e-rate 2013: completing form 471

E-Rate 2013: Completing form 471

Funding Year 2013July 1, 2013-June 30, 2014

2013-14 school year

Helpful Resources

• Online filing:www.sl.universalservice.org/menu.asp• Funding commitments/disbursements:www.e-ratecentral.com• Iowa E-rate informationwww.iptv.org/iowa_database/erate

www.sl.universalservice.org/menu.asp

www.e-ratecentral.com

www.iptv.org/iowa_database/erate

http://iptv.org/iowa_database/erate

Helpful Resources

• SLD Client Service Bureau– 1-888-203-8100

• Pam Jacobs (schools and districts)– 515-975-0071– pam.jacobs@iowa.gov

• Jay Peterson (public libraries)– 515-281-4499– Jay.peterson@lib.state.ia.us

Topics for today’s session

1. Purpose of form 4712. Form 471: Filing reminders 3. Form 471: Common errors (and how to

avoid them)4. Form 471: Go through the online application

Purpose of form 471

Form 471--What is it?

–It is often called “the E-rate application.” –The form requires you to indicate

»The E-Rate eligible services you want funded

»The service provider you want to provide the services

»The $ amount you anticipate are needed for each service for 2013-14 school year

E-rate Checklist See http://iptv.org/iowa_database/erate

1. Write tech plan and e-mail to AEA or State Library – Only needed for priority 2 requests. Not needed

for telecommunications services and Internet.

2. File form 470 – Hopefully filed by now (must be filed no later

than February 14, 2013)– Put any priority 2 requests on a separate form

470 (away from priority 1 requests)

E-rate Checklist (cont.)

3. Develop bid evaluation criteria document . See a sample at http://www.usac.org/_res/documents/sl/pdf/samples/samples-checklist-vendor-selection-templates.pdf4. Evaluate bids and sign contracts/make commitment to service provider

– Wait at least 28 days after filing form 470 for this step

Bid Evaluation Matrix (sample)

Competitive Bidding

Factor Points Available Vendor 1 Vendor 2 Vendor 3Price of the ELIGIBLE goods

and services 30 15 30 25

Prior experience w/ vendor 20 20 0 20Prices for ineligible services,

products and fees 25 20 15 25

Flexible Invoicing: 472 or 474 15 0 15 15Environmental objectives 5 5 3 2Local or in-state vendor 5 5 5 5

Total 100 65 68 92

E-rate Checklist (cont.)

5. File form 471 – Deadline to file for 2013-14 school year is

March 14, 2013 . Put priority 2 requests on a separate form 471 away from priority 1 (telecommunications services and Internet.)

6. File form 471 Item 21 attachment– Deadline to submit Item 21 attachments for

2013-14 school year is March 14, 2013

E-Rate Checklist (cont.)

7. Answer questions from USAC Program Integrity Assurance

– These questions usually come via e-mail in March-summer months

8. File form 486– Must wait for funding commitment decision letter to

arrive before filing form 486. Funding letter usually arrives between May and late summer. Must file form 486 no later than 120 days after the Service Start Date (usually July 1) or 120 days after the date of the funding commitment decision letter, whichever is later.

E-rate Checklist (cont.)

9. Contact service provider(s) to get discounts on monthly bills10. No discounts on monthly bills? File form 472 (aka

BEAR form)– This form is only filed if no monthly discounts are given.

Usually filed either quarterly, semi-annually, or annually, your choice! Must be filed AFTER receiving services and after paying the full bills. Final BEAR form filed no later than late September AFTER the funding year/school year ends.

Form 471 Filing reminders

Reminder

CIPA requirement (applies only to districts/schools/AEAs)

By July 1, 2012, amend your Internet safety policy (if you haven’t done so) to provide for monitoring of online activities of minors and the education of minors in appropriate online behavior, including interacting with other individuals on social networking sites and in chat rooms, cyberbullying awareness and response.

CIPA requirement

For more details on the CIPA requirement for schools and districts, see form 470 webinar slides at www.iptv.org/iowa_database/erate

471 application “window”

• Filing window opened December 12, 2012

• Filing window closes March 14, 2013–Reminder: You must complete Item

21 attachment by the deadline of March 14, 2013

Form 471 reminders

• Use Internet Explorer 6.0 and above. Other browsers may cause errors.

• Do not use the 'Back' and 'Forward' buttons on your browser or the 'Enter' key to move through the online forms.

• Clear your Internet cache and your temporary Internet files before you begin. If you will be submitting multiple forms, clear your Internet cache after each form.

• Turn off your pop-up blocker or set your browser to allow pop-ups in order to receive valuable warnings and error messages.

Form 471 reminders

• The “audience” for form 470 is service providers.

• The “audience” for form 471 is your reviewer at USAC/Program Integrity Assurance.

Form 471 reminders

1. Block 1: Item 3b FCC Registration number is needed

(This item should pre-populate….but if not, see http://www.iptv.org/iowa_database/erate/

“Required E-Rate Codes…”)

Form 471 reminders

2. Block 1: Item 6 g asks for Consultant Registration Number Do not complete this item…leave it blank

(it is only used by companies who are paid to complete E-rate applications)

Form 471 reminders

3. Block 2: a. Schools and districts complete column 1 and

libraries complete column 2. Indicate services you are requesting on this application

b. On block 2, you must enter something on each line, even if it is zero (0)

Form 471 reminders

4. (There is no block 3) Block 4 asks for additional information

Check boxes are included for • New construction• Administrative entity• Classifications (e.g. PreK, HeadStart, Dormitory, Non-

instructional facility) . • Do NOT check HeadStart! Do NOT check Adult

Education.

Most of you will NOT check any box in 9.

Form 471 reminders

5. Item 21 attachments are due no later than March 14, 2013 (close of the form 471 “window”)

Common form 471 errors and how to fix them

Form 471 common errors

A. Applicants don’t wait the full 28 days after filing form 470 before choosing a service provider or signing a new contract

FIX: Wait at least 28 days before evaluating bids and choosing service provider(s)!

Form 471 common errors

B: “Old” form 470 which led to a multi-year contract did not allow for bandwidth growth in 2013.

Example: A 3-year contract was signed in early 2012. But the form 470 description of the service you filed last year was inadequate for your 2013 needs. (e.g. you asked for exactly 10 mg of bandwidth on your “old” form 470 but need 15 mg for 2013).

Form 471 common errors

• FIX: If you are using an existing multi-year contract that resulted from an “old” form 470, take a look at your old form 470 to ensure the description of services and quantity/capacity is adequate for 2013-14 time period.– If the “old” form 470 did not allow for needed

bandwidth growth, file a new form 470 to allow for it.

Example: Form 470 from 2012.This form ledto signing a 3-year contract.

Form 471 common errors

C. Incorrect contract award and expiration dates are listed in block 5 on form 471 (or incorrect form 470 is cited)

Fix: See guidance and examples of contract scenarios on the next slides.

How to handle existing contracts

• Make sure that there was an “establishing” form 470.

A. Old format (2010 and before): 470 had item 7b checked (including multi-year contract box) and 470 was posted at least 28 days before contract was signed.

B. New format (2011 and beyond): 470 was posted at least 28 days before contract was signed.

How to handle contracts

Scenario 1: Two-year contract was signed a year ago (February 2012). Form 470 was correctly filed at least 28 days prior to contract signing with adequate bandwidth growth for 2012.

Scenario 1 process:A. Use the old “establishing” 2012 form 470 number on line

12, block 5.B. Use the funding request number from last year’s 471 on

line 15d.C. Use the date the original contract was signed on line 18.

Use the old establishing 470 number

This will be pre-populated when you complete line 12

This number may be found on last year’s

form 471 or on your FCDL

Use date contract

was signed

Use date contract expires

How to handle contracts

Scenario 2: Contract was signed in August 2012 that is multi-year, going through June 30, 2014. No form 470 was filed prior to signing the contract.

How to handle contracts

Scenario 2 process: 1. List and describe the service on a new form 470. 2. Wait 28 days. Consider all bids.3. If accepting the existing contract as the winning bid,

send yourself an e-mail memorializing the existing contract. (Make sure you go through the bid evaluation process first!)

4. Use the date of the e-mail in #3 above as the date the contract award date.

use this year’s 470 number

Do not fill in box 15d

17 will be pre-populated when you

complete line 12

Use date of your memorializing e-mail

to yourself

Use actual contract

expiration date

Form 471 common errors

D. Too little bandwidth/speed for Internet is requested on form 471

FIXES:1. Be sure you didn’t limit your “quantity/capacity” on

form 470 (e.g. “No less than 3 mbps” or “approximately 3 mbps” or “WAN service to all district buildings”)

2. Request enough bandwidth and dollars on form 471 to get you through 2013-14 school year

Form 471 common errors

E. Form 471 is filed after the window closes

FIX: Because you must wait 28 days after filing form 470 to file your form 471, be sure to get the form 470 completed soon! (absolute last day to file form 470 is February 14).

Form 471 common errors

F. Documentation of competitive bidding process is not retained

Fix: Keep the following for at least five years:• Completed bid evaluation matrix for each

service• Bids (not just winning bid)• E-mail to yourself accepting the winning

bid (make sure it is at least 28 days after form 470 posting date)

From 471 common errors

G. Item 25d has a zero ($0)

Fix: Do not put $0

Item 25d?

Fix:•Do NOT put zero in the box.•Add up the total for items such as

Hardware and Software (districts: See most recent Certified Annual Financial Report or current local budget documents for these figures)

Tech support staff salaries and benefits

Form 471 common errors

H. Item 25f is checked

Fix: Do not check 25f

Form 471 common errors

I. Internal connections and basic maintenance (priority 2) funding requests are on the same form 471 application as telecommunications services and Internet (priority 1)

Internal connections requests?

Fix: •If you are requesting internal connections or basic maintenance of internal connections (priority 2), put each request on a separate form 471. If you put priority 2 with priority 1, your application will be delayed for review and funding

What can I do in advance to prepare for form 471?

Get ready for form 471

• Your district/library entity number • The entity number of each building in your

district, including buildings with no students (e.g. bus barn)

• The enrollment and free/reduced eligibility numbers for each attendance center

Get ready for form 471

• Each service provider’s name and SPIN number

• Amount of monthly service (or annual service, if that’s how you pay for the service)

Get ready for form 471

• Make a chart– Chart template at

http://www.iptv.org/iowa_database/erate

• Form 471: Preparing for Block 5

Get ready for form 471

You will need a description of services ( for online Item 21 attachment), especially bandwidth (e.g. 15 MBPS) and type of connection (e.g. Ethernet).

Description of service MUST include eligible funding items!

Form 471: How many forms should I file?

– Important: if you are filing for internal connections or basic maintenance of internal connection, file a separate 471 for these services. Do NOT put priority 2 items on the same form 471 as priority 1 items.

– For priority 1 only, you may file more than one Form 471, or you may file a single Form 471.

Questions?

We are ready to go through online filing. What questions do you have before we go through a practice 471 filing?

Let’s file form 471!

• www.sl.universalservice.org (online form 471)• Use Internet Explorer 6.0 and above. Other browsers may

cause errors. • Do not use the 'Back' and 'Forward' buttons on your browser

or the 'Enter' key to move through the forms. • Clear your Internet cache and your temporary Internet files

before you begin. If you will be submitting multiple forms, clear your Internet cache after each form.

• Turn off your pop-up blocker or set your browser to allow pop-ups in order to receive valuable warnings and error messages.

Sample 471

• For training purposes, I will show a make-believe school district named “Applicant.”

• “Applicant” has three schools plus a separate administration building.

• Two of the schools plus the administration building are served by Windstream as a local phone company. The other school is in a separate town with a different phone provider.

Sample 471 (cont.)

The district also has the following:• Internet provided to all sites by Iowa

Communications Network on a newly signed 3-year contract

• Cellular service, including data plan, provided to all sites on an “old” 3-year contract with Verizon Wireless (signed two years ago)

Practice site:http://sldtraining.usac.org/menu.asp

Very important

Item 21 attachments are due no later than March 14

Your 471 form will NOT be reviewed until Item 21 attachments are received by SLD.

What if I make an error on form 471?

• Some errors can be corrected once receipt acknowledgment letter arrives .

• See sample letter at http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/471RAL.pdf

Questions and Answers

• Question:– How long must we retain E-rate

records/documents?

• Answer:– Must retain records for five years from the last

date you receive E-rate services

• SLD Client Service Bureau: – 1-888-203-8100

• Pamela Jacobs: – 1-515-975-0071– pam.jacobs@iowa.gov

• Jay Peterson– 1-515-281-4499– Jay.peterson@lib.state.ia.us

For assistance:

Online filinghttp://www.sl.universalservice.org

Questions?