Transcript E-Rate Training November 2, 2006

E-Rate Training
for TASBO Members
October 8, 2008
Presented by
Susan Sullivan
Director of Technology/Media
E-Rate, What is it?



A federal program that provides equal
access connectivity to global resources for
schools and libraries
Approximately $2.25 billion each year
Provides 20-90% discounts on
telecommunications services, Internet
access, and internal connections
How do they determine my
discount?



Based on the number of students who
qualify for the free or reduced lunch
program
In Region 9, we typically use the PEIMS
data reports that are finalized in October
This student data is reported on the Form
471 – the 2nd form you complete
PEIMS Data must be accurate


As we review the PEIMS data versus the
Worksheet A from the Form 471, we
sometimes ask, Where did these number
come from?
Please make certain the person
completing the Form 471 understands the
PEIMS reports well enough to know what
to look for.
Priority 1 vs. Priority 2




Priority 1 services are all
telecommunications services and Internet
access
All Priority 1 requests are funded – IF THE
PAPERWORK IS SUBMITTED ACCURATELY
AND ON TIME
Priority 2 services are for maintenance and
internal connections
Priority 2 requests are funded to the
“poorest” schools first
2-in-5 Rule




Each entity can receive Internal Connections
only 2 out of every 5 years
Started in FY 2005
FY 2007 was the first year where entities were
ineligible for Internal Connections based on this
rule
Created to ensure that the same entities did not
receive Internal Connections funding year after
year
ePlan, What is it?


It is an electronic resource that assists
districts in preparing and submitting their
technology plan
School districts in Texas who seek
technology plan approval must submit
their technology plan through the Texas ePlan system.
Technology Plans are Important


MUST be written before submitting the
Form 470
The Texas e-Plan System is an excellent
resource to use to show that technology
plans were written before submitting the
Form 470 because there is a date stamp
on these plans.
Common Mistakes on
Technology Plans

When working on your technology plan,
please ensure that at least 25% of Title II
Part D funds are dedicated to Staff
Development as reflected in the Budget
Detail portion of the technology plan.


This is a NCLB requirement.
Remember, not everyone is as good at math
as you are.
Technology Plans Continued

The number of students enrolled times the
estimated annual technology allotment is
not what is budgeted on your technology
plan.

Again, not everyone is as good at math as
you are.
Technology Plans Continued



In the budget portion of the technology
plan, your district must indicate the
fund(s) designated to pay for the item(s)
If more than one fund is designated, the
percentages must be indicated
When reviewing plans, we see things like
67% Tech Allotment, 20% local funds,
11% Title II Part D. Do the math – this
does not add up to 100%.
Application Process







Create Technology Plan
File Form 470
Wait a minimum of 28 days
File Form 471
Wait, wait, wait, and wait some more until you
receive a FCDL (Funding Commitment Decision
Letter)
File Form 486
Wait until after June 30th to file Forms 472
(BEAR Forms)
Be Careful….

When completing Block 6 on E-Rate Form
471, you may not ever be consulted on
the amount placed in the box labeled
“Total budgeted amount allocated to
resources not eligible for E-Rate support”.


This amount becomes very important if you
ever go through an E-Rate audit.
This amount should match your technology
plan.
Be careful…

The person completing the E-Rate
application asks for the “highest bill
received”, and they are given the amount
after E-Rate discounts have been applied.


E-Rate will only fund what you request.
Can only allow for about a 10% increase on
your bills.
Program Compliance

Budget



Can you pay your share?
Do you have this documented in your school’s
budget?
Competitive Bidding




Award contract (signed by both parties) after the 28day period
Able to demonstrate fair and open process
Properly documented evaluation process (matrix)
E-Rate regulations require that price be weighted the
highest
Contracts



Tariffed services provided under contract
are contracted services
Month-to-month and tariffed services do
not need contracts
Internal connections and Basic
Maintenance of Internal Connections are
contracted services
New this year…

If Region 9 ESC is your ISP, we are
required by the E-Rate folks to apportion
out a percentage of our charges for
distance learning services we provide.
Document

Document, document, document

PLEASE keep good records

PLEASE utilize a Bid Assessment
Worksheet
If you are ever audited:




They will ask to see a copy of your bills. Please
make certain you are maintaining the entire bill,
not just the summary page
They will ask to see proof of payment. This is
typically documented by cancelled checks.
They will ask to see a receipt of deposits for all
E-Rate reimbursements received.
They will ask to see inventory records showing
the location of any item purchased with E-Rate
money.
Good practices include….


Checking to see if the percentage the
vendor is discounting your bill matches
your E-Rate application.
If not funded until August or September,
checking to see if the vendor is giving you
the correct amount of credit on your bill.
Good practices include…

Not ignoring the Quarterly Payment
Authorization Report


This report was developed to assist you in
letting you know which vendor(s) have made
claims to E-Rate on your behalf
If a vendor’s name shows up that you have
not done business with, please contact the ERate folks at 1-888-203-8100.
Good practices include…

Helping the person who is completing the
Form 471 to file everything within the
“window”


This includes making certain they wait 28
days before awarding any contracts.
This also includes checking to make certain
they have submitted attachments and
certification forms before the window closes.
Any questions?
My contact information:
Susan Sullivan
Work: 940-322-6928