E-RATE 102: COMPLETING FORM 470 Funding Year 2010: July 1, 2010-June 30, School Year

Powerpoint is available!

Online resources Training site: Actual online filing: Funding commitments/disbursements:

Topics for today’s session 1.Form 470: Common errors made in filing 2.Form 470 and tech plans: Be sure your tech plan aligns with your form Form 470: Go through the online application

Form 470: Common errors made in filing A.Applicants don’t wait the full 28 days before choosing a service provider or signing a new contract FIX: Wait at least 28 days!

Form 470: Common errors made in filing B. 1. Contracts are signed without item 7b being checked OR 2. Multi-year contracts are signed without item 7b and other two boxes being checked FIX: Check all the boxes in 7!

What if we already have a contract for school year? Did you already file form 470 for this contract? Did you indicate that you wanted a multi-year contract? Does the contract cover ALL of school year? If yes to all above, you do NOT need to file form 470 for this service.

Form 470: Common errors made in filing C.Not enough quantity and/or capacity requested for telecommunications and/or Internet FIX: Don’t limit your capacity. Use words like “no less than 8 cellular phone lines” or “minimum of 3 mps”. Avoid using words like “8 phone lines.”

Form 470: Common errors made in filing D.Form 471 requests services not listed on form 470 (forgot some services on form 470) FIX: You may file more than one form 470 (but must wait 28 days, of course). Also the Iowa Department of Education will file form 470 for master contracts. If you “goof up,” contact me and use the state’s form 470.

Form 470 and tech plans A.Tech plan must be “created” before filing form 470 B.Tech plan must list all the services you ask for on forms 470 and 471

More on tech plans Must be created/drafted 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 created when asked by PIA

More on tech plans Question: What if we already filed our tech plan addendum with the AEA and found we left out something like Blackberry service (and we want to list it on form 470)? Answer: You can amend your tech plan addendum at any time. Just your revised plan to the AEA. Your creation date is the original date of the plan (before Oct. 1).

Technology training Audit may 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: Completing the application

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 Dec – mid 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: What’s eligible Download draft list from c/attachmatch/DA A1.pdf c/attachmatch/DA A1.pdf

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)

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 have been rolled into funding year 2009 and may be in 2010!!!!

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 goods and 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, 2010, 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

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 pink paper for 2010)

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