e-rate 101: overview of the program

39
www.usac.org E-Rate 101: Overview of the Program Back to the New Basics Schools and Libraries Division Washington, DC • Orlando • Boston • New Orleans • Cleveland • San Francisco • Phoenix September/October 2007

Upload: zofia

Post on 19-Feb-2016

43 views

Category:

Documents


0 download

DESCRIPTION

E-Rate 101: Overview of the Program. Back to the New Basics Schools and Libraries Division. Washington, DC • Orlando • Boston • New Orleans • Cleveland • San Francisco • Phoenix September/October 2007. A Guide to the Application Process. 1. Create Technology Plan. 2. File Form 470. - PowerPoint PPT Presentation

TRANSCRIPT

www.usac.org

E-Rate 101:Overview of the Program

Back to the New BasicsSchools and Libraries Division

Washington, DC • Orlando • Boston • New Orleans • Cleveland • San Francisco • Phoenix

September/October 2007

www.usac.org2

A Guide to the Application Process1. Create Technology Plan

2. File Form 470

3. Wait 28 days

4. File Form 471

5. PIA review and FCDL

6. File Form 486

7. Submit invoices to USAC

www.usac.org3

Overview

Eligibility Eligible services Technology planning Requesting services (Form 470) Discounts Ordering services (Form 471) PIA Review and commitments Confirming services (Form 486) Invoicing (Form 472 or Form 474)

www.usac.org4

Funding Timetable

Funding commitments are made by funding year (July 1 – June 30)– Recurring services received July 1 – June 30

(12 months)– Non-recurring services delivered and installed

July 1 – September 30 (15 months) The Window: Form 471 filing window (mid-

November to early February before the start of the funding year)

We encourage you to file online

www.usac.org5

Applicant Eligibility

To be eligible, a school:

– Must meet the statutory definition of an elementary or a secondary school in the No Child Left Behind Act of 2001

– Must not be operating as a for-profit business

– Must not have an endowment exceeding $50 million

www.usac.org6

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 schools

www.usac.org7

Applicant Eligibility

Consortia– Can include both eligible and ineligible

entities– Only eligible entities can receive

discounts– Consortium leader has record-keeping

and administrative responsibilities

www.usac.org8

Service Provider Eligibility

Form 498 (contact information)– Request a Service Provider

Identification Number (SPIN)– Provide/update contact information

Form 473 (annual certification)– Must be filed for each funding year

before USAC will pay invoices

www.usac.org9

Service Provider Eligibility

Telecommunications Carriers Must provide telecommunications services

on a common carriage basis Must file Form 499A every year and may

be required to contribute to the Universal Service Fund

www.usac.org10

Eligible Services

Four categories of eligible services Priority 1 (funded first)

– Telecommunications Services – Internet Access

Priority 2 (funded beginning with neediest applicants first)– Internal Connections – Basic Maintenance of Internal Connections

www.usac.org11

Eligible Services

Priority 1 – Telecommunications Services

• Local and long distance, wireline and wireless, voice/data/video

– Internet Access• Basic conduit access to the Internet

www.usac.org12

Eligible Services

Priority 2– Internal Connections

(switches, hubs,routers, wiring, cabling)• Internal Connections funded

only 2 times in 5 funding years– Basic Maintenance of Internal ConnectionsNOTE: End user equipment - such as computers, monitors, or phone sets - is NOT eligible

www.usac.org13

Technology Plan

Applicants must develop a technology plan– Use telecommunications services and

information technology to achieve educational goals and/or library improvements

A plan IS required for discounts on any products or services other than “Basic Telephone Service” and voice mail.

www.usac.org14

Technology Planning

Must contain five elements:– Goals/Strategies for using technology– Professional development– Needs assessment– Evaluation process– Sufficient budget

Make sure your technology plan is written at the time the Form 470 is filed

www.usac.org15

Technology Planning

Must be written before Form 470 is filed Must cover all 12 months of the funding year Should not cover more than 3 years Must be approved by a

USAC-certified Technology Plan Approver (TPA) by the start of services or the filing of Form 486, whichever is earlier

Service providers should not be involved in the writing of the technology plan and should not act as the technology plan approver

www.usac.org16

Form 470

Form 470 – Services Requested Filed by applicants to define desired services and

open the competitive bidding process Must be posted on the USAC website for at least

28 days before selecting service provider and/or signing a contract

Form 470 request must be based on the technology plan

Applicants can also issue a Request For Proposals (RFP), which must also be available for at least 28 days before making a vendor selection

www.usac.org17

Form 470

www.usac.org18

Receipt Notification Letter

Receipt Notification Letter (RNL) Issued by USAC after Form 470 is posted Provides important information

– Allowable Vendor Selection/Contract Date (28 days after posting)

Offers opportunity to make allowable corrections

www.usac.org19

Form 470

Multi-year or annual posting Can be filed once for multi-year contracts or

contracts with voluntary extensions, but Form 470 and RFP must indicate intent

Tariffed or month-to-month services must post Form 470 annually

Service providers are prohibited from writing and signing Form 470 or representing applicant in bidding process

www.usac.org20

Form 470 Competitive Bidding

– The applicant must conduct a fair and open bidding process• All bidders are treated the same• All bidders have equal access to information• All bidders know what is required of them

– The applicant must choose the most cost-effective offering with the price of eligible products and services being primary

www.usac.org21

Discounts

Schools and libraries can receive discounts on eligible services.

Discounts range from 20% - 90% on eligible products and services

Discounts are based on:– Percentage of students eligible for the

National School Lunch Program (NSLP)– Urban or rural location of school or library

www.usac.org22

Discounts Discount Matrix

Percent of Eligible Students

Urban Rural

Less than 1% 20% 25%1% - 19% 40% 50%20% - 34% 50% 60%35% - 49% 60% 70%50% -74% 80% 80%75% -100% 90% 90%

www.usac.org23

Discounts

Calculating Discount Methods– Primary measure: NSLP– Alternative discount mechanisms

Shared Discounts– School districts use the weighted average of the

discounts of individual schools in the school district– Libraries use the simple average discount of the

school district in which they are located– Consortia use the simple average of the consortium

members

www.usac.org24

Contracts

Applicants must sign and date contracts before the Form 471 is submitted– Date can be written in contract

Contracts can cover more than one year or contain voluntary extensions, but these options must be indicated in the establishing Form 470

Tariffed and month-to-month services do not require a contract, but they are considered contracted services if a contract is signed

www.usac.org25

Form 471

Form 471 – Services Ordered Contains specific information on services

ordered, quantities, from whom, at what price Shows discount rate calculation and lists

entities receiving services Applicant certifies compliance with rules and

verifies that it has the necessary resources to make effective use of the discounted services

Must be filed each year within the filing window

www.usac.org26

Form 471

www.usac.org27

Form 471

Once the applicant has selected a service provider and signed a contract (if applicable), service providers are encouraged to:– Provide guidance to the applicant on its

services and functionality– Assist with providing information for the Item

21 attachment and other information Service provider should always provide correct

SPIN and contact information

www.usac.org28

Receipt Acknowledgment Letter (RAL)

Receipt Acknowledgment Letter (RAL) Issued by USAC to applicants and service

providers after Form 471 is certified Confirms the filing of the Form 471 and

provides the details of the funding requests Offers an opportunity to make allowable

corrections

www.usac.org29

PIA Review Program Integrity Assurance (PIA) checks for

compliance with program rules, eligibility of entities and services, verification of service types/costs – Provide complete and prompt responses to PIA’s

questions – Ask for clarification if you don’t understand– Service providers can assist applicants in

responding to PIA questions about the products and services they are providing but not about other areas, such as the competitive bidding process and budget

www.usac.org30

Funding Commitments USAC issues Funding Commitment Decision Letter

(FCDL) to applicants and service providers when PIA review is complete

Funding status by Funding Request Number (FRN):– Funded (includes modifications)– Not funded– As yet unfunded (applicant FCDL only)– Canceled

Funds approved for specific services from specific service providers at the applicant’s approved discount rate

www.usac.org31

Form 486

Form 486 – Services Confirmed Notifies USAC that services have started

and invoices can be paid Applicant certifies that its technology plan

meets program requirements Applicant certifies its status under

Children’s Internet Protection Act (CIPA)

www.usac.org32

Form 486

www.usac.org33

Form 486Form 486 Filed online or postmarked no later than

– 120 days after the Service Start Date or– 120 days after the date of the FCDL, whichever is later

Service Start Date– Cannot be before July 1 of the funding

year

www.usac.org34

Invoicing

Form 472 or 474 – Services Invoiced Requests reimbursement from USAC for

discount on cost of services delivered Filed online or postmarked no later than

– 120 days after the last date to receive service or

– 120 days after the date of the Form 486 Notification Letter, whichever is later

Two options for requesting reimbursement

www.usac.org35

Invoicing

Form 472Billed Entity Applicant Reimbursement (BEAR)

Form– Filed if applicant PAID for services in full– Reimbursement handled through service

provider– Cash or credit reimbursement– Service provider must reimburse applicant

within 20 days of receipt of funds

www.usac.org36

Form 472

www.usac.org37

Invoicing

Form 474Service Provider Invoice (SPI) Form

– Filed by service provider– Applicant gets discounted bills– Submitted AFTER applicant has

received service and been billed by service provider

www.usac.org38

Form 474

www.usac.org39

Questions?