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Beginner Training Session


Only eligible entities can receive discounts ... Libraries use the simple average discount of the school district in which ... Shows discount rate calculation ... – PowerPoint PPT presentation

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Title: Beginner Training Session

Beginner Training Session
  • E-rate Colorado
  • DeLilah Collins

  • What You Should Know Before Applying
  • Eligibility (Applicant Service Providers)
  • Eligible Services
  • Calculating Discounts
  • Funding Timetable

  • The Funding Commitment Process
  • Technology Planning What are my goals?
  • Form 470 What do I want?
  • Receipt Notification Letter (RNL) Was it
  • Form 471 What do I need?
  • Receipt Acknowledgment Letter (RAL) - Verify my
  • PIA review
  • Funding Commitment Decision Letter How much do
    I get??
  • Form 486 Services have started
  • Invoicing (Form 472 or Form 474) Wheres my

Applicant Eligibility
  • To be eligible, a school
  • Must meet the statutory definition of an
    elementary or a secondary school in the
    Elementary and Secondary Education Act
  • Must not be operating as a for-profit business
  • Must not have an endowment exceeding 50 million

Applicant Eligibility
  • To be eligible, a library
  • Must be eligible for assistance from a State
    library administrative agency under the Library
    Services and Technology Act
  • Must not be operating as a for-profit business
  • Budget must be completely separate from any

Applicant Eligibility
  • Head Start
  • Must meet the statutory definition of a school by
    complying with the following state definition
  • A Colorado public school is an institution that
    receives the majority of its funding from moneys
    raised by a general state county, or district tax
    and whose property is operated by a political
    subdivision of the state and

  • Is an autonomous entity of a Pre k-12 District or
  • Has its own administrator who is not under the
    supervision of an administrator of another public
  • Has a budget that is separate from any other
    public school,
  • Provides a complete instructional program that
    allows students to proceed to the next grade
    level or to graduate.

  • Reports students and staff on the following
    counts Student October, December, and End of
  • Student
  • Student October
  • December Special Education
  • End of Year
  • Other Student Counts
  • Staff
  • Human Resources December
  • December Special Education
  • Other Staff Counts
  • Will be the school of accountability for state
    and federally mandated accountability
    requirements as appropriated to the grade
    configuration of that school.  This includes but
    is not limited to
  • SAR
  • CSAP
  • CBLA
  • AYP
  • ACT

Applicant Eligibility
  • Consortia
  • Can include both eligible and ineligible entities
  • Only eligible entities can receive discounts
  • Consortia have record-keeping and administrative

Service Provider Eligibility
  • Must file Form 498, Service Provider Information
  • Request a Service Provider Identification Number
  • Provide/update contact information
  • Must file Form 473, Service Provider Annual
    Certification (SPAC) Form
  • Required for invoices that reference that Funding
    Year to be paid

Eligible Services
  • Four categories of eligible services have been
    established by the Federal Communications
    Commission (FCC)
  • Telecommunications Services
  • Internet Access
  • Internal Connections
  • Basic Maintenance of Internal Connections

Eligible Services
  • Priority 1
  • Telecommunications Services
  • (local and Long distance, wireline and wireless,
  • Internet Access
  • (basic conduit access to the Internet)

Eligible Services
  • Priority 2
  • Basic Maintenance of Internal Connections
  • Internal Connections (switches, hubs, routers,
    wiring, cabling)
  • Internal Connections funded in only 2 in 5
    funding years
  • NOTE End user equipment such as computers,
    monitors, or phone sets is NOT eligible
  • Approved Eligible Service List on

  • Schools and libraries can receive discounts on
    eligible services.
  • Discounts range from 20 - 90 on eligible
    products and services
  • Discount are based on
  • Percentage of students in the school eligible for
    the National School Lunch Program
  • Urban or rural location of the school

  • Discount Matrix

  • Calculating Discount Methods
  • Primary Measure NLSP
  • Alternative Methods
  • Family income level at or below 185 of the
    federal poverty guideline.
  • Participation in a program such as Medicaid or
    Food stamps.

  • Shared Discounts
  • School districts use the weighted average of
    discounts of individual schools in the school
  • Libraries use the simple average discount of the
    school district in which they are located

Funding Timetable
  • Fund Year is July 1 June 30
  • Funding commitments are made by funding year
    (services starting on or after July 1 and ending
    on or before the following June 30)
  • The Window
  • Form 471 application window (mid-November to
    early February)

Funding Commitment Process
  • Technology Planning
  • Form 470
  • Form 471
  • Item 21 Attachment
  • PIA Review
  • Form 486
  • Form 472 (BEAR) or Form 474 (SPI)

Technology Planning
  • Not required for basic local, cellular, PCS,
    and/or long distance phone service/and or voice
  • Must be written before FCC Form 470 filing
  • Service Providers may offer NEUTRAL technical
  • Technology Plan timeframe should not exceed 3
  • Must be certified by an approved agency, usually
    at the state level Service Providers may not
    act as technology plan approvers
  • Must be approved by the start of services or the
    filing of Form 486, whichever is earlier
  • Must Document the creation date

Technology Planning
  • Must contain five elements
  • Goals/Strategies for using technology
  • The plan must establish clear goals and a
    realistic strategy for using telecommunications
    and information technology to improve education
    or library services.
  • Professional Development
  • The plan must have a professional development
    strategy to ensure that staff know how to use
    these new technologies to improve education or
    library services.
  • Needs Assessment
  • The plan must include an assessment of the
    telecommunication services, hardware, software,
    and other services that will be needed to improve
    education or library services.
  • Evaluation Process
  • The plan must include an evaluation process that
    enables the school or library to monitor progress
    toward the specified goals and make mid-course
    corrections in response to new developments and
    opportunities and they arise.
  • Sufficient Budget
  • The plan must provide a sufficient budget to
    acquire and support the non-discounted elements
    of the plan the hardware, software, professional
    development and other services that will be
    needed to implement the strategy.
  • Budget

  • Operating budget (draft)
  • Has dates that cover the funding year (July
  • Secure applicant share prior to the Form 471 is

  • Budget documentation should clearly identify
    applicants share (e.g., expense line item)

  • Purpose is for you to show us you can fund your
  • Operating budget (or draft) has dates that cover
    the funding year (July June)
  • Budget documentation should clearly identify
    applicants share (e.g., expense line item)
  • Can provide letter for reasonable expectation

  • More about reasonable expectation
  • You dont have the money in your hands now but
    expect to have it after July 1
  • We understand that your budget cycle may not
    coincide with our review cycle
  • Will have to show the money during Form 486
    review for the entire BEN for the year
  • If a shortfall, we will work with you to cancel

Necessary Resources
  • Do you have the other necessary resources?
  • Are there end user computers?
  • Must have reasonable plans to fully utilize all
    internal connections for which they are
    requesting discounts (e.g., 2 year plan to get
    computers for all network drops).
  • Do you have software to run on the computers?
  • Staff trained on how to use the technology?
  • Electrical capacity?
  • Can you maintain your eligible and ineligible

FCC Form 470
FCC Form 470
  • Competitive Process - What I Want
  • FCC Form 470 opens the competitive bid process.
    In addition to FCC Form 470, applicants can also
    issue a Request For Proposal (RFP)
  • Form 470 request should be in line with the
    technology plan
  • Applicants are responsible for ensuring an open
    and fair process and selecting the most
    cost-effective provider with price being primary

FCC Form 470
  • Service Provider Involvement
  • Service providers are prohibited from filing and
    signing Form 470 or representing applicant in
    bidding process
  • Service providers can provide neutral information
    on technical issues

FCC Form 470
  • Posting FCC Form 470
  • Filed by applicants to start competitive bidding
  • Filed online or on paper, posted on USAC web site
  • Filed certification online (PIN e-certify) or on
  • Must be posted for at least 28 days before
    selecting service provider or signing contract or
  • May be filed months in advance of Form 471

FCC Form 470
  • Multi-year or Annual Posting
  • Can be filed once for multi-year contracts, but
    FCC Form 470 and RFP must indicate intent to sign
    multi-year contract.
  • Tariff or month-to-month services must post FCC
    Form 470 annually

Receipt Notification Letter
  • Receipt Notification Letter (RNL)
  • Confirms the posting of the FCC Form 470
  • Important dates and reminders
  • Allowable Vendor Selection/Contract Award Date
  • Make allowable corrections to FCC Form 470
    without posting another FCC Form 470
  • Contact Information
  • Certification Authorized Signature, Date
  • Number of Entities Receiving Service
  • Billed Entities

Bid Evaluation
  • Next Step
  • Once 470 has been posted for 28 days, evaluate
    each bid
  • Evaluate each bid using bid evaluation document
  • Choose the most cost effective proposal with
    price being the primary factor

Bid Evaluation
Bid Selection Worksheet
URL Dummy Entity
Number 145909 Dummy Certifier Name John
Smith Dummy PIN blahs
Lets take a look at the Form 470
FCC Form 470
FCC Form 471
FCC Form 471
  • Filing Form 471
  • Filed by applicants during filing window (usually
    mid-November to early February)
  • Filed online or paper
  • Must be filed each year, even if services are
    under a multi-year contract

FCC Form 471
  • Contains specific information on services
    ordered, quantities, from whom, at what price
  • Shows discount rate calculation
  • Applicant certifies compliance with rules
    ensuring they have the necessary hardware
    software, staff training, budget, and

FCC Form 471
  • Filing Tips
  • File Priority 1 and Priority 2 funding requests
    on separate forms
  • Remove all ineligible costs from funding request
  • Distinguish between non-recurring and recurring
    cost for each funding request
  • Verify the entities that are receiving Internal
    Connections for each funding request
  • Verify discount calculations
  • Verify contact information to ensure you receive
  • File FCC Form 471 and certification before the
    close of the Window

FCC Form 471
  • Service Provider Involvement
  • Service provider should always provide correct
    SPINs and contact information
  • Service providers are encouraged to
  • Provide guidance to the applicant on its services
    and functionality
  • Assist with providing information for the Item 21
  • Assist in providing with billing account numbers
    and contract numbers

FCC Form 471
  • Contracts
  • Applicants must sign contracts before the FCC
    Form 471 is certified.
  • Contracts can cover more than one year or contain
    extensions, but these options must be indicated
    in the establishing FCC Form 470.

FCC Form 471
  • State Master Contracts
  • If the state conducted a competitive bid.
    Applicants can cite state-filed FCC Form 470 on
    their FCC Form 471
  • If an applicant filed its own FCC Form 470,
    considers the State Master Contract as one of
    their bids, and then selects the State Master
    Contract as a winning bid, the applicant may do
    so as long as it is the most cost effective

URL Dummy Entity
Number 145909 Dummy Certifier Name John
Smith Dummy PIN blahs
Lets take a look at the Form 471
FCC Form 471
Item 21 Attachment
  • Consists of these items
  • Narrative overview or description
  • Line item detail of the products and services
  • Any additional details, if needed, such as
    equipment locations or other information to
    support the funding request
  • A quote or bill from the vendor
  • A copy of the contract for the service

Item 21 Attachment
  • Submission
  • An online submission http//
  • Mail The attachment should include this
  • A label of "Form 471 Item 21 Attachment"
  • The applicant's name
  • The Attachment Number specified on Form 471 for
    the Item 21 Attachment
  • Submit ASAP!

Receipt Acknowledgment Letter
  • Applicants and services providers receive RALs
  • Confirms the filing of the FCC Form 471
  • Important dates and reminders
  • (Corrections Due Date, Fund Year)
  • Informs applicants of Allowable Corrections

Receipt Acknowledgment Letter
  • Applicants can make allowable corrections to FCC
    Form 471 without filing another form

PIA Review
  • File Online
  • Forms filed on paper may need to go through
    Problem Resolution (PR)
  • Forms are checked for compliance with program
    rules, eligibility of entities and services,
    verification of service types/costs by Program
    Integrity Assurance (PIA)

PIA Review
  • Tips
  • Provide information to PIA promptly
  • Provide complete responses to PIAs questions
  • Ask for more time to respond if you need it
  • (this may delay your FCDL)
  • Check the Form 471 Application Status Tool for
    the progress of your application
  • Service providers can assist applicants in
    responding to technical request and information

Funding Commitments
  • Funding Commitment Decision Letter (FCDL)
  • Funding status at individual request level (FRN)
  • Funded (based on program rules)
  • Not funded
  • As yet unfunded
  • Funds approved for specific services from
    specific service providers at the applicants
    approved discount rate

Funding Commitments
  • May receive more than one FCDL
  • Multiple Applications, As Yet Unfunded Status
  • Check all entries on the FCDL
  • Use the information on the FCDL to prepare your
    Form 486

FCC Form 486
FCC Form 486
  • Notifies USAC that service has started and
    invoices can be paid
  • Certifies that technology plan meets program
    requirements Technology Plan Approvers
  • Certifies that the status under Childrens
    Internet Protection Act (CIPA)
  • Lead member of consortia may be required to
    collect CIPA certifications from consortium
    members on Form 479

FCC Form 486
  • Filing FCC 486
  • Filed online or paper postmarked no later than
  • 120 days after the Service Start Date or
  • 120 days after the date of the FCDL whichever is
  • If the Form 486 is late, the date 120 days before
    the Form 486 online filing or postmarked date
    will become the start date for discounted service
    and funding may be reduced

FCC Form 486
  • Service Start Date
  • Cannot before July 1 of the funding year
  • Can be as early as the date the service provider
    ships the product to the applicant or earlier
  • 486 Online Tutorial

FCC Form 473
FCC Form 473
  • Service Provider Annual Certification (SPAC) Form
  • Service providers are required to file on an
    annual basis
  • USAC will only pay invoices for a funding year if
    a SPAC is on file for that year
  • SPACs are required for both BEARs and SPIs.
  • SPIN Search Tool lists funding years for which a
    SPAC is on file

  • FCC Form 472
  • Billed Entity Applicant Reimbursement (BEAR) Form
  • Filed if applicant PAID for services in full
  • Reimbursement handled through service provider
  • Cash or credit reimbursement

  • FCC Form 474
  • Service Provider Invoice (SPI) Form
  • Filed by service provider
  • Applicant gets discounted bills
  • Submitted AFTER applicant has received service
    and been billed by service provider

  • Contact Us
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