E-Rate TrainingE-Rate Trainingfor TASBO Membersfor TASBO Members

October 8, 2008October 8, 2008

Presented byPresented by

Susan SullivanSusan Sullivan

Director of Technology/MediaDirector of Technology/Media

E-Rate, What is it?E-Rate, What is it?

A federal program that provides equal A federal program that provides equal access connectivity to global resources access connectivity to global resources for schools and librariesfor schools and libraries

Approximately $2.25 billion each yearApproximately $2.25 billion each year Provides 20-90% discounts on Provides 20-90% discounts on

telecommunications services, Internet telecommunications services, Internet access, and internal connectionsaccess, and internal connections

How do they determine my How do they determine my discount?discount?

Based on the number of students who Based on the number of students who qualifyqualify for the free or reduced lunch for the free or reduced lunch programprogram

In Region 9, we typically use the In Region 9, we typically use the PEIMS data reports that are finalized PEIMS data reports that are finalized in Octoberin October

This student data is reported on the This student data is reported on the Form 471 – the 2Form 471 – the 2ndnd form you complete form you complete

PEIMS Data must be PEIMS Data must be accurateaccurate

As we review the PEIMS data versus As we review the PEIMS data versus the Worksheet A from the Form 471, the Worksheet A from the Form 471, we sometimes ask, Where did these we sometimes ask, Where did these number come from?number come from?

Please make certain the person Please make certain the person completing the Form 471 completing the Form 471 understands the PEIMS reports well understands the PEIMS reports well enough to know what to look for.enough to know what to look for.

Priority 1 vs. Priority 2Priority 1 vs. Priority 2 Priority 1 services are all Priority 1 services are all

telecommunications services and telecommunications services and Internet accessInternet access

All Priority 1 requests are funded – IF All Priority 1 requests are funded – IF THE PAPERWORK IS SUBMITTED THE PAPERWORK IS SUBMITTED ACCURATELY AND ON TIMEACCURATELY AND ON TIME

Priority 2 services are for maintenance Priority 2 services are for maintenance and internal connectionsand internal connections

Priority 2 requests are funded to the Priority 2 requests are funded to the “poorest” schools first “poorest” schools first

2-in-5 Rule2-in-5 Rule

Each entity can receive Internal Each entity can receive Internal Connections only 2 out of every 5 yearsConnections only 2 out of every 5 years

Started in FY 2005Started in FY 2005 FY 2007 was the first year where entities FY 2007 was the first year where entities

were ineligible for Internal Connections were ineligible for Internal Connections based on this rulebased on this rule

Created to ensure that the same entities Created to ensure that the same entities did not receive Internal Connections did not receive Internal Connections funding year after yearfunding year after year

ePlan, What is it?ePlan, What is it?

It is an electronic resource that It is an electronic resource that assists districts in preparing and assists districts in preparing and submitting their technology plansubmitting their technology plan

School districts in Texas who seek School districts in Texas who seek technology plan approval must technology plan approval must submit their technology plan through submit their technology plan through the Texas e-Plan system.the Texas e-Plan system.

Technology Plans are Technology Plans are ImportantImportant

MUST be written before submitting MUST be written before submitting the Form 470the Form 470

The Texas e-Plan System is an The Texas e-Plan System is an excellent resource to use to show excellent resource to use to show that technology plans were written that technology plans were written before submitting the Form 470 before submitting the Form 470 because there is a date stamp on because there is a date stamp on these plans.these plans.

Common Mistakes on Common Mistakes on Technology PlansTechnology Plans

When working on your technology plan, When working on your technology plan, please ensure that at least 25% of Title please ensure that at least 25% of Title II Part D funds are dedicated to Staff II Part D funds are dedicated to Staff Development as reflected in the Budget Development as reflected in the Budget Detail portion of the technology plan.Detail portion of the technology plan. This is a NCLB requirement.This is a NCLB requirement. Remember, not everyone is as good at Remember, not everyone is as good at

math as you are.math as you are.

Technology Plans ContinuedTechnology Plans Continued

The number of students enrolled The number of students enrolled times the estimated annual times the estimated annual technology allotment is technology allotment is notnot what is what is budgeted on your technology plan.budgeted on your technology plan. Again, not everyone is as good at math Again, not everyone is as good at math

as you are.as you are.

Technology Plans ContinuedTechnology Plans Continued In the budget portion of the In the budget portion of the

technology plan, your district must technology plan, your district must indicate the fund(s) designated to pay indicate the fund(s) designated to pay for the item(s) for the item(s)

If more than one fund is designated, If more than one fund is designated, the percentages must be indicatedthe percentages must be indicated

When reviewing plans, we see things When reviewing plans, we see things like 67% Tech Allotment, 20% local like 67% Tech Allotment, 20% local funds, 11% Title II Part D. Do the math funds, 11% Title II Part D. Do the math – this does not add up to 100%.– this does not add up to 100%.

Application ProcessApplication Process Create Technology PlanCreate Technology Plan File Form 470File Form 470 Wait a minimum of 28 daysWait a minimum of 28 days File Form 471File Form 471 Wait, wait, wait, and wait some more until Wait, wait, wait, and wait some more until

you receive a FCDL (Funding Commitment you receive a FCDL (Funding Commitment Decision Letter)Decision Letter)

File Form 486File Form 486 Wait until after June 30Wait until after June 30thth to file Forms 472 to file Forms 472

(BEAR Forms)(BEAR Forms)

Be Careful….Be Careful….

When completing Block 6 on E-Rate When completing Block 6 on E-Rate Form 471, you may not ever be Form 471, you may not ever be consulted on the amount placed in the consulted on the amount placed in the box labeled “Total budgeted amount box labeled “Total budgeted amount allocated to resources not eligible for E-allocated to resources not eligible for E-Rate support”.Rate support”. This amount becomes very important if you This amount becomes very important if you

ever go through an E-Rate audit. ever go through an E-Rate audit. This amount should match your technology This amount should match your technology

plan.plan.

Be careful…Be careful…

The person completing the E-Rate The person completing the E-Rate application asks for the “highest bill application asks for the “highest bill received”, and they are given the received”, and they are given the amount after E-Rate discounts have amount after E-Rate discounts have been applied.been applied. E-Rate will only fund what you request.E-Rate will only fund what you request. Can only allow for about a 10% increase Can only allow for about a 10% increase

on your bills.on your bills.

Program ComplianceProgram Compliance BudgetBudget

Can you pay your share?Can you pay your share? Do you have this documented in your school’s Do you have this documented in your school’s

budget?budget? Competitive BiddingCompetitive Bidding

Award contract (signed by both parties) after the Award contract (signed by both parties) after the 28-day period28-day period

Able to demonstrate fair and open processAble to demonstrate fair and open process Properly documented evaluation process (matrix)Properly documented evaluation process (matrix) E-Rate regulations require that E-Rate regulations require that priceprice be weighted be weighted

the highestthe highest

ContractsContracts

Tariffed services provided under Tariffed services provided under contract are contracted servicescontract are contracted services

Month-to-month and tariffed services Month-to-month and tariffed services do not need contractsdo not need contracts

Internal connections and Basic Internal connections and Basic Maintenance of Internal Connections Maintenance of Internal Connections are contracted servicesare contracted services

New this year…New this year…

If Region 9 ESC is your ISP, we are If Region 9 ESC is your ISP, we are required by the E-Rate folks to required by the E-Rate folks to apportion out a percentage of our apportion out a percentage of our charges for distance learning charges for distance learning services we provide.services we provide.

DocumentDocument

Document, document, documentDocument, document, document

PLEASE keep good recordsPLEASE keep good records

PLEASE utilize a Bid Assessment PLEASE utilize a Bid Assessment WorksheetWorksheet

If you are ever audited:If you are ever audited:

They will ask to see a copy of your bills. They will ask to see a copy of your bills. Please make certain you are maintaining the Please make certain you are maintaining the entire bill, not just the summary pageentire bill, not just the summary page

They will ask to see proof of payment. This They will ask to see proof of payment. This is typically documented by cancelled checks.is typically documented by cancelled checks.

They will ask to see a receipt of deposits for They will ask to see a receipt of deposits for all E-Rate reimbursements received.all E-Rate reimbursements received.

They will ask to see inventory records They will ask to see inventory records showing the location of any item purchased showing the location of any item purchased with E-Rate money.with E-Rate money.

Good practices include….Good practices include….

Checking to see if the percentage the Checking to see if the percentage the vendor is discounting your bill vendor is discounting your bill matches your E-Rate application.matches your E-Rate application.

If not funded until August or If not funded until August or September, checking to see if the September, checking to see if the vendor is giving you the correct vendor is giving you the correct amount of credit on your bill.amount of credit on your bill.

Good practices include…Good practices include…

Not ignoring the Quarterly Payment Not ignoring the Quarterly Payment Authorization ReportAuthorization Report This report was developed to assist you in This report was developed to assist you in

letting you know which vendor(s) have letting you know which vendor(s) have made claims to E-Rate on your behalfmade claims to E-Rate on your behalf

If a vendor’s name shows up that you have If a vendor’s name shows up that you have not done business with, please contact the not done business with, please contact the E-Rate folks at 1-888-203-8100.E-Rate folks at 1-888-203-8100.

Good practices include…Good practices include…

Helping the person who is completing Helping the person who is completing the Form 471 to file everything within the Form 471 to file everything within the “window”the “window” This includes making certain they wait 28 This includes making certain they wait 28

days before awarding any contracts.days before awarding any contracts. This also includes checking to make This also includes checking to make

certain they have submitted attachments certain they have submitted attachments and certification forms before the window and certification forms before the window closes.closes.

Any questions?Any questions?

My contact information:My contact information:

Susan SullivanSusan Sullivan

Work: 940-322-6928Work: 940-322-6928