you plan to purchase and specify where it is going.
6 th step - wait Wait for PIA to call for clarification. Wait for SLD to issue you a Funding Commitment Decision Letter (FCDL) Simple as jello
The Process What do U want the technology to do. Tech Plan AL Procuremen t Process 470RNL What do U need to purchase to support the tech plan 471RAL PIA Review Item 21FCDL Request Services PO486 Discounts on Bill SPI USAC Pays U Pay NDA Pay in Full BEAR USAC Pays SP SP sends check
Tech Plan Dos The plan must be “written” before you file your own 470, or before you file your 471 if you are using ITS SMCs “Written” date is in Month/Year “Written” is determined by when you have the Five Elements Goals/strategy for using technology Professional development strategy Needs assessment Sufficient budget Evaluation process
Tech Plan Dos, continued Provide sufficient detail to support and validate the services requested Cover all 12 months of the funding year Be approved by a USAC-certified Tech Plan Approver (MDE) before the 486 is filed or services start, whichever is sooner Keep a copy of your Approval Letter with your e-rate documents
Tech Plan Don’ts Don’t think that the plan is not important – a weak or incomplete plan can get you denied Don’t let a service provider help you write your tech plan Don’t neglect any of the Dos
You cannot Pay for services to any residential home, even the Super’s Include ineligible services in your request unless you perform a cost allocation Disguise ineligible services as eligible to receive funding Accept any type of free service from the vendor unless it is part of the contract and available to everyone (cell phone, Blackberries, filtering, firewall) Accept a gift from a vendor that exceeds $20 per event or $50 per year
You cannot Transfer equipment before three years Ever sell equipment Receive discounts for duplicative services Receive discounts for redundant services Receive discounts for backup/spare services
If you want to succeed Then you must respond to PIA Then you must keep up with every little detail of every funding year Then you must attend training sessions such as Roadshows and Roundtables Then you must be a member of the TC List and the E- rate List Then you must rely on your support