ARKANSAS

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ARKANSAS
Work Group (AEWG)
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WELCOME

• This will be a quick overview of the E-rate
  activity for the summer followed by an overview
  of the last 14 FCCs General Resolution Orders

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Year 10 (2007-2008)

• If you HAVE been funded.
• File 486 within 120 days after FCDL date.
• Cannot file 486 until an FRN has been funded.
• Contact vendors if you would like to receive
  discounted bills.
• Appeal within 60 days of FCDL date if you
  disagree with a decision.

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Year 10 (2007-2008)

• BEAR deadline is October 28, 2007!
• For recurring services
• (Jan 28, 2008 for nonrecurring services)
• File Invoice Deadline Extension Request within 30
  days if you missed deadline.
• Submit SPIN change requests by October 28.
• Approval of SPIN change will give you an
  automatic invoice deadline extension of 120 days.
• Submit SPIN changes using Submit a Question on
  SLD website.
• File Form 500 to release funding or cancel FRN

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SPIN CHANGE

• Corrective SPIN CHANGE
• A corrective SPIN change is a notification to
  USAC that the SPIN associated with a Funding
  Request Number (FRN) is not correct. This occurs
  when (1) either the applicant or USAC made a data
  entry error or (2) a change occurred that was not
  initiated by the applicant. Corrective SPIN
  changes include the following
• Data entry errors made by the applicant or USAC
  when the Form 471 was submitted on paper or by
  the applicant when the Form 471 was submitted
  online. This includes entering the wrong SPIN on
  the Form 471 because you entered the SPIN for
  another provider or entering the wrong SPIN
  because your provider has multiple SPINs and you
  chose the wrong one.
• The original service provider has merged with, or
  been acquired by, another company and the SPIN
  indicated on the FRN has changed.
• Other instances when the SPIN indicated on the
  Form 471 changed when such change was not
  initiated by the applicant.

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SPIN CHANGE

• OPERATIONAL SPIN CHANGE
• An Operational SPIN change is a request to change
  the service provider associated with an FRN. The
  change in service providers is the result of a
  deliberate decision by the applicant to change
  the service provider supplying the services for
  an FRN.

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Split FRNs

• When service on single FRN is provided by two
  different companies in a single funding year.
• Accomplished by submitting Operational SPIN
  Change to SLD.
• Must state beginning date and ending date for
  each provider
• Also include how much should be allotted to
  each provider.
• 486 required for BOTH FRNs.

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Data Retrieval Tool

• Most data on SLD website, using DRT
• Download by state, by SPIN, by entity, etc
• Updated nightly
• Shows
• Entity info / 471 / FRN / 470 / SPIN
• if FRN funded
• whether 486 was submitted
• last date to invoice
• original requested amount committed amount
• discount
• invoice paid and by what mode
• etc.

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2 in 5 Rule for IC

• Determined on an entity basis (ie each school,
  library or NIF)
• 2006 is the second year for the rule
• All entities on a Block 4 worksheet that received
  a positive commitment for IC, are counted as
  taking a year
• Can erase year if funding not used and Form 500
  submitted to cancel FRN.
• If a school or library building received IC
  funding in 2005 and 2006, that school or library
  is not eligible again until 2010.

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Document Retention

• Documentation retention five years from last
  date of service
• Training Material
• Eligible Services List
• Copies of
• All forms
• ALL bids and quotes
• Contracts and agreements
• Invoices
• Payment record
• All correspondence between applicant service
  provider
• Service Provider selection process

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FCCs Notice of Proposed
Rulemaking

• Released Notice of Proposed Rule Making (NPRM)
• Asks for comments on sweeping changes
• Formula to Schools/Libraries?
• What forms could be eliminated?
• What else should be changed?
• Comments were due Oct. 18, 2005 with Reply
  Comments due Dec. 19, 2005
• http//gullfoss2.fcc.gov/prod/ecfs/comsrch_v2.cgi
  
• Enter 02-6 in the Proceeding to view all
  comments
• No action to-date

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Recent FCC Decisions

• We note that the primary jobs of most of the
  people filling out these forms include school
  administrators, technology coordinators and
  teachers, as opposed to staff dedicated to
  pursuing federal grants, especially in small
  school districts. Even when a school official
  becomes adept at the application process,
  unforeseen events or emergencies may delay
• filings in the event there is no other person
  proficient enough to complete the forms

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BISHOP PERRY

• The FCC recognized three types of errors that
  should not be cause for outright rejection of an
  application
• (1) immaterial clerical errors,
• (2) ministerial errors, and
• (3) procedural errors. Below are examples of
  these all from the FCC decisions. The first three
  are general, followed by more specific examples

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BISHOP PERRY

• Failure to comply with minimum processing
  standards.
• Failure to file a Form 470 or 471 in a timely
  manner.
• Failure to timely file certifications related to
  a Form 470.
• Clerical errors on the part of applicants who
  inadvertently left portions of the Form 470 or
  Form 471 blank or made minor errors while
  completing the form.
• Technical problems, either with applicant's
  equipment or while interfacing with the SLD's
  online filing system, and thus failed to properly
  file electronically.
• Rules and instructions for filing a Form 470 or
  Form 471 are vague and unclear.
• Denial for filing outside the Form 471 filing
  window when applicant maintains they submitted
  the relevant information on time and it is
  difficult to determine whether the error was the
  fault of the applicant, USAC or a third party.
• Applicants' staff made a mistake that prevented
  them from filing on time or inadvertently failed
  to file the application forms in a timely manner.
  
• Applicants had an emergency situation and were
  unable to comply with the filing deadline due to
  staff illness or relatives of staff members who
  were ill.
• Failure to file a Form 471 in a timely manner due
  to circumstances beyond the applicant's control,
  such as school reorganizations or inclement
  weather.
• Denial of funding for applications because their
  FCC Forms 470 were not certified or not certified
  before the close of the filing window.
• Hardship or impact on the applicant's) should be
  considered when analyzing whether a given
  application should be funded or rejected

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Recent FCC Decisions
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Recent FCC Decisions
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FCC Office of Inspector General Issues
Report

• Technology Plans
• Beneficiary did not have an approved technology
  plan, technology plan was outdated, etc.
• Ineligible Items
• Beneficiary was reimbursed for ineligible
  products or services.
• FCC Form 500
• Beneficiary did not submit a Form 500 to USAC
  when the commitment was not fully utilized.

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FCC Office of Inspector General Issues
Report

• FCC Form 472/474 Items
• Errors in amounts for reimbursement, inadequate
  support, etc.
• Childrens Internet Protection Act
• Beneficiary did not comply with the Childrens
  Internet Protection Act.

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FCC Office of Inspector General Issues
Report

• Technology Budget
• The beneficiary did not have proper approval for
  its budget or an adequate amount budgeted for its
  share of the non-discounted costs.
• Equipment
• Equipment missing, not installed, no asset lining
  maintained, etc.
• Discount Calculation
• Beneficiary incorrectly calculated its discount
  percentage, could not support the discount, or
  could not provide documentation to verify
  information on the FCC Form 471.

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FCC Office of Inspector General Issues
Report

• Service Provider Billing
• Bills not properly prepared or inaccurate.
• Document Retention
• Beneficiary did not maintain the required
  documentation or documentation was non-existent.

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RESOURCES

• Schools and Libraries / USAC web site
• Client Service Bureau
• Use the Submit a Question link on the web site
• Fax toll-free at 1-888-276-8736
• Telephone toll-free at 1-888-203-8100
• Form instructions

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RESOURCES

• AEWG E-rate website www.asl.lib.ar.us/arerate/ind
  ex.htm
• AEWG E-rate list serve
• http//list.state.ar.us/mailman/listinfo/e_rate
• or
• send a message with the word help in it to the
• request address, e_rate-request_at_list.state.ar.us
• Arkansas Contacts
• Wilma Toombs, ADE 501) 682-1286 or
  wilma.toombs_at_arkansas.gov
• Becky Rains, DIS 501.682.4003 or
• Becky.rains_at_arkansas.gov

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Questions?
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