2004 MASBO Presentation


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2004 MASBO Presentation

  1. 1. E-Rate Funding MASBO February 18, 2004
  2. 2. Overview <ul><li>School and Libraries Support Mechanism </li></ul><ul><ul><li>Provides discounts to eligible schools and libraries for Telecommunications Services, Internet Access, and Internal Connections </li></ul></ul><ul><ul><li>Applicants can be schools, libraries, or consortia, but only eligible recipients of services can receive discounts </li></ul></ul><ul><ul><li>Applicants must apply for discounts each year </li></ul></ul><ul><ul><li>Disbursements are capped at $2.25 billion annually </li></ul></ul>
  3. 3. History <ul><li>Schools and Libraries Support Mechanism started providing discounts as of January 1, 1998 </li></ul><ul><ul><li>Telecommunications Act of 1996 </li></ul></ul><ul><ul><ul><li>Congress directed the FCC to “establish competitively neutral rules . . . to enhance, to the extent technically feasible and economically reasonable, access to advance telecommunications and information services for all public and non-profit elementary and secondary school classrooms . . . and libraries.” </li></ul></ul></ul><ul><ul><ul><li>First Report and Order (FCC 97-157) </li></ul></ul></ul>
  4. 4. Introduction Mississippi Funding by Year
  5. 5. Introduction <ul><li>Assistance </li></ul><ul><ul><li>NECA in New Jersey </li></ul></ul><ul><ul><ul><li>Application review — Program Integrity Assurance (PIA) </li></ul></ul></ul><ul><ul><ul><li>Invoice review (PIA) </li></ul></ul></ul><ul><ul><ul><li>Appeal process </li></ul></ul></ul><ul><ul><ul><li>Program correspondence, including change and extension requests </li></ul></ul></ul><ul><ul><li>Pearson Government Solutions in Kansas </li></ul></ul><ul><ul><ul><li>Client Service Bureau (call center) </li></ul></ul></ul><ul><ul><ul><li>Forms processing </li></ul></ul></ul>
  6. 6. Eligibility <ul><li>Eligible Entities </li></ul><ul><ul><li>Schools </li></ul></ul><ul><ul><ul><li>Must meet the statutory definition of elementary or secondary school found in the No Child Left Behind Act of 2001 </li></ul></ul></ul><ul><ul><ul><li>Must be a non-profit institutional day or residential school, including a public charter school, that provides elementary or secondary education, as determined under state law </li></ul></ul></ul><ul><ul><ul><li>Must not be operating as a for-profit business </li></ul></ul></ul><ul><ul><ul><li>Must not have an endowment exceeding $50 million </li></ul></ul></ul>
  7. 7. Eligibility <ul><li>Eligible Entities </li></ul><ul><ul><li>Schools (cont.) </li></ul></ul><ul><ul><ul><li>Pre-kindergarten, Adult Education, Juvenile Justice </li></ul></ul></ul><ul><ul><ul><ul><li>Must meet state definition of elementary or secondary education </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Students and/or facilities may be eligible </li></ul></ul></ul></ul><ul><ul><ul><ul><li>SLD requests updated information from state departments of education every two years </li></ul></ul></ul></ul>
  8. 8. Eligibility <ul><li>Eligible Services </li></ul><ul><ul><li>Priority 1 </li></ul></ul><ul><ul><ul><li>Telecommunications Services </li></ul></ul></ul><ul><ul><ul><ul><li>local and long distance </li></ul></ul></ul></ul><ul><ul><ul><ul><li>wireline and wireless </li></ul></ul></ul></ul><ul><ul><ul><ul><li>voice, data, video </li></ul></ul></ul></ul><ul><ul><ul><li>Internet Access </li></ul></ul></ul><ul><ul><li>Priority 2 </li></ul></ul><ul><ul><ul><li>Internal Connections (switches, hubs, routers, wiring) </li></ul></ul></ul><ul><ul><li>Priority 1 funded first, then Priority 2 funded beginning with neediest applicants (90%, 89%, 88%, etc.) </li></ul></ul>
  9. 9. Eligibility <ul><li>Eligible Services </li></ul><ul><ul><li>Eligible Services List </li></ul></ul><ul><ul><ul><li>Lists services by category (Telecommuncations Services, Internet Access, Internal Connections, and Miscellaneous) </li></ul></ul></ul><ul><ul><ul><ul><li>Services which are conditionally eligible </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Ineligible services </li></ul></ul></ul></ul><ul><ul><ul><li>Available on SLD web site </li></ul></ul></ul>
  10. 10. Calculating Discounts Discount Matrix
  11. 11. Application Process <ul><li>Technology Plan – What is my plan? </li></ul><ul><li>Form 470 – What services do I want? </li></ul><ul><li>Form 471 – What services did I order? </li></ul><ul><li>Form 486 – When did services start? </li></ul><ul><li>Form 472 or Form 474 – How do I receive reimbursements or discounts? </li></ul><ul><li>Online filing/certification available for most forms </li></ul>
  12. 12. Application Process
  13. 13. Technology Planning <ul><li>Technology Plans </li></ul><ul><ul><li>Not required for local/long distance phone service </li></ul></ul><ul><ul><li>Must be in place before Form 470 filing </li></ul></ul><ul><ul><li>Must be approved by an SLD-certified approver before Form 486 filing or start of services, whichever is earlier </li></ul></ul><ul><ul><li>Must cover five areas: </li></ul></ul><ul><ul><ul><li>Goals / Strategies for using technology </li></ul></ul></ul><ul><ul><ul><li>Professional development </li></ul></ul></ul><ul><ul><ul><li>Needs assessment </li></ul></ul></ul><ul><ul><ul><li>Sufficient budget </li></ul></ul></ul><ul><ul><ul><li>Evaluation process </li></ul></ul></ul>
  14. 14. Technology Planning <ul><li>Points to Remember: </li></ul><ul><ul><li>Tech Plan must establish the connections between the technology and specific curriculum reforms or library service improvements </li></ul></ul><ul><ul><li>Tech Plan should provide evidence of securing the resources needed to make effective use of the discounted services </li></ul></ul><ul><ul><li>Tech Plan should include an evaluation process to monitor progress toward established goals </li></ul></ul><ul><ul><li>Tech Plan Approver listed on Form 486 must be SLD certified </li></ul></ul>
  15. 15. Form 470 <ul><li>Form 470 </li></ul><ul><ul><li>Opens a competitive bidding process </li></ul></ul><ul><ul><li>Applicant responsible for ensuring an open, fair process and selecting the most cost-effective provider of the desired services </li></ul></ul><ul><ul><li>Must wait 28 days after POSTING of Form 470 to select service provider, sign contract/agreement, and sign and submit Form 471 </li></ul></ul><ul><ul><li>Service providers who will participate in the bidding process cannot complete Form 470 </li></ul></ul><ul><ul><li>Can be filed once for multi-year contracts, but 470 and RFP must indicate intent to sign multi-year contract </li></ul></ul><ul><ul><li>Make RFP available or list specific service/function and quantity/capacity </li></ul></ul>
  16. 16. Form 470 <ul><li>Competitive Bidding </li></ul><ul><ul><li>Request for Proposal (RFP) </li></ul></ul><ul><ul><ul><li>Not required, but a good idea </li></ul></ul></ul><ul><ul><ul><li>Describes your project scope, location, other requirements in detail </li></ul></ul></ul><ul><ul><li>Competition </li></ul></ul><ul><ul><ul><li>Goal is to have as many bidders as possible </li></ul></ul></ul><ul><ul><ul><li>Promotes better service and lower prices </li></ul></ul></ul><ul><ul><li>Fair and open process </li></ul></ul><ul><ul><ul><li>All bidders treated the same, no advance knowledge of RFP information </li></ul></ul></ul><ul><ul><ul><li>No secrets in the process, all bidders know what is required of them </li></ul></ul></ul>
  17. 17. Form 470 <ul><li>Points to Remember: </li></ul><ul><ul><li>Competitive bidding process must be open and fair </li></ul></ul><ul><ul><li>List services sought in correct category of service (Form 471 must match) </li></ul></ul><ul><ul><li>Retain worksheets, bid evaluation criteria, winning AND LOSING bids </li></ul></ul><ul><ul><li>Form 470 must be certified by close of Form 471 application filing window </li></ul></ul><ul><ul><li>Filing online speeds processing and reduces errors </li></ul></ul>
  18. 18. Form 470 <ul><li>Form 470 Receipt Notification Letter (RNL) </li></ul><ul><ul><li>Cover page of important reminders and deadlines </li></ul></ul><ul><ul><li>Notifies applicant that Form 470 has been posted to the SLD web site </li></ul></ul><ul><ul><li>System will generate RNL for Forms 470 filed online after form is submitted but before it is certified </li></ul></ul><ul><ul><ul><li>Form MUST be certified before close of Form 471 application filing window </li></ul></ul></ul><ul><ul><li>Contains Allowable Vendor Selection / Contract Award Date </li></ul></ul>
  19. 19. Form 471 <ul><li>Form 471 </li></ul><ul><ul><li>Provides specific information on services, service providers selected, and contracts and/or agreements </li></ul></ul><ul><ul><li>Provides discount calculation information </li></ul></ul><ul><ul><li>Must be filed for each funding year </li></ul></ul><ul><ul><li>Applicant certifies compliance with rules, which include securing access to resources to make effective use of discounts </li></ul></ul><ul><ul><li>Must be postmarked on or before the last day of the Form 471 application filing window </li></ul></ul>
  20. 20. Form 471 <ul><li>Points to Remember: </li></ul><ul><ul><li>WAIT AT LEAST 28 DAYS from the posting of the Form 470 before </li></ul></ul><ul><ul><ul><li>selecting a service provider </li></ul></ul></ul><ul><ul><ul><li>executing a contract or agreement </li></ul></ul></ul><ul><ul><ul><li>signing and submitting Form 471 </li></ul></ul></ul><ul><ul><li>File separate Forms 471 for Priority 1 and Priority 2 services </li></ul></ul><ul><ul><li>Remove ineligible costs and document or estimate eligible costs carefully (30% Rule) </li></ul></ul><ul><ul><li>Filing online speeds processing and reduces errors </li></ul></ul>
  21. 21. Form 471 <ul><li>Obligation to Pay Non-discount Share </li></ul><ul><ul><li>Applicants are required to pay their share of the cost (the “non-discount” portion or share) — cannot be donated, forgiven or ignored </li></ul></ul><ul><ul><li>Service providers cannot waive or credit the applicant’s share </li></ul></ul><ul><ul><ul><li>Offers to reduce price must be incorporated into the “total pre-discount amount” </li></ul></ul></ul><ul><ul><li>Service provider must bill the applicant for non-discount share of services </li></ul></ul>
  22. 22. Form 471 <ul><li>Form 471 Receipt Acknowledgment Letter (RAL) </li></ul><ul><ul><li>Cover page of important reminders and deadlines </li></ul></ul><ul><ul><li>Provides confirmation of certain information entered from Form 471 </li></ul></ul><ul><ul><ul><li>Data entry errors may be corrected by submitting a copy of the RAL with the specific errors lined out and the correct information supplied — three-week deadline </li></ul></ul></ul><ul><ul><ul><li>Funding request reductions may also be submitted before funding commitment </li></ul></ul></ul>
  23. 23. Application Review <ul><li>Review of Applications </li></ul><ul><ul><li>Review by PIA, which may include: </li></ul></ul><ul><ul><ul><li>Competitive bidding process </li></ul></ul></ul><ul><ul><ul><li>Contracts and agreements </li></ul></ul></ul><ul><ul><ul><li>Discount calculation </li></ul></ul></ul><ul><ul><ul><li>Sufficient budget </li></ul></ul></ul><ul><ul><ul><li>Establishing Form 470 </li></ul></ul></ul><ul><ul><ul><li>Technology Plan </li></ul></ul></ul>
  24. 24. Funding Commitments <ul><li>Points to Remember: </li></ul><ul><ul><li>Provide information requested by reviewers (PIA) promptly </li></ul></ul><ul><ul><ul><li>If desirable, work with your state coordinator to comply with information requests </li></ul></ul></ul><ul><ul><ul><li>Ask for more time if you need it </li></ul></ul></ul><ul><ul><li>Retain documentation </li></ul></ul><ul><ul><ul><li>Review Request for Selective Review Information fax to understand what information might be requested </li></ul></ul></ul>
  25. 25. Funding Commitments <ul><li>Funding Commitment Decision Letter </li></ul><ul><ul><li>Cover page of important reminders and deadlines </li></ul></ul><ul><ul><li>FCDL reports status of individual funding requests: </li></ul></ul><ul><ul><ul><li>Funded </li></ul></ul></ul><ul><ul><ul><li>Not Funded </li></ul></ul></ul><ul><ul><ul><li>As Yet Unfunded (Internal Connections) </li></ul></ul></ul><ul><ul><ul><li>Canceled </li></ul></ul></ul><ul><ul><li>May receive more than one FCDL </li></ul></ul>
  26. 26. Funding Commitments <ul><li>Points to Remember: </li></ul><ul><ul><li>Check all entries on the FCDL carefully to make sure there are no data entry errors </li></ul></ul><ul><ul><li>Review the FCDL and the SLD web site for information on requesting SPIN changes and service substitutions, if necessary </li></ul></ul><ul><ul><li>Use the information on the FCDL to prepare the Form 486 </li></ul></ul>
  27. 27. Funding Commitments <ul><li>Commitments vs. Disbursements </li></ul><ul><ul><li>$2.25 billion cap is on disbursements </li></ul></ul><ul><ul><li>SLD can commit more than $2.25 billion in a given Funding Year, because commitments have historically exceeded disbursements </li></ul></ul>
  28. 28. Form 486 <ul><li>Form 486 </li></ul><ul><ul><li>Notification that services have started and the SLD can pay invoices </li></ul></ul><ul><ul><li>Certifies that Tech Plan (if required) has been approved </li></ul></ul><ul><ul><li>Certifies status under Children’s Internet Protection Act (CIPA) </li></ul></ul><ul><ul><ul><li>Lead members of consortia may be required to collect CIPA certifications from consortium members on a separate form (Form 479) </li></ul></ul></ul>
  29. 29. Form 486 <ul><li>Points to Remember: </li></ul><ul><ul><li>Tech Plan must be approved by an SLD-certified Tech Plan Approver (list available on SLD web site) </li></ul></ul><ul><ul><li>CIPA certification(s) must be consistent with those filed in previous years </li></ul></ul><ul><ul><li>Filing online speeds processing and reduces errors </li></ul></ul>
  30. 30. Form 486 <ul><li>Form 486 Deadline </li></ul><ul><li>Form 486 must be postmarked no later than </li></ul><ul><ul><li>120 days after the Service Start Date featured on the Form 486 OR </li></ul></ul><ul><ul><li>120 days after the date of the Funding Commitment Decision Letter </li></ul></ul><ul><li>whichever is later </li></ul><ul><li>If Form 486 is postmarked later than the above deadline, the date 120 days before the Form 486 postmark date will become the start date for discounted services and funding may be reduced </li></ul>
  31. 31. Form 486 <ul><li>Form 486 Notification Letter </li></ul><ul><ul><li>Cover page of important reminders and deadlines </li></ul></ul><ul><ul><li>Provides confirmation that a Form 486 has been successfully data entered </li></ul></ul><ul><ul><li>Copies sent to both applicant and service provider </li></ul></ul>
  32. 32. Invoices <ul><li>Invoices — Form 472 or Form 474 </li></ul><ul><ul><li>BEAR (Billed Entity Applicant Reimbursement) Form 472 filed by the applicant and certified by the service provider after the applicant receives services and pays for the services in full </li></ul></ul><ul><ul><li>OR </li></ul></ul><ul><ul><li>SPI (Service Provider Invoice) Form 474 filed by service provider after providing services and billing applicant for its non-discount share </li></ul></ul>
  33. 33. Invoices <ul><li>Points to Remember: </li></ul><ul><ul><li>Invoices cannot be used to request SPIN changes or service substitutions </li></ul></ul><ul><ul><li>Invoices are reviewed for program compliance – respond promptly to requests for information </li></ul></ul><ul><ul><li>Service providers have 20 days after RECEIPT of a check from SLD to reimburse the applicant </li></ul></ul>
  34. 34. Invoices <ul><li>Invoice Deadline </li></ul><ul><li>Invoices must be postmarked no later than </li></ul><ul><ul><li>120 days after the last date to receive service OR </li></ul></ul><ul><ul><li>120 days after the date of the Form 486 Notification Letter </li></ul></ul><ul><li>whichever is later </li></ul><ul><li>If Form 486 is postmarked later than the above deadline, payment will be denied </li></ul><ul><li>Extensions of invoice deadlines may be requested under certain conditions </li></ul>
  35. 35. Invoices <ul><li>BEAR Notification Letter </li></ul><ul><ul><li>Cover page of important reminders and deadlines </li></ul></ul><ul><ul><li>Provides confirmation that a Form 472 (BEAR) has been successfully data entered </li></ul></ul><ul><ul><li>Copies sent to both applicant and service provider </li></ul></ul><ul><ul><li>Indicates what amounts are being paid and reason for reductions/denials </li></ul></ul>
  36. 36. Document Retention <ul><li>In general, documents must be retained for five years </li></ul><ul><li>Examples of documents that must be retained: </li></ul><ul><ul><li>Worksheets </li></ul></ul><ul><ul><li>Bid evaluation sheets </li></ul></ul><ul><ul><li>Winning and losing bids </li></ul></ul><ul><ul><li>Contracts and agreements </li></ul></ul><ul><ul><li>Invoices sent to SLD </li></ul></ul><ul><ul><li>Service provider bills sent to customer </li></ul></ul>
  37. 37. Appeals <ul><li>Decisions of the SLD can be appealed to the SLD or to the FCC </li></ul><ul><ul><li>Generally, appeal first to the SLD </li></ul></ul><ul><ul><li>Can appeal to the FCC if SLD does not grant the appeal </li></ul></ul><ul><li>Can be filed electronically or on paper </li></ul><ul><li>Must be postmarked within 60 days of the SLD decision </li></ul><ul><li>See Appeals Procedure in Reference Area for specific guidance </li></ul><ul><li>Requests for waivers of rules must be filed with the FCC </li></ul>
  38. 38. Questions Contact Ken Thompson 601-359-1722 [email_address]