E-Rate Program Overview by pptfiles

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									              E-Rate Program Overview
                  November 2011
                                    Mary Mehsikomer
             Technology Integration Development & Outreach Facilitator – TIES
                        Minnesota E-Rate Coordinator for Schools
                                     (651) 999-6510
                            mary.mehsikomer@ties.k12.mn.us




11/21/2011                                 TIES                                 1
                         Agenda
•   General information about E-rate
•   Technology planning
•   Requesting services (FCC Form 470)
•   Competitive bidding process
•   Ordering services (FCC Form 471)
•   Application review & funding commitments
•   Begin receiving services (FCC Form 486)
•   Invoicing USAC (FCC Form 472 and FCC Form 474)
•   Deadlines


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             What are E-Rates?
• Federal program
• Discounts on Internet access and
  telecommunications services for schools and
  libraries
• 20-90% based on free and reduced price lunch
  eligibility
• Funded through the Universal Service Fund


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                      Operation
• Federal Communications Commission (FCC), an independent
  U.S. government agency, established and oversees the E-rate
  program
• Universal Service Administrative Company (USAC), a not-for-
  profit, administers the E-rate program along with three other
  programs
• Schools and Libraries Division (SLD) is the part of USAC with
  responsibility for E-rate
• Program enacted in Telecommunications Act of 1996 – began
  operation in 1998


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    Funding Year (FY) vs. Fiscal Year (FY)
• E-rate operates from July 1 through June 30
  each year
• Funding Year (FY) is determined by the year in
  which services begin
• Funding Year 11 = July 1, 2011 – June 30, 2012
• State Fiscal Year (FY) for that year would be
  FY12 – July 1, 2011 – June 30, 2012


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             How much money is there?
• $2.25 billion annually – adjusted for inflation
• FCC can roll over unused funding once each year
• Funding is divided by Priority 1 and Priority 2
• Priority 1 – Telecommunications and Internet
  Access Services
• Priority 2 – Internal Connections and Basic
  Maintenance on Internal Connection
• Minnesota schools and libraries leverage
  between $20-25 million each year

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             Who is eligible?
• Public school districts, schools, and charter
  schools
• Nonpublic schools
• Public libraries and public library systems
• Consortia – groups of eligible schools and/or
  libraries that group together to aggregate
  demand, create network efficiency, and
  negotiate cooperative puchasing

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    How do we know what our discount
                will be?

• 20-90 percent
• Based on free and reduced price lunch
  eligibility
• Rural or urban location




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                  The Matrix
• Does not refer to the Keanu Reeves movie
• Is a table that illustrates the level of discounts
  and conditions




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                                                                              Discount Matrix


             INCOME                               URBAN LOCATION                   RURAL LOCATION
% of students eligible for NSLP                      Discount                         Discount
      If the % eligible is...   ...and you’re in an URBAN area,                ...and you’re in a RURAL area,
                                     your discount will be...                      your discount will be...
          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%




Beginner’s Presentation I 2011 Schools & Libraries Fall Applicant Trainings                               ‹#›
                 Timeline
• Technology Plan
• Form 470 – July 1
• Form 471 – Application Window
• Form 486 – 120 days after Funding
  Commitment Decision Letter or 120 days after
  service start date – whichever is later
• Form 472 (BEAR) – Quarterly or 120 days after
  last day of service
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             Categories of Service
• Priority 1 (funded for all)
      – Telecommunications Services
      – Internet Access
      – Telecommunications
• Priority 2 (funded for neediest)
      – Internal Connections
      – Basic Maintenance of Internal Connections


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             The Steps of E-Rate
•   Write a technology plan
•   File Form 470
•   Conduct the bid process and choose vendors
•   File Form 471
•   Application Review
•   Funding Commitment
•   Form 486
•   Form 472 (BEAR)

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              Technology Planning
• Elements
      – Needs assessment
      – Goals and strategies for using technology to
        improve education or library services
      – Professional Development
      – Evaluation Strategy




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         Do I need a technology plan?
• If only applying for Priority 1 services an
  approved technology plan is not needed
BUT….
• If there is Priority 2 classified equipment on
  site at the school provided by the service
  provider – an approved technology plan is
  recommended


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             What is the deadline for the
                 technology plan?
• A technology plan must be WRITTEN before a
  school district files any Form 470s
• File it and put a “creation date” on it
• Technology plan must be approved by the time
  the Form 486 is filed or July 1 of the program
  year occurs – whichever is earlier
• MDE is the tech plan approver – see
  http://www.education.state.mn.us/MDE/Learnin
  g_Support/School_Technology/Tech_Planning/in
  dex.html
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   MDE Technology Planning Resources




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                   MDE’s Process
• Needs assessment tools
      – Technology Infrastructure Survey
      – Instructional Uses of Technology Infrastructure


• Technology Plan Template
• Recommend submitting SOON



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               File Form 470
• Form 470 used to request service from
  vendors – describe services and scope of need
• Competitive bidding process
• May involve an RFP
• RFP must be available for entire posting time
  of Form 470
• 28 days at minimum
• Receipt Acknowledgement Letter (RAL)
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               BEN and PIN
• Not characters in a children’s book about
  bunny rabbits and kittens
• BEN = Billed Entity Number
• PIN = Personal Identification Number
• RFP = Request for Proposals
• In Minnesota RFP required for purchases
  exceeding $50,000


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             Competitive Bidding
• Be open, fair, and above all, careful
• Beware of gifts
• Make sure all vendors have access to the same
  information
• Keep documentation
• Make sure roles relationships are clearly
  delineated
• Price is primary factor – most heavily weighted

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                   Form 471
•   Services and service providers chosen
•   Identifying eligible entities
•   Calculate discounts
•   Certify compliance with program rules
•   Filed during application window
•   Includes Item 21 attachments



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             FRNs and SPINS
• FRN = Funding Request Number – assigned to
  each request on the Form 471
• SPIN = Service Provider Identification Number
• Must have a SPIN assigned to the service
  provider
• Item 21 Attachment – Further description of
  services associated with a funding request
• Receipt Acknowledgement Letter
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              What’s a NIF?
• Noninstructional Facility
• Eligible for Priority 1 services
• School building with no classrooms or library
  building with no public areas
• Examples – bus garages, athletic facilities,
  some service cooperative or regional
  management information center offices


11/21/2011             TIES                       24
         Application Review and Funding
                  Commitments
•   Application review is done by PIA
•   Program Integrity Assurance
•   May request documentation
•   Several layers of review
•   Check Form 471 application status at
    http://www.sl.universalservice.org/menu.asp



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              What PIA is doing
•   Verifying eligibility of schools
•   Verifying services are eligible
•   Allowing some corrections to the application
•   Additional verification




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  Funding Commitment Decision Letter
• Issued by SLD when application review is
  completed
• Review it carefully
• Also known as FCDL
• Details on what is/is not approved for funding
• Can be appealed



11/21/2011             TIES                    27
                 Form 486
• Notifies USAC that eligible services have
  started and invoices can be processed and
  paid
• Provide the name of TPA (Technology Plan
  Approver)
• Report status of compliance with CIPA



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                    CIPA
• Children’s Internet Protection Act
• Internet Safety/Acceptable Use Policy
• One public hearing
• Educating students on cyberbullying and
  Internet safety
• Internet filter - “technology protection
  measure”


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                 Invoicing
• Use BEARS if not directly discounted by
  service provider (AKA Form 472) – work with
  service provider to decide
• BEAR – Billed Entity Applicant Reimbursement
• Recommend quarterly BEAR filing
• Must be completed by 120 days after last day
  of service UNLESS granted an extension
• Quarterly disbursement report
11/21/2011            TIES                   30
                Questions?
• For more detail, refer to USAC Training Slides
  at http://www.usac.org/sl/about/training-
  sessions/training-2011/fall/presentations.aspx
• Call USAC/SLD at 1-888-203-8100
• Call or e-mail Mary Mehsikomer at (651) 999-
  6510 or mary.mehsikomer@ties.k12.mn.us



11/21/2011             TIES                    31

								
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