E-Rate 103: Completing form 471 Funding Year 2009 July 1, 2009-June 30, school year

When can we file form 471? Answer: –Eligible services list is now available (see –Online form 471 will be available starting December 2 (11:00 a.m. CST)

What’s the 471 “window?” Answer: Window opens December 2, 2008, at 11:00 a.m. CST Window closes February 12, 2009, at 10:59 CST

Is this presentation available online? Answer: Yes –See

Online filing Training site: Actual online filing:

Form 471--Who must file? Answer: Entity responsible for paying bills to the service provider must file Form 471

E-rate Timelines Form 470 (no later than early January) Wait 28 days Select provider/sign contract Form 471 (file by February 12, 2009) Answer questions/call from PIA (Feb-?) Funding commitment decision letter Form 486

Form 471—When is it time for me to file a 471? Answer: Have you included each service on a form 470? If not, you must include each service on a form 470 If yes, then….

Has 470 form(s) been posted a FULL 28 days? Answer: –If not sure, check under “file online” and “search posted” to see the “allowable contract date” –If yes, then you can file a form 471 –If no, then wait until the “allowable contract date”

Even if I haven’t waited 28 days, may I start form 471 and save it? Answer: You may partially complete form 471 (through block 4). But you may not complete block 5 and beyond until the 28 days have passed.

What if I find I made an error on form 470? Answer: If you have time, you can simply file a new form 470 If after early-January but prior to close of window, you may be able to correct some errors –Check your form 470 receipt notification letter for details on how you may correct errors –See sample letter at /sampleletters/470RNL.acc.pdf /sampleletters/470RNL.acc.pdf

May we select a service provider/vendor before the 28 days are up? Answer: NO! Do not make any commitment on a service provider until the 28 days are up.

May we sign a contract after the 28 days are up? (example: cell phone service) Answer: Yes, you may sign a contract Form 470 must have indicated that you would consider a contract. (Question 7b on form 470) Contract MUST be signed and dated by district/school/library before form 471 is submitted and certified (which is before the window closes) Be sure your district/school/library signs and dates the contract!

What happens if we miss the “window?” Answer: Your application will be denied! Exception is that your certification and item 21 do not have to be filed inside the “window.” –Pam’s advice: Unless absolutely necessary, get your cert done ASAP Denial may not mean “no funding”

Didn’t some late-filed 471s get funded? Answer: For the past 2 years, some late- filed form 471s did get meritorious appeals from the FCC. Appeal process takes several months Not all appeals for late-filed forms were meritorious (especially forms filed 14 days or more after the window closed) Reason for the late filing had to be deemed worthy by the FCC

Form 471: How many forms should I file? Answer: –You may file more than one Form 471, or you may file a single Form 471. –However, if you are filing for internal connections or maintenance, file a separate 471 for these services. –AEAs: District-level apps must be filed separately from consortium apps

Get ready for form 471 Locate the NCES code for your –State (19) –District –Instructional buildings –There’s no NCES code for non-instructional buildings –New buildings may not yet have NCES codes Codes may be found at

Get ready for form 471 New buildings? Call CSB and get an entity number ( ) Get your free/reduced eligibility numbers (Advice: best choice will probably be October 2008 or later)

Get ready for form 471 If your district/school/library qualifies to use “e-certification,” either find the PIN OR register to receive a PIN (if eligible)

Get ready for form 471 Each service provider’s name and SPIN number

Get ready for form 471 Complete a block 5 spreadsheet –Spreadsheet template at Form 471: Preparing for Block 5Form 471: Preparing for Block 5

Get ready for form 471 You will need a detailed description of services (online Item 21 attachment) –Description of service MUST include eligible funding items! –You no longer automatically send copies of bills –Even if you use the online item 21 attachment, you may get questions about detailed services

Get ready for form 471 Tech plan! –Be sure everything you are requesting on form 471 is on your tech plan (exception: basic telephone service does not need to be on the tech plan)

Get ready for form 471 Form 470! –Be sure everything you are requesting on form 471 is on form 470 and in the correct category of service

Do I really have a contract? Answer: Most Iowa schools have MTM (month-to- month) for local phone service, NOT a contract! A phone bill is NOT a contract! A contract for e-rate purposes MUST have an authorized applicant signature AND date

If the amount of $s you request for July 1, June 30, 2010 is higher than current bills, be prepared to explain WHY the amount is higher –For example, rates are increasing (service provider quote on rates for July 1, 2009) –For example, you are increasing the amount of service (additional bandwidth/capacity, more phone lines, etc.) What if I will be requesting more $s than current bill?

Form 471: Let’s get started!

Counties in Iowa that are urban Black Hawk Dallas Dubuque Johnson Linn Polk Pottawattamie Scott Warren Woodbury

Item 25d? Use the data from the 2008 CAR for hardware and software expenditures

Item 25f? Don’t check this box!!!!! –This is NOT asking about whether you get E-rate discounts on bills!!!

What next? Very important! You have to certify to get funded You have to complete Item 21 to get funded

Complete Item 21 online Item 21 online does not require attaching actual bills or contracts…..but you may be asked for copies during PIA review What next? Very important!

Very important 471 application MUST be postmarked/submitted by window closing deadline (February 12) Item 21 attachments and certification do not have to be postmarked/submitted by February 12 –Pam’s advice: E-certify and do online item 21 at the same time you file 471

What if I make an error on form 471? Some errors can be corrected once receipt acknowledgment letter arrives (note: there’s a deadline by which errors must be corrected) If before window closes, you could file a new form 471 (cancel the incorrect one) See sample letter at ments/sl/pdf/sampleletters/471RAL.pdf ments/sl/pdf/sampleletters/471RAL.pdf

How long must we retain E-rate records? Answer: –Must retain records for five years from the last date you receive E- rate services

It seems like we get a lot of requests for more information from PIA? What are the rules on responding? Answer: –The standard response time is 15 days. –You can always ask for an extension, but it must be in writing! –If you need help, contact me!

SLD Client Service Bureau: – Pam Jacobs: – For assistance: