The Discount Matrix can be found a

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The Discount Matrix can be found a

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Title: The Discount Matrix can be found a


1
E-rate 101
  • For Maine Schools and Libraries

2
  • Simplifying E-rate can be a challenge
  • This is brief information and an outline of the
    process.

3
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/att
    achmatch/FCC-07-182A2.pdf

4
Two different service types
  • Priority 1
  • Priority 2

5
Priority 1 and Priority 2
  • Priority 1 services are always funded.
  • Priority 2 services are usually only given to
    very high level poverty schools
  • Most schools and libraries in Maine have discount
    levels that do not qualify for Priority 2 funds.

6
Discounts - NSLP
  • The discounts for the E-rate program are based
    upon National School Lunch Program (NSLP) data.
  • So schools that have over 75 of students that
    qualify for free and reduced lunch are usually
    the only schools that will receive funds for
    Priority 2 services.

7
Discounts - NSLP
  • Library discounts are calculated from the school
    district average.
  • All schools and libraries can receive funds for
    the Priority 1 services.
  • The Discount Matrix can be found at
    http//www.universalservice.org/sl/applicants/step
    05/discount-matrix.aspx

8
Priority 1 Services
  • Telecommunication Services Telephone (local, long
    distance, cell phone services)
  • Digital Transmission Services - (T1, ATM, OC1,
    DSL)
  • Internet Services (access to Internet)

9
Priority 2 Services
  • Internal Connections (wiring, hubs, switches,
    cabling, some types of servers)
  • Basic Maintenance of Internal Connections
  • Two in Five Rule - These services can only be
    funded 2 times every 5 years

10
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.

11
E-rate and Technology Plans
  • Schools and libraries need to keep copies of the
    technology plan and the approval letter for audit
    purposes.
  • Schools and libraries also need to keep copies
    of all E-rate paperwork for 5 years after the
    last date of service.

12
E-rate and Technology Plans
  • Technology Plans Must meet 5 criteria for E-rate
    - http//www.universalservice.org/sl/applicants/s
    tep02/technology-planning/
  • Private Schools and libraries just need these 5
    elements
  • Public schools need to meet NCLB Title IID,
    E-rate and Chapter 125 requirements
  • More info at the E-rate website
  • http//www.maine.gov/msl/erate/

13
5 Criteria
  • The plan must establish clear goals and a
    realistic strategy for using telecommunications
    and information technology to improve education
    or library services

14
5 Criteria
  • 2. The plan must have a professional development
    strategy to ensure that staff know how to use
    these new technologies to improve education or
    library services

15
5 Criteria
  • 3. The plan must include an assessment of the
    telecommunication services, hardware, software,
    and other services that will be needed to improve
    library services

16
5 Criteria
  • 4. The plan must provide a sufficient budget to
    acquire and support the non-discounted elements
    of the plan the hardware, software, professional
    development and other services that will be
    needed to implement the strategy and

17
5 Criteria
  • 5. The plan must include an evaluation process
    that enables the library to monitor progress
    toward the specified goals and make mid-course
    corrections in response to new developments and
    opportunities as they arise.

18
Technology Plans
  • Must be written prior to the Form 470 filing
  • Should have a creation date that pre-dates 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.

19
E-rate Forms
  • There are four basic forms - all can be filed
    online now.
  • Form 470
  • Form 471
  • Form 486
  • Form 472
  • File forms online at
  • http//www.sl.universalservice.org/menu.asp

20
Form 470
  • Request for services
  • RFP of sorts opens competitive bidding process
  • Must be posted for at least 28 days
  • Keep track of all bids
  • Filed once for a multi-year contract
  • Filed annually for telephone
  • Contracts must be signed and dated before the
    Form 471 is filed.

21
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

22
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 30exact 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

23
Form 472
  • Filed to invoice for reimbursement once bills
    have been paid. (Can be yearly, quarterly, etc)
  • Some schools and libraries receive discounts on
    each monthly bill rather than invoice at the ends
    of the year.
  • Now online no faxing

24
PINS
  • PINs are digital signatures that allow you to
    certify forms online
  • PIN FAQ for Applicants
  • http//www.usac.org/sl/tools/search-tools/applica
    nt-pin-faqs.aspx

25
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

26
E-rate Reviews PIA, site visits, denials appeals
  • As forms are filed they are reviewed by staff at
    the SLD
  • Schools and libraries may be asked to provide
    additional information.
  • Contracts, dates of contracts and types of
    services are reviewed for compliance.

27
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.

28
Money for Maine
  • Although the process can be a burden there is a
    lot of money to be saved by schools and
    libraries.
  • Maine had funding commitments for 2006-2007 that
    amounted to over 7.2 million dollars

29
Money for Maine
  • But each year money is lost to schools and
    libraries due to paperwork errors, contract
    errors, etc that come up during the review
    process.
  • Is the money you get back worth the time and
    effort?

30
We are here to help!
  • Janet McKenney
  • Public Library and MSLN E-rate Coordinator
  • janet.mckenney_at_maine.gov
  • Sylvia K. Norton
  • School E-Rate Coordinator
  • sylvia.k.norton_at_maine.gov

31
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_sfsr/sf
    srdev.ed534.ed534_parameters

32
  • Discount Matrix
  • http//www.universalservice.org/sl/applicants/ste
    p05/discount-matrix.aspx
  • Data Retrieval Tool
  • http//www.universalservice.org/sl/tools/search-t
    ools/data-retrieval-tool.aspx
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