ARKANSAS

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ARKANSAS
PROCESS OVERVIEW Presented by Becky Rains
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INTRODUCTION

• Schools and Libraries Program
• Provides discounts to eligible schools and
  libraries for Telecommunications Services,
  Internet Access, Internal Connections, and Basic
  Maintenance
• Applicants can be schools, libraries, or
  consortia, but only eligible recipients of
  service can receive discounts
• Applicants must apply for discounts each year
  (Form 471 application filing window)
• Funding cap each year is 2.25 billion
• One of four programs in the Universal Service
  governed by the Federal Communications Commission

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General information

• Federal Communications Commission (FCC), an
  independent U.S. government agency, oversees the
  E-rate program
• Universal Service Administrative Company (USAC),
  a not-for-profit, administers E-rate along with
  three other programs
• Schools and Libraries Division (SLD) is the part
  of USAC with responsibility for E-rate

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INTRODUCTION

• AR E-Rate Work Group
• The AEWG is a working group representing public
  officials responsible for K-12 education, and
  public libraries in the State of Arkansas. The
  Arkansas E-rate Workgroup (AEWG) works on behalf
  of state agencies that serve pre-K-12 students
  and public library patrons to increase student
  performance as well as public libraries.
• Members Representatives from the Arkansas
  Department of Education, Department of
  Information Systems, North Central Educational
  Service Cooperative and Arkansas State Library.

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If this is a FEDERAL program, why is AEWG
involved?

• AR schools and libraries apply along side 30,000
  other schools and libraries in U.S.
• We want to make sure you know how to complete
  forms, etc. so you can get you deserve.
• AEWG does not administer program, we simply
  provide flow-through for some information and
  periodically conduct workshops.
• If you experience problems with SLD, call AEWG to
  act as intermediary.

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Basic Terms

• E-rate
• A common name for the Universal Service Fund for
  Schools and Libraries.
• FCC
• Federal Communications Commission, the regulatory
  agency that oversees the E-rate, among many other
  responsibilities.
• Telecommunications Act
• The Telecommunications Act of 1996, among other
  things, established the federal universal service
  support mechanism for eligible schools and
  libraries.
• Universal Service Fund
• Provides discounts to telecommunications carriers
  for delivering affordable telecommunications
  services to various categories of customers,
  including schools and libraries.
• SLD
• Schools and Libraries Division of the Universal
  Service Administrative Company responsible for
  administering universal service.
• USAC
• The Universal Service Administrative Company is
  the parent company responsible for overseeing the
  administration of the Universal Service Fund.

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Other Related Terms

• Tariff services
• Telephone service (e.g., local and long distance)
  regulated by state and federal officials.
• POTS
• Plain Old Telephone Service for placing and
  receiving phone calls.
• Common Carrier
• Any telecommunications company that provides
  telecommunications services for a fee to the
  general public or to businesses.
• Month-to-Month Contract
• Services billed on a monthly basis without a
  formal, written contract.
• Pre-discount Cost
• Cost of service before E-rate discount is
  applied.
• Internal Connections
• The wires and equipment needed for connecting
  computers within an entity.
• Shared Services
• Services delivered to more than one site
  discount based on average or aggregate level.
  Site-Specific Services Services delivered to
  only one entity, such as a single school.
• Weighted Average
• The calculated amount of discount that reflects
  the number of students eligible, for instance,
  the National Free Lunch Program for a school
  district.
• Window
• Time during which all Form 471s are treated as if
  filed on same day.

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Basic Terms

• Billed Entity Number (BEN) an identification
  number assigned by USAC to each school or library
  building
• Personal Identification Number (PIN) a code
  assigned by USAC to applicants for use in
  certifying program forms online
• USAC issues a PIN to every new authorized person
  filing a paper Form 470, 471, or 486

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Basic Terms

• Client Service Bureau (CSB)
• E-rate help desk where applicant and service
  providers can get answers to questions.
• 1-888-203-8100
• Program Integrity Assurance (PIA)
• Team that reviews for compliance with FCC rules
• Technical Client Service Bureau (TCSB)
• Team answering technical questions about eligible
  services and program rules.

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NUMBERS TO REMEMBER

• FRN
• A Funding Request Number is assigned to each item
  in Block 5 of the Form 471 and is described in
  the Funding Commitment Decisions Letter.
• NCES
• National Center for Education Statistics
• SPIN
• A unique nine-digit number given to service
  providers after submitting Form 473 and needed by
  applicants for completion of the Form 471.
• Applicant-Created Identifier
• A unique number assigned by the applicant on SLD
  forms.

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NUMBERS TO REMEMBER

• Entity Number
• A ten-digit number assigned to each entity
  applicant used to track applications for that
  applicant at SLD. Often called the billed entity
  number.
• FCC Registration Number
• Used by FCC to track who owes funds to the FCC
  and to monitor who is compliant with the Red
  Light Rule, the FCC is requiring entities to
  obtain an FCC Registration Number (FCCRN).
• Form 470 Number
• A 15-digit number (formerly the Universal Service
  Control Number) assigned to all Form 470
  applications filed with the SLD.
• Form 471 Number
• Assigned to each Form 471 filed after data entry
  and used to track the 471 at SLD can be up to
  ten digits.

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E-rate Identity

• Eligible Entity
• Any school, library, or consortium eligible to
  participate in the E-rate program.
• Billed Entity
• The organization that pays the bill, writes the
  check for services delivered.
• Consortium
• A group of organizations or institutions that
  join together for the purpose of contracting for
  and applying for E-rate funds.
• Service Provider/Vendors
• A business or organization that sells connections
  or equipment necessary for communications.

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Eligibility

• To be eligible, a school
• Must meet the statutory definition of an
  elementary or a secondary school in the No Child
  Left Behind Act of 2001
• Must not be operating as a for-profit business
• Must not have an endowment exceeding 50 million

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Eligibility

• To be eligible, a library
• Must be eligible for assistance from a State
  library administrative agency under the Library
  Services and Technology Act
• Must not be operating as a for-profit business
• Budget must be completely separate from any
  schools (e.g., a school library would be included
  on the schools application)

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Applicant Eligibility

• Consortia
• Can include both eligible and ineligible entities
• Only eligible entities can receive discounts
• Consortium leader has record-keeping and
  administrative responsibilities

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ELIGIBILITY

• Examples of Non-instructional Facilities (NIFs)
  that can receive Priority 1 services

• 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

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Service Provider Eligibility

• Form 498 (contact information)
• Request a Service Provider Identification Number
  (SPIN)
• Provide/update contact information
• Form 473 (annual certification)
• Must be filed for each funding year before USAC
  will pay invoices

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Service Provider Eligibility

• Telecommunications Carriers
• Must provide telecommunications services on a
  common carriage basis
• Must file Form 499A every year and may be
  required to contribute to the Universal Service
  Fund

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Eligible Services

• Priority 1
• Telecommunications Services
• Local and long distance, wireline and wireless,
  voice/data/video
• Internet Access
• Basic conduit access to the Internet

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Eligible Services

• Priority 2
• Internal Connections(switches, hubs,routers,
  wiring, cabling)
• Internal Connections fundedonly 2 times in 5
  funding years
• Basic Maintenance of Internal Connections
• NOTE End user equipment - such as
• computers, monitors, or phone sets - is NOT
• eligible

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PROGRAM OVERVIEW

• Why These Services?
• Purpose of fund is affordable access to advanced
  telecommunications services by schools and
  libraries down to the classroom level
• Focus of program is on infrastructure and
  transport, NOT content and end-user equipment

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ELIGIBLE PURPOSE

• Educational purpose is defined as
• The primary purpose of the services for which
  support is sought must be the delivery of
  services into classrooms or other places of
  instruction at schools and libraries that meet
  the statutory definition of an eligible
  institution. Support for the administrative
  functions of a library or education program is
  permitted so long as the services are part of the
  network of shared services for learning.
  Universal service support will be limited to
  services delivered to the onsite educational
  facility or facilities. Services at a personal
  residence or at locations that do not host places
  of instruction or are not accessible to library
  patrons, with the exception of a centralized
  district office or similar facility, are not
  eligible for support.

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ELIGIBILITY

• Eligible Entity
• Eligible Location
• Eligible Purpose
• Eligible Service
• Eligible User
• Eligible Service Provider

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General information

• How large are the discounts on eligible products
  and services?
• Discounts range from 20 to 90 of eligible costs
• The discount for a school or library depends on
• Percentage of eligibility of students for
  National School Lunch Program (NSLP)
• Urban or rural location of school or library

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Discounts

• Discount Matrix

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5. Application review

• USAC reviews your Form(s) 471 to
• Check the eligibility of the schools and
  libraries and their discount levels
• Verify that the services you requested are
  eligible for discounts
• Give you an opportunity to make allowable
  corrections to your form
• In some cases, ask for additional verification of
  your compliance with program rules

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5. Application review

• Acronyms and terms
• Program Integrity Assurance (PIA) the USAC
  group that reviews and makes funding decisions on
  program applications
• Funding Commitment Decision Letter (FCDL) a
  letter issued by USAC to the applicant and the
  service provider that contains commitment
  decisions on funding requests

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5. Application review

• Acronyms and terms (cont.)
• Funding wave (wave) a group of FCDLs for a
  funding year that are issued on the same date
• In general, USAC issues a wave each week for
  current funding years
• USAC issues waves for previous funding years and
  appeal waves as applications are ready for
  commitment

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Appeals

• Decisions of the SLD can be appealed to the SLD
  or to the FCC
• Can be filed electronically or on paper
• Must be received or postmarked within 60 days of
  the SLD decision
• See Appeals Procedure in the Reference area for
  specific guidance
• Requests for waivers of rules must be filed with
  the FCC

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Funding timetable

• Recurring services (e.g., monthly telephone and
  Internet access) must be delivered during the
  funding year (July 1 June 30)
• Non-recurring services (e.g., installations and
  equipment) have an additional three months (to
  September 30)
• The Window Form 471 filing window (mid-November
  to early February before the start of the funding
  year)
• We encourage you to file online

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A Guide to the Application Process
1. Create Technology Plan
2. File Form 470
3. Wait 28 days
4. File Form 471
5. PIA review and FCDL
6. File Form 486

• Submit invoices to USAC

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General information

• How do I file a program form?
• In general, you have three options
• File online, certify online
• File online, certify on paper
• File and certify on paper
• Two online versions of each form
• Standard version follows the paper form
• Interview version asks you questions and uses
  your answers to complete the form

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General information

• Each time you file a program form, USAC sends you
  a letter
• Letters are color-coded by funding year
• 1998 and 1999 White
• 2000 Canary (yellow)
• 2001 Pink
• 2002 Blue
• 2003 Canary
• 2004 Pink
• 2005 Blue etc.

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Timeline

• Possibly working on three years
• Each year has a different color
• - Closing out Program Year 2007/2008
• In PIA Review Program or Funded Form 486 or
  reimbursements Year 2008/2009
• Applying for Program Year 2009/1010
• -
• Refer to handout for more details

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E-RATE FORMS and LETTERS

• Form 470
• Description of Services Requested is first step
  required of applicants.
• Receipt Notification Letter (RNL)
• Form 471
• The Services Ordered form is the second step
  required of applicants.
• Receipt Acknowledgment Letter (RAL)
• Funding Commitment Decision Letter (FCDL)
• Form 486
• The Receipt of Services Confirmation form is the
  third step required of applicants.
• Form 486 Notification Letter (486NL)
• Form 500
• The Adjustment of Funding Commitment and
  Modification to Receipt of Services Confirmation
  form filed by applicants for changes to or
  cancellation of a funding commitment request.
• Form 472
• The Billed Entity Applicant Reimbursement (BEAR)
  form filed by applicants seeking
• reimbursements for bills paid in full, now due a
  discount.
• BEAR Notification Letter Form 472 only
• Quarterly Disbursement Report
• Form 479
• Form required of Consortium Lead prior to
  submitting Form 486

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(No Transcript)
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How the Process Works

• File the Form 470 application after July 1
• Take bids for 28 days after it is posted
• Sign contracts or service agreements
• File Form 471 during filing window
• Receive funding commitments in spring
• Begin services on or after July 1, 2009
• Applications this fall cover spending to June
  30, 2010 (Sept. 30, 2011 for non-recurring
  costs)

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Funding Timetable

• Funding commitments are made by funding year
  (July 1 June 30)
• Recurring services received July 1 June 30 (12
  months)
• Non-recurring services delivered and installed
  July 1 September 30 (15 months)
• The Window Form 471 filing window (mid-November
  to early February before the start of the funding
  year)
• We encourage you to file online

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FIRST STEPIDENTIFICATION NUMBERS

• ENTITY NUMBER
• Billed Entity Number
• School Entity Number
• FCC REGISTRATION NUMBER
• NOTE Although an entity may have only one
  Taxpayer Identification Number (see below), that
  entity may have to obtain more than one FCC RN.
• https//svartifoss2.fcc.gov/coresWeb/publicHome.do
  

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eCertification

• Your PIN will be mailed within one week of
  successful certification of your form. PINs are
  issued once each week to each authorized person
  submitting a Form 470, 471 or 486 certification
  on paper who has not previously been assigned a
  PIN.
• PINs are not portable. Since each eligible
  authorized signer has a separate PIN for each
  Billed Entity, USAC will assign and mail a new
  PIN to you, once you've submitted your first Form
  470, 471 or 486 and signed a paper certification
  as the authorized person for the new Billed
  Entity.

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eCertification

• If you have misplaced your PIN, USAC must disable
  your current PIN and issue you a new PIN. Call
  the Client Service Bureau at 1-888-203-8100 and
  provide your full name and the associated Billed
  Entity Number. The Client Service Bureau will use
  that information to assign a new PIN that will be
  sent to you in a secure mailer.
• You cannot edit the mailing address associated
  with your PIN. You must disable your current PIN
  and file a Form 470, 471, or 486 with a paper
  certification that contains the correct
  authorized person address information. To disable
  your PIN, go to the USAC PIN Area and disable
  your current PIN.

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eCertification

• PIN belongs to the person assigned to. Use of
  another persons PIN is the same as signing the
  form

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SPIN Search

• You can locate service provider information
• on the Schools and Libraries Division
• website using the SPIN search link.

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SPIN Search
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SPIN Search
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SPIN Search

• Click SPIN Contact search
• Once the next page loads, click SPIN contact
  search again on that page.

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SPIN Search
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SPIN Search

• Take note!!
• Some service providers have multiple SPIN
  numbers. Generally this indicates the service
  provider has a different SPIN for different
  service areas. If the service provider you have
  chosen has multiple SPIN numbers, be certain you
  have selected the correct SPIN for the service
  you are requesting.

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SPIN search

• Take note!!
• If the SPIN number for your chosen service
  provider changes, for example a merger, the
  service provider will contact the SLD and request
  a Global SPIN change. Typically, if a large
  number of applicants are affected, the SLD will
  automatically make the correction to all FRNs
  affected by the global change.

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PIA Review

• Program Integrity Assurance (PIA) checks for
  compliance with program rules, eligibility of
  entities and services, verification of service
  types/costs
• Provide complete and prompt responses to PIAs
  questions
• Ask for clarification if you dont understand
• Service providers can assist applicants in
  responding to PIA questions about the products
  and services they are providing but not about
  other areas, such as the competitive bidding
  process and budget

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Time to Respond

• FCC has standardized on 15 days to respond to
  requests for information from USAC
• Applicants can always ask for an extension, but
  must be in writing
• Special rules in place during summer and winter
  breaks
• Further relief possible during disasters

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Funding Commitments

• USAC issues Funding Commitment Decision Letter
  (FCDL) to applicants and service providers when
  PIA review is complete
• Funding status by Funding Request Number (FRN)
• Funded (includes modifications)
• Not funded
• As yet unfunded (applicant FCDL only)
• Canceled
• Funds approved for specific services from
  specific service providers at the applicants
  approved discount rate

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GENERAL TIPS

• If you submit something to USAC
• Check your work
• Sign and date it (online or on paper)
• Submit it by the deadline
• Keep a copy and proof of submission
• If USAC sends something to you
• Read it
• Take all appropriate actions
• Save it

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E-rate as Part of Your Funding Strategy

• Assess how you are doing
• SLDs tools make it easier to compare yourself
  with other districts
• Compare yourself with peers in size and income
  level
• Are your contracted expenses in line with theirs?
• Are they doing a better job of leveraging?
• But remember To get E-rate money, you must be
  willing to spend money
• Commitments arent the only measure of success
• Are you making good use of your technologyand
  budget?