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E-rate – What is it? Presented by: Joe Melloy April 19, 2007 E-rate – What is it? Presented by: Joe Melloy April 19, 2007

My Background Joseph P. Melloy, Sr. n 33 years with IBM n Technical marketing, My Background Joseph P. Melloy, Sr. n 33 years with IBM n Technical marketing, systems engineering, management Higher Education Technology Consultant n 1981 -1993 President, Technology Planning Group, Inc n 1993 to the present n Higher education clients – Mid-Atlantic area n n Delaware, Virginia, Maryland, Pennsylvania, New Jersey K-12 clients – Pennsylvania and Delaware n Recent activities: Vision 2015 Working Group n n Technology plans – charter schools E-Rate expertise – Pennsylvania and Delaware 2

Contact Information n n joemelloy@comcast. net Cell 302 -547 -8517 3 Contact Information n n [email protected] net Cell 302 -547 -8517 3

Agenda n n n n Background of the E-Rate What products and services are Agenda n n n n Background of the E-Rate What products and services are eligible for discounts? How is the discount determined? When is the next E-Rate process “Year”? What is the process? HOW HAS DELAWARE DONE IN ACQUIRING E-RATE FUNDS? What is my school or district’s plan to secure E-Rate funding for educational technology? 4

What is E-rate? n n n Telecommunications Act of 1996 established “Universal Service Discount What is E-rate? n n n Telecommunications Act of 1996 established “Universal Service Discount Program for Schools and Libraries” Annual $2. 25 billion program Provides 20 -90% discounts on telecommunications services, Internet access, and internal connections Fund made up from charges on your phone bills Most public libraries, public and private K-12 schools, including charters and vo-techs are eligible 5

How Has Delaware Done? n. Over ten years of the E-Rate program…. . 6 How Has Delaware Done? n. Over ten years of the E-Rate program…. . 6

The Answer: n. NOT WELL! 7 The Answer: n. NOT WELL! 7

Last Place Among Fifty States for Each of the Ten Years of the Program Last Place Among Fifty States for Each of the Ten Years of the Program n n Source: Article: “E-Rate Discount Totals Over 10 Years’ n Source www. nctet. org Total of Ten years of Discounts: n n Delaware $11, 044, 978. Similar population states: New Hampshire $15, 875, 210 n South Dakota $42, 258, 467. n Rhode Island $58, 958, 867. n North Dakota $32, 628, 670 n 8

DE Comparison to Nearby States n n n NORMALIZE 10 years of data to DE Comparison to Nearby States n n n NORMALIZE 10 years of data to $ PER STUDENT / PER YEAR COMPARISON State E-Rate $ #Students $ / Student/ Yr MD $152 mm 865, 561 $17. 54 PA $629 mm 1, 828, 089 $34. 42 NJ $436 mm 1, 393, 347 $31. 28 DE $11 mm 116, 342 $ 9. 50 9

New DE E-Rate Strategy Needed n n n First, Let’s Talk About the Details New DE E-Rate Strategy Needed n n n First, Let’s Talk About the Details of the E-Rate……… Strategy will evolve by the end of this presentation after we look at THE PROCESS……. . 10

Who Administers E-rate? * n FCC n n USAC n n Created program and Who Administers E-rate? * n FCC n n USAC n n Created program and its rules Universal Services Administrative Company Created by FCC to run E-rate and other universal service programs Pays invoices SLD n n n Schools and Libraries Division Entity within USAC that runs E-rate Makes no policy decisions 11

E-Rate Funds n Who contributes the funds that are set aside to fund technology E-Rate Funds n Who contributes the funds that are set aside to fund technology for schools in schools and libraries? 12

The Answer: n. We all do! n. When we pay our telephone bills…. n. The Answer: n. We all do! n. When we pay our telephone bills…. n. Universal Access Charge 13

Public Service Commision Report n n Delaware PSC, FCC hearing, June 14, 2005 “Delaware Public Service Commision Report n n Delaware PSC, FCC hearing, June 14, 2005 “Delaware end-users pay 10. 2% surcharge on their telephone bills”. “In 2005, Delawareans will pay $21 million in this surcharge and will receive back only $685, 000 in federal E-Rate funds. Something must be done to limit the size of this fund. ” Source: n n Bruce Burcat, Executive Director Delaware Public Service Commission 14

How are they distributed? 1. 2. 3. 4. WE APPLY FOR THEM. OUR APPLICATIONS How are they distributed? 1. 2. 3. 4. WE APPLY FOR THEM. OUR APPLICATIONS ARE APPROVED, BASED ON THE FACTS WE PROVIDE. THE DISCOUNTS ARE DETERMINED BY THE ADMINISTRATIVE ENTITY IN WASHINGTON – USAC. THE APPROVED SERVICES ARE PROVIDED AT THE DISCOUNTED RATE. 15

Why Are We Talking About ERate? n DE schools and libraries can apply alongside Why Are We Talking About ERate? n DE schools and libraries can apply alongside 30, 000 other schools and libraries in U. S You want to make sure you know how to complete forms, etc. , so you can get the funding you’re entitled to. n Work with a qualified consultant and/or utilize in-house staff to insure accuracy and legitimacy of all requests. n 16

Fair Warning! n n n E-rate is not an easy process Only for the Fair Warning! n n n E-rate is not an easy process Only for the strong willed and determined Long process, a lot of paperwork, some frustration Patience is needed, in addition to diligence in reading correspondence Rewards can be great Never try to cheat the program 17

Resources to Remember* n n SLD web site: www. sl. universalservice. org SLD CSB: Resources to Remember* n n SLD web site: www. sl. universalservice. org SLD CSB: 888 -203 -8100 Or Google search “SLC E-Rate” Other state E-Rate websites 18

Applicants n n n Must use E-rate Entity Number in order to participate n Applicants n n n Must use E-rate Entity Number in order to participate n One for every building in your district or library n All applicants already have unless it’s a new building Must have FCC Registration Number (FCCRN)* n Just for billed entity n All applicants should have obtained in Yr 7 Must have NCES code (schools) or FSCS (libraries) n Listed on PA E-rate website under Helpful Documents n Leave blank if none exists 19

Service Providers* n Must obtain Service Provider Identification Number in order to participate (9 Service Providers* n Must obtain Service Provider Identification Number in order to participate (9 digit #) n n n Not required to pay into Fund to get SPIN n n n Info on SLD web site under Vendor Area Service Provider/SPIN Search on SLD web site Only telecom carriers must pay Only sign contracts with providers that have SPIN Providers should update contact info on Form 498, Block 11 20

Funding Priorities n n Needed - demand exceeds cap of $2. 25 billion Priority Funding Priorities n n Needed - demand exceeds cap of $2. 25 billion Priority One: Telecommunications and Internet Access n n All approved-inside the window-likely to be funded Priority Two: Internal Connections & Basic Maintenance of IC n Funds go first to neediest applicants (90% discount level), then to others in order of discount until funds are exhausted n n n n Year 1 -- funded to 70% Year 2 – all approved applications funded Year 3 – down to 82% Year 4 – down to 87% Year 5 – down to 81% Year 6 – down to 70% - significant rollover funds Year 7 – down to 81% Year 8, 9, 10 – approximately 86% 21

Funding Priorities n What does this mean? Always apply for all telecommunications services and Funding Priorities n What does this mean? Always apply for all telecommunications services and Internet access – you’ll get those discounts. n Make judgement call on internal connections depending on discount level and time available to complete application n 22

Exactly what services ARE and are NOT eligible? Current and Future Services You Use Exactly what services ARE and are NOT eligible? Current and Future Services You Use or Plan to Use

Eligible Telecom Services n n n MUST be provided by regulated telecommunications carrier Inclu Eligible Telecom Services n n n MUST be provided by regulated telecommunications carrier Inclu ding Basic Telecom Services mos and t tax surc n Local, long distance & voice mail es harg es! Advanced Telecom Services n n n T-1, ATM, Frame Relay, ISDN, lit fiber, etc. Satellite services and leased dishes Voice over IP (Internet Protocol) n ADDED IN 2007! 24

E-Rate Discount Checklist n Source: n www. universalservice. org/ n “Eligible Services List” n E-Rate Discount Checklist n Source: n www. universalservice. org/ n “Eligible Services List” n n Note page number in first column IMPORTANT: “Check conditions of Eligibility of each service or product” n Can be done at school, district or consortium level. 25

Eligible Telecom Services, cont. n n n Wireless Services n Cellular service – all Eligible Telecom Services, cont. n n n Wireless Services n Cellular service – all staff eligible n Paging service Calling cards n Not pre-paid cards Centrex, custom calling features Installation fees OK Can be installed before funding year begins so services are ready by July 1 26

Ineligible Telecom Services n n n 900 Calls Payphones Cost of not-publishing phone numbers Ineligible Telecom Services n n n 900 Calls Payphones Cost of not-publishing phone numbers Cost of additional directory listings End user equipment (phones, beepers, cell phones, fax machines, etc. ) 27

Eligible-Tariffed Services/MTM* n Services that are purchased mainly from a phone company, such as Eligible-Tariffed Services/MTM* n Services that are purchased mainly from a phone company, such as T 1 OR n n n Monthly services such as cell or Internet Access For which no contract is signed Must competitively bid every year, regardless of competition in your area for those services 28

Fiber Networks* n n Dark Fiber (unlit) is not eligible Lit Fiber is eligible Fiber Networks* n n Dark Fiber (unlit) is not eligible Lit Fiber is eligible … IF Modulating electronics are bundled with the lease cost of the fiber n Applicant will never own fiber n Applicant cost allocates any lease of fiber that isn’t being used in that funding year. n 29

Internet Access n Eligible: n n n Subscription fee to ISP E-mail Firewall fees Internet Access n Eligible: n n n Subscription fee to ISP E-mail Firewall fees Webhosting Internet bandwidth n Ineligible: n n n Filtering Any remote access outside school property to internet Blackberry services presumed ineligible 30

On-premise, Priority 1 Equipment* n n Permitted if bundled from telco or ISP Must On-premise, Priority 1 Equipment* n n Permitted if bundled from telco or ISP Must certify: No applicant ownership – ever n No exclusive use n LAN functions without use of equipment n Service provider maintains equipment n n Not applicant 31

Eligible Internal Connections n System operating n Network and n n n phone wiring Eligible Internal Connections n System operating n Network and n n n phone wiring Routers Switches Hubs Network servers Video codecs n n n software Wireless Access Points Private branch exchange (PBXs) Firewalls Anything needed for transport – not end user devices Installation of eligible internal connections “Basic” Maintenance contracts on eligible internal connections n basic maintenance 32

Ineligible Internal Connections n n n Personal computers FAX machines Asbestos removal Cameras Electrical Ineligible Internal Connections n n n Personal computers FAX machines Asbestos removal Cameras Electrical wiring Teacher training n Network management s/w n Routers used for remote n n n access Curriculum software Phones, beepers Owned WANs Salaries of SD staff to install or maintain network or components Any equipment used for remote access to network or Internet 33

Gotcha! Words to Never Use with SLC n n 2 -way Radios/walkietalkie (direct connect Gotcha! Words to Never Use with SLC n n 2 -way Radios/walkietalkie (direct connect OK as a cell service) Filtering Network monitoring Directory advertising/listings n n n n Cellular phones Management Redundancy Helpdesk 24 hour technical support Insurance policies Remote access 34

Application process at a Glance* 35 Application process at a Glance* 35

UPCOMING: Year 11 - Details n n For services rendered 7/1/2008 6/30/2009 Application process UPCOMING: Year 11 - Details n n For services rendered 7/1/2008 6/30/2009 Application process begins Nov. , 2007 Five months away…. . ninety day exercise. n Write tech plan now n Review Form 470 requirements n File 471 when window opens (normally beginning of November) n n n Window will close first week in February, 2008 Must be inside window to be funded for 08 -09 36

You Must Have a Technology Plan!* n Five SLC technology plan criteria H H You Must Have a Technology Plan!* n Five SLC technology plan criteria H H H n n Goals and Strategies for using technology Needs Assessment Professional Development Budget – including sources of funding Evaluation Must align with 470 request for services Must be “written” before 470 is filed Must cover full 12 months of NEXT funding year Plan must be approved by DCET (Denise Allen) 37

Technology Plans, cont. n n “Vendors” cannot write or approve technology plans No tech Technology Plans, cont. n n “Vendors” cannot write or approve technology plans No tech plan required for basic phone service or long distance (includes cell and voice mail) n n n Be sure to include dates of tech plan! Get approval letter by July 1 n n Centrex is not basic phone service then Print/Maintain Approval Letter Tech plans approved for no more than 3 years Certify on 486 who approved plan Can amend technology plan if yours is not specific enough 38

Competitive Bidding n Everyone must do it n n n Even if no competition Competitive Bidding n Everyone must do it n n n Even if no competition in your area Even if bidding under state law Must be done when signing any new contracts Must be done each year for all tariffed/MTM services Bidding on web site does not exempt you from bidding under state law n n Can be done simultaneously Only exception is if someone bid it for you 39

Choosing the Winning Bid n n Applicant must to pick “most cost-effective bid” Cost Choosing the Winning Bid n n Applicant must to pick “most cost-effective bid” Cost doesn’t have to be only factor, but must be most heavily weighted factor n n For example, if you have 3 bid evaluation criteria, price must be at least 34% of total weight. Examples of other specified factors: n n n Prior experience Personnel qualifications Technical excellence Management capability Cost of switching providers Etc. 40

Signing E-rate Contracts* n n Signing Contracts/Selecting Provider must be done before you submit Signing E-rate Contracts* n n Signing Contracts/Selecting Provider must be done before you submit 471 Be careful not to make any decisions, sign anything or file any forms during 28 day waiting period. Contracts must be signed and dated by both parties Must sign contracts unless tariff or MTM service n If selecting PEPPM, no contract needed, but you must be able to explain why you chose reseller A over reseller B 41

Signing E-rate Contracts* n List contract extensions and contract expiration dates n n n Signing E-rate Contracts* n List contract extensions and contract expiration dates n n n These also must be listed in RFP or 470, Item 7 b Include non-E-rate funding out clauses Separate internal connections/wiring portions of contracts for highest discount schools 42

What is My Discount? * n Two criteria make up discount: Poverty level - What is My Discount? * n Two criteria make up discount: Poverty level - Federal School Lunches n Location -rural classification n 43

Discount Matrix for Single School* % of Students Eligible for School Lunch Program Discounts Discount Matrix for Single School* % of Students Eligible for School Lunch Program Discounts 44

Alternative Measures to NSLP Data* n n Goal: Discounts based on true eligibility – Alternative Measures to NSLP Data* n n Goal: Discounts based on true eligibility – not participation. 2 Ways to do this n Take existing participation data and add to it Using sibling match n Using existing family income data n n Conduct family income survey Must survey 100% of families. If 50% response rate, then OK to extrapolate the rest n Maintain complete records n Sample survey available* 45 n Valid for 2 years n

Discount Calculations by Entity* n n n Schools: Use straight matrix discount Districts: Use Discount Calculations by Entity* n n n Schools: Use straight matrix discount Districts: Use weighted average of schools’ individual discounts Library: Use the total number of students eligible for NSLP in the school district in which the library is located divided by the total number of students in that school district, then use matrix discount Library System: Uses simple average of member libraries’ discounts Consortium: Uses simple average of members’ discounts 46

If You Are an Individual School* Always uses straight matrix discount for single schools. If You Are an Individual School* Always uses straight matrix discount for single schools. 47

If You Are a School District* District discounts are based on weighted average discounts, If You Are a School District* District discounts are based on weighted average discounts, based on individual school discounts. 48

If You are a Library Outlet/Branch or Library System* 49 If You are a Library Outlet/Branch or Library System* 49

If You Are a Consortium* 50 If You Are a Consortium* 50

Paying Non-Discounted Portion n If your discount is 65%, you MUST have the ability Paying Non-Discounted Portion n If your discount is 65%, you MUST have the ability to pay the remaining 35% n n Must have the nondiscounted portion in budget Many vendors will say they can get a “grant” for this amount – NOT PERMITTED 51

How do YOU get E-rate $? n Two choices n n n Discounts on How do YOU get E-rate $? n Two choices n n n Discounts on bills OR Reimbursement process Must select one or the other for entire year Try to determine choice in contract or prior to choosing service provider If you want discounted bills, call provider as soon as you are funded 52

Document Retention* n n Rules now require all applicants to retain ALL E-rate and Document Retention* n n Rules now require all applicants to retain ALL E-rate and related documents for 5 years from last day of service in a particular funding year If auditor visits in 4 years, and documents are missing, it will be the basis to recover all funding from that funding year 53

Documents to Retain* n n n Tech plan and approval letter Consultant agreements RFP Documents to Retain* n n n Tech plan and approval letter Consultant agreements RFP and proof of publication date All vendor correspondence Winning and losing bids Professional development records n n n n n Contracts signed by both parties NSLP documentation Budgets Purchase orders Packing slips Asset or inventory records Installation records Invoices Proof of payment to SLD 54

Transfer of Equipment* n n n E-rate funded equipment must remain at approved site Transfer of Equipment* n n n E-rate funded equipment must remain at approved site for 3 full years after installation After which it may be moved to another eligible location, providing documentation is retained describing transfer If school or library closes, equipment may be moved to another entity, regardless of discount n n Must send letter to SLD outlining closing of school and transfer of equipment Must keep documentation regarding transfer for 5 years 55

E-rate Consultants n n Not a bad idea if you have complex application Be E-rate Consultants n n Not a bad idea if you have complex application Be certain that the consultant: n n n n Provides training Is in constant communication with you Provides you with copies of all forms Provides you with periodic updates on your applications Does not sign your forms Does not have any relationships with vendors Sign Letter of Agency 56

E-Rate Consultants n n n Unique skill and experience required Best to work with E-Rate Consultants n n n Unique skill and experience required Best to work with the school or district Cost of Consultant? Depends: Fixed Price Contract n Pay by the hour n OR: n n Based on dollar savings in obtaining discounts for equipment, services, etc. n Usually 25 to 30%! 57

Future of E-rate - FCC n n New FCC Chairman, Kevin Martin Appears to Future of E-rate - FCC n n New FCC Chairman, Kevin Martin Appears to be supportive of E-rate Congress will continue to evaluate DELAWARE – Public Service Commission unhappy that too little funds from Universal Access Charges are coming back to the state. n State must seize the opportunity and go after E-Rate funds it’s entitled to! n 58

WHO IS RESPONSIBLE? n. WE ALL ARE! 59 WHO IS RESPONSIBLE? n. WE ALL ARE! 59

Follow-up: Interested in Proposal of Consulting Services? Send Letter of Intent of your -Rate Follow-up: Interested in Proposal of Consulting Services? Send Letter of Intent of your -Rate interest: n Direct to: n E n Joe Melloy, President n Technology Planning Group, Inc. n PO 149 n Montchanin, DE 19710 n OR: n Email: [email protected] net 60

Thank You n. Questions: 61 Thank You n. Questions: 61