E-Rate FY2011 New Form 471 Step-By-Step

Purpose of E-Rate Form 471 “Services Ordered and Certification Form” – Lists individual funding requests Separated by category of service Separated by service provider – Reports information on services Service start and end dates Contracts signed Discount percentage 2

Important Points to Know – EACH Billed Entity must file a Form 471 application to request discounts on all eligible services EACH funding year – Form 471 must be preceded at least 28 days by the filing of a Form 470 – The earliest date that a Form 471 can be filed will be the date established by the SLD as the opening date of the Form 471 application “window” – Filing window : Opens – January 11 th, 2011( Noon EST ) Closes – March 24 th, 2011 (11:59 pm EST – Postmark Date) Item 21 attachments must be filed within the Form 471 window – Last date to file a Form 470 – February 24 th,

A Few More Points…. Completing Form 471 – Are your discount calculations correct? – Are your entities eligible to receive internal connections? (Check 2-in-5 status) – Submit your Item 21 Attachments with your Form 471 application – Submit and certify Forms 471 online – DON’T wait until the last week of the window to submit your application 4

E-Rate Form How many Forms 471s should I file? You may file more than one Form 471, or you may file a single Form 471 The SLD recommends that you file a separate Form 471 for the following services: Priority 1 (Telecommunications Services and Internet Access) Priority 2 (Internal Connections & Maintenance of IC)

E-Rate Form 471 To make the filing process easier, you should have on- hand: – This year’s Form 470 – Last Year’s Form 471 (helpful in completing Block 5) – Most recent F&R Lunch data for each school on Block 4 – from Food Services or MR-81 – List of services to be requested (every funding request) and service provider SPINs – All contracts related to funding requests – Estimated cost for each funding request 6

Why File On-Line 7 It is highly recommended that applicants complete the Form 471 “on-line” – Prevents errors of omission – Certain items filled in automatically – Immediate submission and acknowledgment – Certify on-line using PIN

Let’s Begin The Form 471 On-Line Filing Process 8

SLD Website 9 Start by Clicking “Apply Online”

Application Choices 10 Then Click on “Create”

11 *** Remember to allow pop-ups from

12 Establishing Your Identity Choose Search Option and Enter Value Click on “Begin 471 Process” You must click on OK to continue

13 Search Results If correct, click “Accept”

User Created Form Identifier 14 Block 1 – Top Half Click on pull- down to select Funding Year Choose Type of Application This will be filled in automatically You are required to provide the FCC Registration Number

15 Block 1 – Bottom Half Click here to copy Contact Information Or enter information here Select preferred contact mode, we recommend Do not use Browser Navigation, Click on Previous or Block # If filing as a consultant, enter Registration Number Optional – Add alternate contact information Enter address twice Note: Copy & paste not allowed Choose Recipient Type

16 Security Code ***Important: Print this page

17 Block 2 Click Block 4 to continue Remember to Save if you need to Exit Right column for Libraries Enter values Do not leave cells blank

18 Block 4 - Confirmation Choose an option to add entities and NSLP information Or…Bulk Upload Shows the Application Type

19 Block 4 – Add Entity * This is where you add each branch location Select Search Mode and enter value Click Search ***View if you chose to “Continue On to Block 4”

Block 4 – Add New Entity If correct, click “Accept”

21 Search for School District Click to select Entity or click on Select All If correct, click Next

Block 4 – Choose District Select District Click on Accept

23 Block 4 – Add/Edit Entry Enter Values for each Entity The system will show the District Name and Entity Number Click to continue adding Entities Or Block 5 to continue The system will calculate the percentage

24 Worksheet Display Discount is calculated for you If all Entities are listed, click Block 5 Click to continue adding Entities Weighted Average Discount listed here

25 Block 5 Service Provider Search Select Service Category Enter SPIN Click Search

26 SP Search Results Click Accept Click to Select

27 Block 5 Funding Request (Top) FRN will be assigned Check if this applies Enter applicable information If multi-year contract, reference initiating Form 470

New Pop-up Message Verify you have entered the correct 470 application number

29 Block 5 Funding Request (Middle) Will be 29 days after the posting of the Form 470 Start and End Date of the Funding Year Check if this applies Enter Contract Award & End Date if Applicable. **The Award Date must be on or after the date in Item 17, but prior to filing Form 471. Message will pop up – Do not enter both Service End Date and Contract Expiration Date

30 Block 5 Funding Request (Bottom) **Recommen d filing Online This label is “User Created” - A new message will pop up when you click in the box Enter Costs Click to continue adding FRNs Click on Block 6 when all FRNs are added

Another New Pop-up Message – Item 21 Attachments ***Item 21 Attachments must be submitted within the 471 window

Block 5 Display Click on Block 6 to continue

Block 6 Certification 33 Generally, DO NOT check this box Add budget amount Click in box to certify

Block 6 Certification Cont. 34 New Tech Plan Certification – Tech Plan not required for Priority 1 requests

Block 6 Certification Cont.

New option for consultants Block 6 Certification Cont. Enter address twice Click here for Electronic Certification Click here for Paper Certification if you do not have a PIN

Block 6 Electronic Certification Click Submit and then certify Choose Paper or Electronic Certification Click on Print Preview to print a copy of the application for your records

Filing Your Item 21 Attachment On-Line 38

Item 21 Attachments Item 21 Attachments need to include: – A narrative overview or description of the products and services – Application number(s), FRN(s), Attachment ID, and page numbers on Item 21 Attachments – Indicate Bandwidth when you are requesting telecom or Internet access – Indicate the entities receiving services and locations – Clearly label ineligible items and costs – Indicate product make and model for each product requested – Provide a detail product or service description ***Note: Service providers CAN assist applicants to complete the attachment. 39

Filing Item 21 Attachment Online Click here to begin 40

Filing Item 21 Attachment Online 41 Enter Information & Click on Continue

Creating Attachment 42 Click on Create for Each FRN

Four Steps to Filing 43 Click on Continue

Item 21 Attachment Part 1 of 4 44 Type description of funding request If you need description examples, click here

Item 21 Attachment Part 2 of 4 45 Click on “Add New Line” to begin adding Services Amount of funding request will be listed here.

Item 21 Attachment Part 2 of 4 Cont. 46 Click on pull-down to select Service Type. Only services for the funding category will be listed. Click here to import cost from Form 471, or manually enter information Click on Save

Item 21 Attachment Part 2 of 4 Cont. 47 Click to add New Line Item or Click on Continue

Item 21 Attachment Part 2 of 4 Cont. 48 Click on pull-down to select Service Type Click on Save to continue

Item 21 Attachment Part 2 of 4 Cont. 49 If all Line Items are listed, click on Continue.

Item 21 Attachment Part 2 of 4 Warning 50

Item 21 Attachment Part 3 of 4 51 The information you receive will depend on the funding category you are adding. Internet Access Further Information

Item 21 Attachment Part 4 of 4 52 If Item 21 is correct, click on Submit

Item 21 Confirmation 53 *** Print a copy for your records

What Next 54

Receipt Acknowledgement Letter (RAL) Review Receipt Acknowledgement Letter (RAL) for accuracy – You are allowed to submit corrections on the RAL before PIA review begins even if it increases your funding* – Make sure you have documentation to validate requests to increase funds or discounts – Verify discount percentage with the Form 471 Block 4 worksheet online Other Important documents – Consortium members submit LOAs to consortium leader – If you hire a consultant, make sure you sign an agreement or LOA and retain a copy * Remember: All corrections that increase funding must be submitted on the RAL. Increases will typically not be allowed during PIA. 55

Before PIA Review Begins Gather supporting documentation – Third party documentation will be needed to validate new entities’ eligibility and discount – Discount calculations may be requested for verification – have documentation on hand – Make sure that contracts are signed and dated before the Form 471 certification postmark date – Proof of new construction documentation (e.g. RFP, statement of work, Board Approval) 56

PIA Review Communicate with the PIA reviewer – Respond to PIA inquiries. Answer all questions. – If you receive a phone call from PIA, request all inquiries in an – If you need help responding to PIA inquires, contact the eTech E-Rate team – Request deadline extension if you need additional time to respond – Ask questions if the PIA reviewer’s requests are unclear 57

Funding Commitment Decision Letter (FCDL) Review the FCDL for Accuracy – Read the FCDL comment to determine if modifications have occurred to the FRN to ensure you invoice for the correct services. – Verify SPIN, discount, awarded funding request amount, start and end dates, and contract number (if applicable). – If you disagree with the decision, you may file an appeal. 58

Appeals Decisions of the SLD can be appealed to the SLD or to the FCC (but not at the same time) 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 guidanceAppeals Procedure Requests for waivers of rules must be filed with the FCC 59

Authorize the payment of invoices from the service provider(s) Indicate approval of Technology Plans, as required Indicate the status of compliance with the Children's Internet Protection Act Must be postmarked no later than: – 120 days after the Service Start Date featured on the Form 486, or – 120 days after the date of the Funding Commitment Decision Letter, whichever is later. Form

Billed Entity Applicant Reimbursement (BEAR) Form – Form 472 The billed entity and the service provider must jointly submit the BEAR form: – Following the receipt of discounted eligible services – After the billed entity submits the Form 486Form 486 – After the billed entity has paid the total amount (including the applicant's non-discount share and the amount of USF support to be paid by USAC) to the service provider Receiving the Money - Reimbursement

Service Provider Invoice (SPI) – Form 474 Service providers may submit Form 474 to USAC seeking payment for services: – After the service provider provides the services or equipment to the applicant – After the billed entity submits the Receipt of Service Confirmation Form (Form 486) verifying the service start dateReceipt of Service Confirmation Form – After the service provider has provided a discounted bill to the billed entity Receiving the Money - Discounted Bills

Questions? 63

64 Support from eTech Ohio eTech Ohio e-Rate Support and Information Lorrie Germann: Mike Edwards: To subscribe to the E-Rate list, send an with no message to