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

Powerpoint is available!

Online resources Training site: usactrain.solixinc.com usactrain.solixinc.com Actual online filing: Funding commitments/disbursements:

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

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? Pam! When you completed template, copy yourself to keep an electronic paper trail for use when/if PIA calls A look at the template

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.

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

Form 470 What is it? –Public “posting” on –Announces to the world that you want bids for e-rate –Must be posted for full 28 days

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

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)

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!

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

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

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

Form 470: How do I file File online at There are currently two choices of online filing: –“Create Form 470” (recommended) –“Form 470 Interview”

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

Form 470: What’s eligible Download draft list from

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

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)

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!!!!!!!

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 Voic service (not just considered telecomm service)

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

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!

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

Internet service examples –Web hosting service (not purchase of web server) –Firewall service (not purchase of firewall software)

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

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)

What about the proposed new eligible services? FCC has proposed new eligible services for 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!

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)

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)

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!!!!

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

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

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.

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

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

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

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

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

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

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 ( ) –Special Pins for BEARs-only (online BEAR filing)

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

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

Address for paper cert SLD-Form Greenway Drive Lawrence, KS Phone number for delivery purposes:

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 to see if your form really was postedwww.sl.universalservice.org/sl/

How do I know my 470 was filed? 2 ways to check – –You will receive a receipt in the mail! Keep the receipt letter (on yellow paper for 2009)

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!

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)?

If any of the above is true… Call 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)

Are you on the AEAUSF listserv? No? Send Debbie an !

Numbers to remember SLD Client Service Bureau – Pam Jacobs –

References USAC E-rate info – Iowa E-rate info – E-Rate Central –