E-rate 101

Welcome to the E-rate Webinar Can you hear me? Do you know how to mute your microphone? Can you use the text chat? Call 287-5620 and ask for Ellen Wood if you need help. E-rate 101 For Maine Public Libraries Simplifying E-rate can be a challenge This is brief information and an outline of the process. What is “E-rate-able”? The FCC publishes the eligible services list each year. The services on that list are eligible for discounts from the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC) to schools and libraries. The list can be found at the SLD site in PDF format: http://fjallfoss.fcc.gov/edocs_public/attachm atch/FCC-07-182A2.pdf Two different service “types Priority 1 - services that are always funded Priority 2 – funded at above 80% discount entities (internal connections, wiring, etc.) Discounts - NSLP The discounts for the E-rate program are based upon National School Lunch Program (NSLP) data. Libraries discounts are based on the school district that the library “resides” in. NSLP data is kept at Maine DOE website. http://portalx.bisoex.state.me.us/pls/doe_sfsr/sfsrdev.ed534.ed534_parameters Discounts - NSLP Library discounts are calculated from the school district NSLP average. Once you get the average then go to the Discount Matrix to determine your discount The Discount Matrix can be found at: http://www.universalservice.org/sl/applicants/step05/discount -matrix.aspx Check your Urban/Rural Status http://www.universalservice.org/sl/applicants/step05/urbanrural/msa/maine.asp Priority 1 Services Telecommunication Services Telephone (local, long distance, cell phone services); Digital Transmission Services - (T1, ATM, OC1, DSL) Internet Services (access to Internet) What’s Your Discount? Library Name Jackson Memorial Library Laura E. Richards Library Waldoboro Public Library Denmark Public Library Peabody Memorial Library (Jonesport) Northeast Historic Film Entity # 121713 16044196 121576 188975 School District SAD 50 Georgetown School District SAD 40 SAD 72 School Average/ Urban % Eligible /Rural Discount 35.71 R 70% 17.14 R 50% 52.13 R 80% 43.23 R 70% 60.71 35.22 R R 80% 70% per school or district 60% 50% 60% 40% 60% 70% 80% 70% 224718 Jonesport School Department 121503 Bucksport School Department Millinocket School Department Rutherford Library Brewer Public Library Mildred S. Williams Memorial Library North Gorham Public Library Cundy's Harbor Library Brownfield Public Library Bingham Union Library Bremen Library 121543 Millinocket School Department 157617 South Bristol School District 121499 Brewer School Department 121716 224082 224202 224770 16023700 121575 Hope School District Gorham School District SAD 75 SAD 72 SAD 13 Great Salt Bay Comm Sch Dist Varies 34.67 25.83 19.86 15.98 22.5 43.23 58.8 35.48 U R U R U R R R R E-rate and Technology Plans All services except telephone services require an approved technology plan. The timing of when the plan is written and when services are requested is one of the sticking points in the program that can cause problems. The plan needs to be dated before the Form 470 is filed. E-rate and Technology Plans Libraries need to keep copies of the technology plan and the approval letter for audit purposes. Libraries also need to keep copies of all E-rate paperwork for 5 years after the last date of service. E-rate and Technology Plans Technology Plans Must meet 5 criteria for E-rate http://www.universalservice.org/sl/app licants/step02/technology-planning/ Libraries just need these 5 elements More info at the E-rate website: http://www.maine.gov/msl/erate/ Five criteria for a technology plan (1) Goals and strategy for using telecommunications and information technology to improve library services; (2) a professional development strategy to ensure that staff know how to use these new technologies to improve library services; (3) An assessment of the telecommunication services, hardware, software, and other services that will be needed to improve library services; (4) A sufficient budget to acquire and maintain the hardware, software, professional development, and other services that will be needed to implement the strategy; and (5) An evaluation process that enables the library to monitor progress toward the specified goals and make midcourse corrections in response to new developments and opportunities as they arise. Technology Plans Must be written prior to the Form 470 filing Should have a “creation date” that predates the Form 470 Should be written for 3 years but can be updated/modified if significant changes are needed Needs to be approved by July 1 but actually needs to be “written” in the previous fall. E-rate Forms There are four basic forms - all can be filed online now. 1. 2. 3. 4. Form 470 (I want a service) Form 471 (I have chosen a service provider) Form 486 (I am receiving the service) Form 472 (I have paid all my bills – give me my money!) File forms online at: http://www.sl.universalservice.org/menu.asp Form 470 Request for services RFP of sorts; opens the competitive bidding process Must be posted for at least 28 days Keep track of all bids if any are received Price must be primary factor in selecting a phone company if you receive multiple bids. Must file this form every year for telephone Contracts must be signed and dated before the Form 471 is filed. Form 471 File after the Form 470 has been posted for at least 28 days and contracts are signed (if the service requires a contract) Indicates what vendor has been selected Item 21 attachment – now online – fill out carefully and accurately to avoid problems in PIA reviews Form 486 Filed after the school or library receives a Funding Commitment Decision Letter (FCDL) Filed after services have begun. (Usually after July 1 but before October 30…exact timing depends on the date of the FCDL). 120 days after FCDL This is the form that everyone forgets to do! The Form 486 states that “services are now being received” Certifies to technology plan existence, if needed Certifies to CIPA Form 472 (BEAR) or Discounted Bills Filed to invoice for reimbursement once bills have been paid. (Can be yearly, quarterly, etc) Or a library can choose to receive discounts on each monthly bill rather than invoice at the ends of the year. You have to check to make sure you are receiving the correct discount! Now online – no faxing if your service provider will do online BEARs PINS PINs are digital signatures that allow you to certify forms online PIN FAQ for Applicants http://www.usac.org/sl/tools/searchtools/applicant-pin-faqs.aspx PINS PINs are automatically generated, mailed, and ready to be used once the applicant has certified any one of the forms. PINs are assigned to a person at a location PINS should be disabled if someone leaves and a new PIN obtained E-rate Reviews PIA, site visits, denials appeals As forms are filed they are reviewed by staff at the SLD Libraries may be asked to provide additional information. Contracts, dates of contracts and types of services are reviewed for compliance. (Since phone bills are “month-to month” this isn’t an issue for regular telephone.) E-rate Reviews PIA, site visits, denials appeals This process can cause stress and lead to appeals and lost funding. Following the process and filling in forms accurately can alleviate a good percentage of these problems. Easy to get confused as to what year you are doing a form for. You could be doing a forms for 3 different years at the same time. Tips for Success Notebook for each E-rate year Color code and mark years Scan paperwork for year and Form # Process flowchart – reminds you where you are. http://www.usac.org/_res/documents/sl/pdf/applicationprocess-flow-chart.pdf Money for Maine Although the process can be a burden there is a lot of money to be saved by schools and libraries. Maine libraries received $67,000 for 2006-2007 in telephone reimbursements. Money for Maine But each year money is “lost” to libraries due to paperwork errors, and missed deadlines. Is the money you get back worth the time and effort? Take your monthly phone bill, find your discount, then you decide whether the money is worth the time and effort. I’m here to help! Janet McKenney Public Library and MSLN E-rate Coordinator janet.mckenney@maine.gov Useful E-rate Links Maine E-rate website http://www.maine.gov/msl/erate/index.shtml SLD Website – Apply Online http://www.sl.universalservice.org/menu.asp NSLP Data (Maine DOE) http://portalx.bisoex.state.me.us/pls/doe_sfs r/sfsrdev.ed534.ed534_parameters More useful links Discount Matrix http://www.universalservice.org/sl/app licants/step05/discount-matrix.aspx Data Retrieval Tool http://www.universalservice.org/sl/tool s/search-tools/data-retrieval-tool.aspx