Transcript No Slide Title

JACK O’CONNELL
State Superintendent
of Public Instruction
E-Rate for California
Beginner Applicants
1
E-Rate Acronyms
JACK O’CONNELL
State Superintendent
of Public Instruction
BEN – Billed Entity Number
CIPA – Children's Internet Protection Act
FCDL – Funding Commitment Decision Letter
FRN – Funding Request Number
SPIN – Service Provider Identification Number
SSD – Service Start Date
RAL – Receipt Acknowledgement Letter (Form 471)
RNL – Receipt Notification Letter (Form 470)
NSLP – National School Lunch Program
NIF – Non-Instructional Facility
PIA – Program Integrity Assurance
USAC Link: http://www.usac.org/sl/tools/reference-
area.aspx
2
Who Administers the E-rate
Program?
JACK O’CONNELL
State Superintendent
of Public Instruction
• The federal E-rate program is
overseen by the Federal
Communications Commission
(FCC) and is administered by the
Schools and Libraries Division
(SLD) of the Universal Service
Administrative Company (USAC)
– FCC makes the rules and regulations
for the E-rate program
3
How is USAC related to
the FCC?
JACK O’CONNELL
State Superintendent
of Public Instruction
Comprehensive information about
the E-Rate program is available at
the SLD website:
http://www.usac.org/sl/
USAC is a not-for-profit
corporation appointed by the FCC
to act as the administrator of the
E-Rate program
4
California Department of Education (CDE)
& State Library Do Not Administer
the Federal E-Rate program.
JACK O’CONNELL
State Superintendent
of Public Instruction
CDE & State Library have no
statutory authority to administer the
federal E-Rate program
CDE & State Library only provide
general information about the ERate program including: training
and outreach, reference materials,
and other publicly available
SLD/USAC resources
5
Eligibility - Schools
JACK O’CONNELL
State Superintendent
of Public Instruction
• Schools must provide elementary or
secondary education as determined
under state law.
• Schools may be public or private
institutional day or residential schools, or
public charter schools.
• Schools must operate as non-profit
businesses.
• Schools cannot have an endowment
exceeding $50 million.
6
Pre-K and Adult Ed
JACK O’CONNELL
State Superintendent
of Public Instruction
• State law, in conjunction with E-Rate
rules, determines eligibility of Pre-K,
Adult Ed and Juvenile Justice
• Reference the following for California
eligibility:
http://www.usac.org/sl/applicants/ste
p01/non-traditional-k-12/k-12eligibility-table.aspx
• In addition, Head Start can be eligible
7
Eligibility – Libraries
JACK O’CONNELL
State Superintendent
of Public Instruction
• Libraries must be eligible for
assistance from the California state
library administrative agency under the
LSTA (Library Services & Technology
Act)
• Libraries must have budgets
completely separate from any schools
(including, but not limited to,
elementary and secondary schools,
colleges and universities).
• Libraries cannot operate as for-profit
businesses.
8
Program Identification
Numbers
JACK O’CONNELL
State Superintendent
of Public Instruction
• Billed Entity Number - BEN
– http://www.sl.universalservice.org/Util
ities/BilledEntitySearch_Public.asp
• Service Provider Identification
Number - SPIN
– http://www.sl.universalservice.org/For
ms/SPIN_Contact_Search.asp
9
E-Rate Process
JACK O’CONNELL
State Superintendent
of Public Instruction
1. E-rate Technology Planning – What are
my goals?
2. Form 470 - Starting the Application
Process
3. Competitive Bidding
4. Form 471 – Selecting Your Vendors
5. PIA (Program Integrity Assurance)
Review
6. Funding Commitment
7. Form 486 Receipt of Services
Confirmation
8. Form 472 – BEAR and Form 474 – SPI
– Invoicing “Getting the Money”
10
9. Other Forms as needed
E-Rate Cycle
JACK O’CONNELL
State Superintendent
of Public Instruction
• Funding 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 –Opens mid
to late fall and closes late January to early
February
– This year Funding Cycle July 1, 2009 to
June 30, 2010
11
JACK O’CONNELL
State Superintendent
of Public Instruction
1. E-Rate Technology
Planning
12
Required Elements
For E-Rate Plan:
1. Goals
2. Professional
Development
3. Needs Assessment
4. Budget
5. Evaluation Process
• Tech Plan Help
www.usac.org/sl/
applicants/step02/
For EETT/Federal/State funding:
• Executive
Summary/Introduction
• Stakeholders
• Curriculum
• Professional Development
• Infrastructure
• Adult literacy
• Research
• Funding and Budget
• Monitoring and Evaluation
• E-Rate supplemental budget
analysis … and also see:
www.cde.ca.gov/ls/et/rs/techplan.asp
13
Technology Plan Help
JACK O’CONNELL
State Superintendent
of Public Instruction
• Tech Plan Help
– http://www.usac.org/sl/applicants/ste
p02/
– http://www.library.ca.gov/services/libr
aries/erate.html
– http://www.cde.ca.gov/ls/et/rs/techpla
n.asp
– http://www.cde.ca.gov/ls/et/rs/ctapco
ordinators.asp (CTAP)
14
Technology Plan
JACK O’CONNELL
State Superintendent
of Public Instruction
• Must be certified by a USAC
approved agency
–http://www.usac.org/sl/tools/reference
/tech/default.asp
–Service Providers may not act as
technology plan approvers or aid in
writing the tech plan
• Must be approved by the start of
services or the filing of Form 486,
whichever is earlier
15
Technology
Plan
Reminders
1. Must cover entire funding year
JACK O’CONNELL
State Superintendent
of Public Instruction
Must be “written” prior to posting Form 470
•
Applicant must document the existence of this
plan, i.e., e-mail with plan attached, memo
from cabinet level about the plan being
written, including the date. “DATE STAMP”
3. Must include all services that E-Rate discount is
being requested on Form 470
4. Must be approved by a “USAC Certified
Technology Plan Approver”
5. Technology Plan approver for 486 purposes is:
•
If EETT & E-rate, the approver is CDE
•
If only E-rate, the approver is COE or State
Library
•
Private Schools see USAC tech plan approver
list
2.
16
Discount Calculations
JACK O’CONNELL
State Superintendent
of Public Instruction
• Calculated based on two factors
1. Percentage of students eligible for
National School Lunch Program
http://www.usac.org/sl/applicants/step05/discountmatrix.aspx
2. Urban or Rural status of Entity
http://www.usac.org/sl/applicants/step05/urbanrural/
17
Free and Reduced Lunch
Information (NSLP)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Reported to CDE in October of each year.
(Posted in Spring/Summer of following year)
• Where the numbers come from:
– Claim Reimbursement from Food Services Manager
for month of October
– Program Integrity Assurance (PIA) looks at Dataquest
information that is available from CDE
• Dataquest Link: http://dq.cde.ca.gov/dataquest/
– Keep all Free and Reduced lunch information in your
records for future USAC Inquiries
18
Note: Please submit by the claim submission target date of the 10th of the month following the month claimed. All claims must be postmarked by
the 20th day of the second month following the month claimed to be considered for payment.
California Department Of Education
Fiscal And Administrative Services Division
If label is not available, type or print
agreement number (county, district, school,
and sub codes), name, and address in the
space provided.
Claim for Reimbursement
School Nutrition Programs
CNFS 71-5 (06/05)
Return To: California Department Of Education
Child Nutrition Fiscal Services
1430 N Street, Suite 2213
Sacramento, Ca 95814
Refer to the claim instruction booklet for
All claims must be submitted with a copy.
County
District Code
School Code
Sub Code
detailed instructions.
1. Name Of Participant
Address
2. Month/Year
City
Zip Code
ZIP CODE
STATE USE ONLY
3.
/
a. Original Claim
4. ADJUSTMENT CODE
5. REASON CODE
6. Number Of Children Approved To Receive
Free Meals Or Milk
7. Number Of Children Approved To Receive
Reduced Price Meals
8. Number Of ½ Pints Of Fluid
Milk Purchased This Month
9. Total Cost Of Fluid Milk
Purchased This Month
b. Adjusted Claim
PART I – MONTHLY REPORT
10. Number Of Children Approved For Free Meal
Supplements
MEAL SUPPLEMENT
ELIGIBILITY DATA
11. Number Of Children Approved For Reduced Price
Meal Supplements
Report items 12 through 16a monthly.
A. Authorized
Sites Participating
B. Enrollment
C. Number Of
Operating Days
D. Paid Meals Or
Special Milk
Served
E. Free Meals Or
Special Milk Served
F. Reduced Price
Meals Served
G. Total Meals Or
Special Milk Served
12. National School Lunch (Program A)
13. Basic School Breakfast (Program B)
14. Especially Needy School Breakfast (Program C)
15. Special Milk (Program D)
16. Meal Supplements (Snacks) (Program E)
INCLUDE AREA ELIGIBLE COUNTS
16a. Area Eligible Meal Supplements (For Information Only)
PART II – REVENUE
Report items 17 through 26 annually. Participants in School Lunch, Basic Breakfast, Especially Needy Breakfast, and/or Meal Supplement Programs must report annual revenue and costs on the June claim. All monetary figures entered
on this claim must be rounded to the nearest whole dollar. Please refer to the claim instruction booklet for more detailed information. Yearly cost and revenue totals for the Summer Seamless Feeding Waiver sites must be included in the totals.
H. Daily Sales
(Actual Receipts)
I. Federal
Reimbursement
J. State
Reimbursement
K. Needy Meal Tax/
Rev. Add-On
M. Total
L. Other
(Columns H Through L)
17. National School Lunch (Program A)
STATE
USE ONLY
18. Basic School Breakfast (Program B)
19. Especially Needy School Breakfast (Program C)
20. Meal Supplements (Program E)
21. Miscellaneous Food Service
22. TOTAL (Lines 17 through 21)
PART III – COST INCURRED
23. Food
24. Labor
CERTIFICATION: I certify to the best of my knowledge this claim is true and correct in all
aspects, that the records are available to support this claim, that this claim is in
accordance with the terms of existing School Nutrition Program agreement(s), and that I
have not received payment for this claim.
25. Other
26. Total Costs
Name Of Person Preparing Claim
Telephone Number
Original Signature Of Authorized Official
Title Of Authorized Official
Ext # (
)
E-mail Address
Date
19
JACK O’CONNELL
State Superintendent
of Public Instruction
Discount Matrix
% Eligible Students
for NSLP
Urban
Rural
Less than 1%
20%
25%
1% to 19%
40%
50%
20% to 34%
50%
60%
35% to 49%
60%
70%
50% to 74%
80%
80%
75% to 100%
90%
90%
20
JACK O’CONNELL
State Superintendent
of Public Instruction
21
District
Students
Enrolled
# Free and
Reduced
Lunches
% Free and
Reduced
Lunches
Sample School District
Urban
or
Rural
%
E-Rate
Subsidy
Weighted
Average
for
District
Urban
Sample School 1
19
14
73.68%
80%
15.2
Sample School 2
836
323
38.64%
60%
501.6
Sample School 3
188
54
28.72%
50%
94
Sample School 4
121
65
53.72%
80%
96.8
Sample School 5
158
36
22.78%
50%
79
Sample School 6
1050
204
19.43%
40%
420
TOTALS FOR
DISTRICT
2372
696
WEIGHTED
AVERAGE
1206.6
22
50.87%
Billed Entity Number vs.
Entity Number
JACK O’CONNELL
State Superintendent
of Public Instruction
• An entity is considered a “Billed Entity" if it is
responsible for making payments directly to a
service provider
• District is “billed entity”
• Each school site has its own entity
number
• NIF (Non-Instructional Facility) must have an
Entity Number
• The NIF must be included on Block 4 in
order to receive discounts at that site for
the shared services, i.e., telecom
23
Non-Instructional Facilities
(NIFs)
Examples
JACK O’CONNELL
State Superintendent
of Public Instruction
SCHOOLS:
• Administrative
buildings
• School bus barns
and garages
• Cafeteria offices
• Facilities
associated with
athletic activities
LIBRARIES:
• Administrative
buildings
• Bookmobile garages
• Interlibrary loan
facilities
• Library technology
centers
• Cafeteria offices
24
Discount Calculations
JACK O’CONNELL
State Superintendent
of Public Instruction
• Instructional Facilities will have
a discount that comes straight
from Matrix
• Non-Instructional Facilities will
use District Weighted Average
(District Office, Maintenance, Bus
Barn, Bookmobile Garages,
Cafeteria, etc)
25
Eligible Services Categories
JACK O’CONNELL
State Superintendent
of Public Instruction
• Priority 1 (P1)
–Telecommunications
–Internet Access
• Priority 2 (P2)
–Internal Connections
–Basic Maintenance on Eligible
Internal Connections
26
Non-Instructional Facilities
(NIFs)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Are eligible for Priority 1
services, telecommunications
and internet access
27
Eligible Services – Basic
Concepts
JACK O’CONNELL
State Superintendent
of Public Instruction
• Key reference: Eligible Services
List – http://www.usac.org/sl/tools/eligible-serviceslist.aspx
•This List is updated Annually
• Services must be used for
“Educational Purpose” http://www.sl.universalservice.org/reference/education
al_purposes.asp
• End-user devices and content
generally not eligible
–PCs/PDAs
–Laptops
-Printers
-Phones
-Television
-Television
- VCRs
28
Educational Purpose
JACK O’CONNELL
State Superintendent
of Public Instruction
•Activities that occur on library or
school property are presumed to
be integral, immediate and
proximate to the education of
students or the provision of library
services to library patrons and
therefore qualify as educational
purposes.
•Customary work activities of
employees of a school or library
are presumed to fall under the
definition of education purposes.
29
JACK O’CONNELL
State Superintendent
of Public Instruction
2. Form 470: Starting the
Application Process
30
Prepare For The E-rate Cycle
JACK O’CONNELL
State Superintendent
of Public Instruction
• Technology Plan MUST be Written
• Existing network structure, both
telecommunications and data
• Expected growth in telecommunication and
hardware needs “Preparing for the Bidding
Process”
• Number of classrooms and computers with
phone/internet access
• NSLP data for discount percentage
• Ensure (CIPA) Compliance, implemented, board
approval.
31
Manage the Cycle Teamwork
JACK O’CONNELL
State Superintendent
of Public Instruction
• Authorized signer ( Legally Authorized Signer )
• Designated contact person (Will receive E-rate
calls)
• Organize paper trail
– Written Technology Plan
– Assessment of existing Contracts, with
signatures and dates (expiring contracts, etc)
– Prior year’s submitted applications
– Correspondence from SLD, Service Providers,
etc.
– All bids received and evaluation documents
– Calendar of Deadlines
32
2. Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
33
Going On-line
JACK O’CONNELL
State Superintendent
of Public Instruction
Web site
http://www.usac.org/sl/
34
Form 470 – Contract
Issues
JACK O’CONNELL
State Superintendent
of Public Instruction
• Block 2, Item 7 – Summary
Description of Needs or Services
Requested
– Tariffed or Month-to-Month
services
– Services for which a new written
contract is sought
• Multi-year and/or a contract featuring
voluntary extensions
• Should also state in Item 13
35
Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
• Block 2, Items 8 – 9
– Describe services you desire from
Eligible Services List
• Must fill this area out even if you
have an RFP
– Allows for service provider to
decide if they qualify to bid
– Form 470 could be considered
invalid without this information
36
Submit and Certify
Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
• Once the Form 470 is submitted you
must
1.Certify online using a PIN, or
2.Print the certification page, sign and mail
this form ASAP-- “certified mail”
• Print the Form 470 for your records,
and note the Allowable Contract Date
(ACD)
– Also provided in the Receipt
Acknowledgement Letter (RAL)
37
Form 470 Reminders
JACK O’CONNELL
State Superintendent
of Public Instruction
• Allow adequate time for the following to be
completed:
– Do your Form 470 NOW – Do not wait
– Competitive Bidding – minimum of 28 days before
contract signing
– Local Procurement
– Board Approval
– Signing Contracts
• Understand
– Your existing services & contracts
– Products and services you will need in the coming
year
• Identify E-rate category for each product and
service, P1 or P2
38
Form 470 DO’s and DON’Ts
•
JACK O’CONNELL
State Superintendent
of Public Instruction
•
•
•
•
•
From SLD’s Tip Sheets
DO list your requested services on your Form
470 — and your RFP if you have one.
DO list your requested services in the correct
categories of service (Telecommunications,
Internet Access, Internal Connections, or Basic
Maintenance of Internal Connections).
DO mark the correct boxes in Block 2 for multiyear contracts and/or voluntary extensions.
DO certify your Form 470 prior to the close of
the Form 471 application window.
DON’T allow a service provider that may bid on
your services to fill out your Form 470.
DON’T wait until the Form 471 window opens to
file your Form 470.
39
Receipt Notification Letter
(RNL)
JACK O’CONNELL
State Superintendent
of Public Instruction
• GOLDEN Opportunity to review
application and correct minor
errors
• http://www.universalservice.org/_re
s/documents/sl/pdf/sampleletters/4
70RNL.acc.pdf
40
JACK O’CONNELL
State Superintendent
of Public Instruction
3. Competitive Bidding
41
Cornerstone of E-Rate
JACK O’CONNELL
State Superintendent
of Public Instruction
• All expiring and new contracts
must be competitively bid to
receive E-rate funding
• Form 470 starts the bidding
process with a minimum of 28
days to receive bids
• Must respond to ALL vendors
–If you choose not to, you MUST
have a good reason, i.e., Spam
42
Competitive Bidding and
Program Compliance
JACK O’CONNELL
State Superintendent
of Public Instruction
• http://www.sl.universalservice.org/reference/Best
Practices.asp
– Keep copies of all bids, winning and losing
– Keep documentation on the award process
and bid evaluation criteria for your award
• Keep all correspondence through the
bidding process
• Evaluation Criteria needs to be established
BEFORE you release the RFP/Form 470
– Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
43
Program Compliance
JACK O’CONNELL
State Superintendent
of Public Instruction
• Best Practice: Use standard
evaluation process for all bids.
Keep evaluation documentation for
each bid.
• If you get NO bids – document this
for audit purposes
–Same is true if you get only ONE
bid
• You may need to be proactive in
soliciting for bids; local
procurement rules prevail
44
•
JACK O’CONNELL
State Superintendent
of Public Instruction
Evaluation
Criteria
Price must be the most heavily
weighted factor
• Can choose most responsive and
responsible response, but must
DOCUMENT the choice and
process
• Have District official SIGN and
DATE the completed rubric as
acknowledgement at the time of the
decision by the district
45
SAMPLE SAMPLE SAMPLE SAMPLE SAMPLE
Vendor A
Selection
Criteria
Weight*
(%)
Vendor B
Raw
Weighted
Raw
Weighted
Score**
Score***
Score
Score
Prices/Charges
40%
1
0.4
2
0.8
Understanding of Needs
15%
2
0.3
1
0.15
Prior E-Rate Experience
10%
2
0.2
1
0.1
Prior District/Service Prov
experience
10%
2
0.2
1
0.1
Completeness of Response
15%
2
0.3
1
0.15
References
10%
2
0.2
1
0.1
Overall Ranking
100%
1.6
1.4
46
Form 470 – Multi-Year
Contracts
JACK O’CONNELL
State Superintendent
of Public Instruction
• You may not need to file Form 470 every
year if:
– The language on the Form 470/RFP covered all
services on the contract AND
– The applicant indicated on the Form 470 that a
contract was being sought AND
– The applicant indicated on the Form 470/RFP that a
multi-year contract was being sought (perhaps
w/voluntary extensions)
– Determine if the Form 471 from the previous year (s)
included a multi-year contract
47
Competitive Bidding Reminders
JACK O’CONNELL
State Superintendent
of Public Instruction
• DO ensure a fair and open competitive bidding
process. All service providers must be treated
equally and cannot be given biased or privileged
knowledge of the bid.
• DO select the most cost-effective service provider,
with price as the primary factor.
• DO keep ALL records relating to the bid evaluation
process (correspondence with potential vendors,
winning and losing bids, worksheets, evaluation
criteria, contract, etc.). Note in a memo if one (or
no) bids are received.
• DO remember that contracts must be signed and
dated by the applicant and service provider before
filing the Form 471.
• DON’T sign a contract until after the Form 470 has
been posted for a minimum of 28 days.
48
CONTRACT REMINDERS
JACK O’CONNELL
State Superintendent
of Public Instruction
• Contract Reviews: Do not wait
until the last minute
– Leave time for board approval
processes and signatures
– Know what constitutes a fully
executed contract, i.e., Board
Approval, etc.
• Other contracts may require 2 or
more signatures/dates to be fully
executed
49
JACK O’CONNELL
State Superintendent
of Public Instruction
4. Form 471: Selecting
your Vendors
50
Form 471 – Your
Application for Funds
JACK O’CONNELL
State Superintendent
of Public Instruction
• Detailed information on services,
service providers selected, and
contracts
• Discount calculation information
• Must be filed every funding year
–(even on multi-year contracts)
• Contains certifications of compliance
• Includes one or more funding requests
51
JACK O’CONNELL
State Superintendent
of Public Instruction
52
Online Demonstration of
Form 471
JACK O’CONNELL
State Superintendent
of Public Instruction
• http://www.universalservice.org/sl/
53
Form 471 Deadline
• Best Practice:
JACK O’CONNELL
State Superintendent
of Public Instruction
– File Online (Deadline changes every
application year)
– Do not combine Priority 1 and Priority 2
services on the same Form 471
– Submit BEFORE close of window
– Certify BEFORE close of window
•Online if using PIN
•By trackable mail if you do not use your PIN
** Bishop Perry Order – 15 day grace
period for certifications made after the
deadline
http://www.usac.org/_res/documents/sl/pdf/List-ofCorrectable-Ministerial-and-Clerical-Errors.pdf
54
RAL Process
Applicants should
carefully review the
Form 471 RAL and
must notify USAC of
any data entry errors
within three weeks of
the postmark date of
the RAL.
http://www.usac.org/_res/docu
ments/sl/pdf/sampleletters/471
RAL.pdf
55
Item 21 Attachments
JACK O’CONNELL
State Superintendent
of Public Instruction
• Used to prove your request
–Substantiating documentation
that proves the pre-discount cost
of services or products
–Should be clear and concise
• Samples available on USAC
website
– http://www.sl.universalservice.org/reference/For
m471item21Attachments.asp
56
Item 21 Attachment
JACK O’CONNELL
State Superintendent
of Public Instruction
• Identify and remove ineligible
costs
• Work with service provider(s) to
create your Item 21
attachment(s)
• Include your Item 21 with your
application
• Ensure that your Item 21 and
Form 471 totals match
57
Recurring vs.
Non Recurring Costs
JACK O’CONNELL
State Superintendent
of Public Instruction
• Separate Recurring from Non-recurring
costs in Block 5 of the Form 471
(Note: A funding year starts on July 1,
and ends on June 30)
–Services for recurring costs must
ALWAYS be received by June 30
–Services for non-recurring costs
must be received by September 30
following the Funding year (deadline
can be extended for certain
circumstances)
58
Missed Deadline?
JACK O’CONNELL
State Superintendent
of Public Instruction
• Form 471 is not submitted before
the close of “the window” or is not
certified within the grace period:
– The application will not be
considered for funding
59
JACK O’CONNELL
State Superintendent
of Public Instruction
5. PIA (Program Integrity
Assurance) Review
60
Program Integrity
Assurance (PIA)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Applications are reviewed for compliance
with program rules concerning areas such
as:
–Properly executed contracts
–Discount calculation
–Establishing Form 470
–Eligibility of services being requested
–Eligibility of entities requesting discounted
services
–Proper completion of all of blocks/Item 21
61
Item 21 and PIA
JACK O’CONNELL
State Superintendent
of Public Instruction
• Read PIA carefully; do not ignore it or it will
be denied
• 15 days to respond. Don’t wait till the last day!
• Take action! Involve Service Providers when
possible
TAKE ACTION!
62
Item 21 and PIA
JACK O’CONNELL
State Superintendent
of Public Instruction
• Opportunity to correct – new as of
Funding Year 2007
– Read reviewer’s “suggested” answers
– Provide different cost allocation based
on “tangible criteria”
– Question reviewer’s eligibility
assessment of product – 3rd party
supporting documentation required
– Split product/amount to different FRN
63
Be Responsive
JACK O’CONNELL
State Superintendent
of Public Instruction
• Respond promptly, answering questions in
their entirety (you are given 15 days initially)
• Document communication with PIA,
– e-mail is preferred (acknowledgement of
receipt)
• Ask for more time if you need it
– May delay your application
• Don’t assume that Reviewer has your
original Item 21 attachment
• The PIA person can help clarify their
questions
• Establish a working relationship
• Contact your service provider immediately
when you need response information from
them
• Contact the CDE for site validations, etc.
64
JACK O’CONNELL
State Superintendent
of Public Instruction
6. Funding Commitment
65
What Happens After PIA
Review?
JACK O’CONNELL
State Superintendent
of Public Instruction
• A Decision – Funding Commitment
Decision Letter (FCDL)
– Funded
– Not Funded
– As Yet Unfunded (Priority 2 requests)
– Cancelled
• IMPORTANT – Check all entries in the
FCDL carefully to make sure there are not
data entry errors.
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Funding
Commitment
Decision Letter
FCDL
•Should be your “trigger”
to file subsequent forms
both for USAC and
Service Providers
•Starts deadline clock for
appeal on denial(s) – 60
Days
http://www.usac.org/sl/applica
nts/step09/
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JACK O’CONNELL
State Superintendent
of Public Instruction
7. Form 486
Receipt of Services
Confirmation
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Purpose of 486
JACK O’CONNELL
State Superintendent
of Public Instruction
• Notifies USAC that services have
started or are scheduled to start and
invoices can be paid
• Certifies that Tech Plan is approved
and meets program requirements
• Certifies the status of Children’s
Internet Protection Act (CIPA)
compliancy
• Do NOT miss the 486 deadline for
your district
–
http://www.universalservice.org/sl/applicants/st
ep10/form486-filing-information.aspx
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What is the deadline?
• Filed AFTER receipt of FCDL
JACK O’CONNELL
State Superintendent
of Public Instruction
– Form 486 must be 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
– Grace period from USAC – letter giving
additional 20 days to file 486 – (Alaska
Gateway order)
• Take this letter seriously
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Missed deadline?
JACK O’CONNELL
State Superintendent
of Public Instruction
• If the Form 486 is late, your Service
Start Date will be adjusted to 120
days prior to the online submission or
120 days prior to the postmark.
• WILL affect telecommunications and
internet access
– Funding will more than likely be reduced
• MAY affect internal connections
– Depends on installation date compared
to service start date
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Form 486 Notification
Letter (486NL)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Letter received after filing of Form 486
– Verify that ALL FRNs are on letter
– Verify service start dates for each FRN
• USAC is now ready to begin receiving
invoices for payment on these FRNs
– Form 472 – filed by Applicant OR
– Form 474 – filed by Service Provider
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JACK O’CONNELL
State Superintendent
of Public Instruction
8. Invoicing - “Getting
the Money”
Form 472 – BEAR
(Billed Entity Applicant
Reimbursement)
Form 474 – SPI
(Service Provider Invoice)
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Receipt of Funds
• One of two ways:
JACK O’CONNELL
State Superintendent
of Public Instruction
– Applicant pays entire bill up-front and
gets reimbursed
• Form 472, “ BEAR” – filed by Applicant
(Note: Form 472 amount must represent actual eligible costs)
– Service Provider applies discounts to
bills and submits to USAC for
reimbursement
• Form 474, or SPI – filed by Service Provider
– Note: Telecommunications that are
eligible for CTF Discounts must use SPI
process
– You cannot file BOTH a BEAR and SPI
on the same FRN.
• `You must choose one or the other
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Form 472
JACK O’CONNELL
State Superintendent
of Public Instruction
• Use actual expenses to determine
“Total Reimbursement Amount” – Block
1, line 8 and Block 2.
• Use Block 2, Item 12 for recurring
services
• Use Block 2, Item 13 for non-recurring
services
• Create one BEAR for each service
provider.
• Can put multiple FRNs on one BEAR,
as long as the service provider is the
same.
Form 472-BEAR
JACK O’CONNELL
State Superintendent
of Public Instruction
• Once form is filled out, it must be
signed by
– Applicant
– Service Provider
• Form is then mailed to SLD
– SLD reviews the form
– BEAR Notification is sent to both
Applicant and Service Provider
• From the date Service Provider receives
funds from USAC, they have 20 days to
reimburse Applicant.
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Form 474 - SPI
• Used by Service Providers
JACK O’CONNELL
State Superintendent
of Public Instruction
– Puts discount on the bill
– Applicant pays only their non-discounted
portion
– Service provider Forms such as “Grid”
and “Data Gathering Form”
• Every service provider has their own process
& suggested deadline
• Follow up with Service Provider to ensure
receipt of funds
• PLEASE return GRIDS to Service Providers
PROMPTLY
77
Reminders
• After Posting the Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
– WAIT AT LEAST 29 DAYS BEFORE:
•
•
•
•
Selecting a service provider
Signing a contract
Signing and dating the Form 471
Submitting the Form 471
• MUST OCCUR IN THIS ORDER
• Both Applicant and Service Provider must
sign and date all contracts.
• Work with Telecom to consolidate their bills
• Form 471 must be filed before filing window
closes
78
Form 471 Tip’s
From SLD’s Tip Sheet-”Do’s”
JACK O’CONNELL
State Superintendent
of Public Instruction
• Do verify that services ordered match the
category requested on the correct Form 470.
• DO file separate Form 471 applications for Priority
1 services and Priority 2 services.
• DO read the Eligible Services List and request
discounts only on eligible services.
• DO complete your Item 21 Attachment and
include the pre-discount prices of the services.
• DO split out requests of questionable eligibility
into separate Funding Request Numbers
• (FRNs).
• DO check your math. The Form 471 and the Item
21 attachment totals should match.
• DO file electronically and DO certify online before
the close of the window.
• DO keep a record of postmark or electronic
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submission.
Reminders
JACK O’CONNELL
State Superintendent
of Public Instruction
•Keep E-Rate files organized
•Create YOUR OWN timeline of E-Rate
deadlines
–Opening and closing of the Form 471
–Form 486 deadline based on FCDL
•Be aware of timelines and adhere to them
–Not all dates are set in stone
•Share this information with others at your
site
•Print and retain copies of everything
–USAC Link to Document Retention:
http://www.usac.org/sl/about/audits/e-ratebinder.aspx.
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Contact Information
JACK O’CONNELL
State Superintendent
of Public Instruction
• State Library: Rushton Brandis, (916)
653-5471, [email protected]
• CDE: John Vardanega, (916) 323-2241,
[email protected]
• CDE: Tech Plans: Bill Fong, (916) 3225894,
[email protected]
• K-12 HSN/Butte COE: Russ Selken,
530-532-5678 [email protected]
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