1. E-rate Data

2. Table of Contents Data Prep How to Calculate:
Discounts
Budgets
Allocation
Best Practices and Resources for FL Applicants
Q&A

3. Where to begin? Data Prep
What services do you intend to go out to bid for?
Are these new installations or existing services under a current contract?
Are you adding or removing schools/ locations?
What did you request/apply for in FY ?
Where to begin?

4. Where to begin? Data Prep
Have you bid out for Category Two services yet?
Filed Form 500 to return unused funds, especially for Cat 2 budget reasons?
Do you plan on increasing bandwidth for schools / outlets?
When do your current contracts expire?
Where to begin?

5. Where to begin? Data Prep
Have you thought about using CEP instead of traditional NSLP program?
What charter schools are in your district?
Have your libraries expanded in square footage? 
Has the district where your main library is located had a discount percentage change over the last funding year?
Where to begin?

6. Data Prep 470 Bid Evaluation Contract 471 Related Entities FRN
FRN Line Items
PIA
486
BEAR/SPI

7. Data Prep 470 Bid Evaluation Contract 471 Related Entities FRN
FRN Line Items
PIA
486
BEAR/SPI

8. CALCULATING DISCOUNTS

9. Discount Calculations
Discount percentages are the total of eligible costs that may be discounted or reimbursed to an eligible entity.
Rural
Urban
Discount Matrix
Internet Access Bill
$ Ineligible Cost
$ Eligible Cost
(578.40) 80% Discount
$ Total Due
or…
7/1/
Pay to Order of District $84.00
Eighty-four dollars___________
Memo E-rate Provider Inc.
Applied at administrative organization level
An entity’s discount should be identical on every application filed in a given funding year
One discount percentage per applicant BEN per year, typically directly off of the matrix** Except consortia
School districts data is baseline for all entity types’ discount calculations
Input data and calculation varies by entity type
Schools and districts use weighted numbers, libraries/lib systems/consortia use simple average
17,852 NSLP/ 31,803 Total =
62.09% Eligible for NSLP
Based on: Poverty, Rurality and Category of Service

10. Urban vs. Rural Definition: based on U.S. Census Bureau definition
Urban = Located in an “Urbanized Area” or in an “Urban Cluster” with a population equal to or greater than 25,000.
Urbanized Areas (UAs) of 50,000 or more people;
Urban Clusters (UCs) of at least 2,500 and less than 50,000 people
Rural = Located in an area not meeting definition of “Urban”.
Entity Status: determined at administrative entity level
Urban = 50%+ educational facilities meet “Urban” definition.
Rural = Less than 50% of educational facilities meet “Urban” definition.
If total base percent is 50%+, be extra attentive to your population/poverty data
If total base percent is 49%-, be extra attentive to your urban/rural spread because it can tip the %
NOTE: This definition was changed in the Second E-rate Modernization Order adopted by the Commission in December 2014.
Urban/rural status is now determined for the entire school district or library system, instead of for individual schools or libraries.
•More than 50% of the entities in a district/system must be rural for district/system to be classified as rural.
•Non-instructional facilities do not get an urban/rural status and are not counted in the determination of whether more than 50% of the entities are rural.
Question: What if a location’s status is wrong or is undetermined?

11. Urban or Rural? Urban Rural Urban U NIF R U NIF R U R NIF Urban Rural
If 50/50 split it’s not Rural. Must be 51% to receive Rural status. U R
Rural
Urban
NIF
Urban

12. Discount Matrix Discount may vary by: Voice Phase Down20 30
At 50%+ eligibility, urban/rural have the same discount % under each Category.
At 75%+ eligibility, Category 1 and 2 differ.
Voice services are subject to a phase down of 20 percentage points a year starting FY2015.
FY2015…………..-20%
FY2016………..-40%
FY2017…………..-60%
FY2018…………..-80%
Discount may vary by:
Voice Phase Down
Urban/ Rural status
Category of service

13. Exercise: Which entities need their own Billed Entity Number (BEN)?
Calculating NIFs
NIFs without educational spaces
No student counts. Uses average discount of the district or library system.
No Urban/ Rural designation
NIFs with or without educational spaces
No student counts. Uses average discount of the district or library system
Exercise: Which entities need their own Billed Entity Number (BEN)? L N S N S N
Kiosk N
Bus
Bookmobile
Kiosk
A location is either a NIF or a school
NIFs with classrooms, like all other entities in the school district or library system, get the same district-wide discount.
NIFs with educational spaces calculate discount like other NIF in district.  No longer can you enter fixed or “snapshot” student counts.
Discount for an annex
An “annex” is a secondary site of an individual school that is in a different physical location than the primary facility, but is still considered part of the same school.
Annexes do not affect the urban/rural status, because you only use the location of the main school building to determine urban/rural status.
Students who attend the annex are counted as part of the total student count and NSLP percentage for the school district (or independent school).
The school and its annexes share a Category Two budget (which we will cover in more detail next week in the posts about Category Two budgets).
When in doubt, get a BEN!

14. Calculating Discounts

15. Calculating Discounts

16. School Data in EPC
621 x .61 x 1.6 =
Calculated

17. URBAN School Calculations
Schools, Districts, and Educational Consortia
School
Number of Students Attending this School as their Home School
CEP Group
CEP Solo ISP%
If using CEP, percentage of Direct Certification Students
Urban/ Rural
CEP Calculation (Automatic in Application for Schools, Manual for Libraries)
Students in School Eligible for NSLP
Amos P. Godby H.S.
1273 A1
53%
61.25% U
Apalachee Elementary School
621
62%
Griffin Middle School
519
40%
Lawton Chiles High School
724 A2
70%
School
Number of Students Attending this School as their Home School
CEP Group
CEP Solo ISP%
If using CEP, percentage of Direct Certification Students
Number of Students in School Eligible for NSLP
Urban/
Rural
Students in School Eligible for NSLP
CERULEAN ELEM SCHOOL
315 A1
53%
68% U
343
MARRON EXCEP.STUD.CTR. 76
62% 83
W.H. BIANCHI ELEMENTARY SCHOOL
573 A4
40% R
367
COLORADO MIDDLE SCHOOL
724
447
1688
1205
URBAN

18. Main Branch Located in School District?
Library Calculations
Libraries calculate their discount percentage based on the district where the main office is located.
Each Library determines their own rural and urban status.
Library Outlet
Main Branch?
Sub Type
Part of a system
Square Footage
Urban/Rural Status
Main Branch Located in School District?
School District BEN
Leon County Public Library
YES
Public
10,500 U
LEON COUNTY SCHOOL DISTRICT (BEN ) TALLAHASSEE, FL
127599
Northeast Branch NO
8,500
Fort Braden Branch
9,700 R
Woodville Community Library
5,000
17,852 NSLP/ 31,803 Total = % Eligible for NSLP

19. Library Data in EPC Category Two purposes only Calculated
Square footage must be entered to complete profile.
Calculated

20. Activity: Calculate a Discount

21. School
Number of Students Attending this School as their Home School
CEP Group
CEP Solo ISP%
If using CEP, percentage of Direct Certification Students
Number of Students in School Eligible for NSLP
CEP Calculation (Automatic in Application for Schools, Manual for Libraries)
Students in School Eligible for NSLP
Amos P. Godby H.S.
1273 A1
53%
61.25%
61% x 1273 x 1.6 =
Apalachee Elementary School
621
62%
61% x 621 x 1.6 =
Griffin Middle School
519
40%
61% x 519 x 1.6 =
Lawton Chiles High School
724 A2
70%
70% x 724 x 1.6 =
1242
606
507
810.88
724
3,137
3079
3,079
3,137
98%

22. Activity: Calculate a Discount

23. Activity: Calculate a Discount

24. School
Number of Students Attending this School as their Home School
CEP Group
CEP Solo ISP%
If using CEP, percentage of Direct Certification Students
Number of Students in School Eligible for NSLP
CEP Calculation (Automatic in Application for Schools, Manual for Libraries)
Students in School Eligible for NSLP
Amos P. Godby H.S.
1273 A1
53%
61.25%
61% x 1273 x 1.6 =
Apalachee Elementary School
621
62%
61% x 621 x 1.6 =
Griffin Middle School
519
40%
61% x 519 x 1.6 =
Lawton Chiles High School
724 A2
70%
70% x 724 x 1.6 =
Deerlake Middle School
934 99
1242
606
507
810.88
724 99
4,071
3,178
3,178
4,071
78%

25. Activity: Calculate a Discount

26. Calculating Methods: Category Two Budgets

27. Maximum 5-Year Reimbursement
Category Two Budget
Each school or library’s pre-discount, 5-year funding cap for Category Two costs.
Based on: anticipated user population density.
Rural
Urban
School
Total F+PT
Students
5-Year C2 Budget
Maximum 5-Year Reimbursement
School A
500 x $150
$75, x 80%
School B
700 x $150
$105, x 80%
School C
School D
50 x $150
$9, x 80%
$60,000
$84,000
$60,000
flat-rate, pre-discount, 5-year
assigned by school or library BEN
via user population (schools) or square footage (libraries)
School D Example:
50 x $150 = $7, budget, meaning School D will receive the default budget minimum of $9,200.00
The pre-discount budget for a school is calculated by multiplying the total number of students at the school by $150,
with a minimum of $9,200 if the school has fewer than 62 students.
$7,360
$7,500.00

28. Budget 6 3 5 4 7 L N S L N 18 Devices on Network A B C $5.00 x sq. ft.
Libraries Serving High Density Urban Areas** N
No Budget
NIF with Educational Areas S
$150 x student*
≤61 students = $9,200
Schools L
$2.30 x sq. ft.
≤4,000 sq. ft. = $9,200
Libraries N
NIF
No Budget AM PM
Devices on Network 6 3 5 4 7 18 A B C
May increase if your student count or square footage increases, or go down if your student count decreases.
Document method of calculating population saturation student count or use an official source.
IMLS Codes 11, 12, and 21 indicate a library located within cities and urbanized areas with a population of 250,000 or more.
Library Square feet: see Public Library Survey, Data element #711
Definition: Provide the area, in square feet, of the public library outlet (central library or branch). Report the total area in square feet for each library outlet (central library or branch) separately. This is the area on all floors enclosed by the outer walls of the library outlet. Include all areas occupied by the library outlet, including those areas off-limits to the public. Include any areas shared with another agency or agencies if the outlet has use of that area.
Square Footage of Outlet
*Student counts used for budget may include full and part-time students counted under multiple schools.
**Institute of Museum and Library Services (IMLS) locale codes of 11, 12, and 21.

29. Budget
5-Year C2 Budget $75,000
Billed Eligible Cost $48,000
District Discount x %
Reimbursed Amount $38,400
5-Year C2 Budget $75,000
Billed Eligible Cost – $38,400
Remaining 5-Year C2 Budget $36,600
Recipient of Service
$150
Part & Full-Time Students x
5-Year C2 Budget $75,000 A A A A A
5-Year C2 Budget $75,000
District Discount x %
Post-Discount Reimbursement Cap $60,000.00
Can the remaining $36,600 be allocated to a different eligible entity with-in the district or library system?

30. Budget & Cost Allocation

31. Category Two Cost Allocation
Assigns a portion of the Category Two request to a Recipient of Service BEN’s budget.
Based on: Applicant choice. Your allocation can be:
Straight-line: all entities share the cost equally
Proportional: based on student count/square footage of each entity
Specific*: specify each entity’s share
FRN with $54, in Pre-Discount Eligible Costs
Devices on Network
Budget
Straight-line
Proportional
Specific
600
$90,000
500
$75,000
700
$105,000 A
$18,000
$18,000
$29,000 B
$18,000
$14,000
$25,000 C
$18,000
$22,000 $0
$54,000
$54,000
$54,000
*Specific allocation must be based on a tangible source or basis.
On the FCC Form 471, you indicate how funding should be allocated among entities sharing services.
2 types – allocating out ineligible and parsing Category 2
Category Two Budget:
Input data:
Student population saturation/attendance (schools) or
Facility sq. ft., rurality, and service population (libraries)
Applied at recipient BEN level in a funding request
No sharing budgets between BENs or with NIFs
Budget cap is locked in starting the first year C2 funding is committed on a FRN where a school or library BEN is recipient of service
May increase/ decrease in certain circumstances
Cost allocation is required once again
“…rescind the guidance in the 2010 Clarification Order regarding cost allocation requirements in the E-rate program.” (¶16, referencing 2010 Clarification Order, 25 FCC Rcd )
“E-rate applicants must deduct the value of ineligible components bundled with eligible services unless those ineligible components qualify as “ancillary” to the eligible services under the Commission’s rules.” (¶1, See 47 C.F.R. § (d)(2))

32. Category Two Budget Allocation
FRN with $54, in Pre-Discount Eligible Costs
Students Devices on Network
Original Budget
Straight-line
Proportional
Specific
600
$90,000
-$18,000
$72,000
-$29,000
$61,000
500
$75,000
$57,000
-$14,000
-$25,000
$50,000
700
$105,000
$87,000
-$22,000
$83,000 $0
The remaining budget for each entity can be used in subsequent funding years until the end of their 5-year budget term. A B C
Exception example: District pipe terminates at the district admin office (NIF). District is purchasing IC to be housed in district admin office. Schools use WAN connections to receive service through “district pipe”.
Cost of IC should be allocated among school BENs. Impact will be to schools’ budget.
Include in application narrative that
equip is vital to schools’ IA and
IC equipment will be physically located at the admin office location.
What about when a NIF houses district internal connections?

33. Allocation of Category Two Budget: Equipment Housed in an Ineligible NIF
FRN with $150, in Pre-Discount Eligible Costs located in a NIF.
Original Budget
Straight-line
Proportional*
Specific*
$90,000
$50,000
$45,000 (30%)
$75,000
$30,000 (20%) $0
$105,000
$75,000 (50%)
No Budget A B C
*Should be based on a tangible source. Document reasoning/process.
NIFs with or without classrooms or public area
have no Category Two budget
are not eligible for Category Two funding.
Exception: service or equipment within an administrative facility that is vital to deploying service to educational entities. Budget impact should be allocated among eligible entity BENs.
Track the location of the C2 equipment at the admin site
Exception example: District pipe terminates at the district admin office (NIF). District is purchasing IC to be housed in district admin office. Schools use WAN connections to receive service through “district pipe”.
Cost of IC should be allocated among school BENs. Impact will be to schools’ budget.
Include in application narrative that
equip is vital to schools’ IA and
IC equipment will be physically located at the admin office location.
Balance of $216,000 on District schools if all costs are billed.

34. Source Data

35. Viable Data Sources NSLP Participation
Community Eligibility Provision (CEP)
Survey
Financial Aid forms
Other Methods
State Agency
Valid file
Official State Agency Reports
Confirmation from State Agency staff*
Think like an auditor! These are PIA-friendly data sources.
Re Survey - alternative discount mechanisms – such as income surveys, sibling matches, and participation in certain federal programs – can be used to establish eligibility on an individual student basis.
*Re “Confirmation from State Agency”:
Applications
This is the valid file or another state report
PIA/ Audits
We can provide confirmation, but require back-up
We still will request backup detail (NSLP Participation, Survey, Financial Aid forms, etc.)
Make sure that leadership person signs off on backup docs from applicant entity (Food and Nutrition Services Administrator or Superintendent, etc.)

36. = Actual response results / Total population
Survey
= Actual response results / Total population
Must be sent to all families whose children attend the school
Must, at a minimum, contain the following information:
Name of family and students
Size of the family
Income level of the family
Results cannot be older than two years before the start of the funding year
100
30% NSLP
100
29%
Est. NSLP
100
20% NSLP
No longer able to extrapolate/ project;

37. Alternative Measures Existing Sources Provision 1, 2 or 3 Schools
e.g. need-based tuition assistance
SNAP, TANF, etc.
Provision 1, 2 or 3 Schools
Schools must be able to produce documentation
e.g. copies of its site application, approval letter from its state to participate in that provision, base year statistics, and the state letter approving an extension
SNAP- Supplemental Nutrition Assistance Program
TANF : Temporary Assistance for Needy Families

38. NSLP & CEP E-rate Worksheets on state agency website:
DMS
DOS DLIS
Community Eligibility Provision (CEP) Annual Notification of Local Educational Agencies (LEA)
DOE EIAS reports (e.g. Surveys, ADA/AMA Report)
Reimbursement Claim Form/ printout from the Florida Automated Nutrition System (FANS) portal signed (preferably by the Principal, Vice-Principal, Superintendent or Director of Food Services) of a that the school submits to the state each month as part of their participation in the program.
DOE no longer posts E-rate worksheets (aka valid file.)

39. Data Points Schools, Districts, and Educational Consortia
-May be individual or group CEP %
-Use ISP % before x1.6
-FL DAC Sposts individual CEP %
-DMS posts Valid File for Districts.
Duplicate Attendance: Population Saturation
Schools, Districts, and Educational Consortia
School District or Independent School Entity Number
Entity Number
Entity Name
NCES State Number
NCES District Number
NCES Building Number
NIF
State LEA ID
State School ID
School Attribute
Number of Students - Full or Part-Time
Student Count Based on Estimate?
Number of Students Attending this School as their Home School
Alternative Discount?
If using CEP, percentage of Direct Certification Students
Number of Students in School Eligible for NSLP
Estimated Pre-discount Entity Category Two Budget (Not Imported)
Libraries , Library Systems, and Library Consortia
Library System or Independent Library Entity Number
Entity Number
Entity Name
FSCS State Code
FSCS Library System Number
FSCS Branch/ Building Number
NIF
Total Square Footage of Library Outlet
Main Branch?
School District Billed Entity Number
Total Number of Students Enrolled in District
Total Number of Students in School District Eligible for NSLP
Library Attribute
School districts provide these numbers on a school-by-school basis and the system calculates the totals for the school district.
Library systems provide the totals for the school district in which the main branch of the library system is located.
As in the past, applicants should use the student counts as of the October 1 prior to the filing of the form, or use the most current figures available.
Public Schools:
NCES codes are reported to NCES by state education agency officials in each state as of school year 2013–14.
Search:
Private schools:
The PSS consists of a single survey that is completed by administrative personnel in private schools
Search:
Libraries:
IMLS:
Data Points:
709 Outlet Type Code An outlet is a unit of an administrative entity that provides direct public library service (BR—Branch Library, BS—Bookmobile(s), CE—Central Library=single outlet library (SO) or the library which is the operational center of a multiple-outlet library (MO or MA). Usually all processing is centralized here and the principal collections are housed here. Synonymous with main library.)
711 Square Footage of Outlet Provide the area, in square feet, of the public library outlet ,

40. Non-Traditional Student Populations
Eligibility Table for Non-Traditional Education
Head Start Students 4+ years old = 100% NSLP Eligible
Head Start services for children <3 years old ≠ Eligible
Home-based Head Start programs ≠ Eligible.
Need to include students in population if they are eligible even if their location is precluded from receiving support for services.

41. Best practices

42. Potential Pitfalls and Fixes
How do we handle virtual schools?
What if a district and a charter files using conflicting data?
EPC did not allow that starting FY
District has final control over populated data
State will still provide valid file to PIA, but District has control over data input into EPC.
Get your documentation ready!

43. Increase your funding success:
Plan ahead.
Document, document, document!
Think like an auditor.
Use validated or documented data.
Use and document data from a “snapshot in time”.
Avoid estimating, extrapolating or rounding.
Document any changes or exceptions.
Update data from year to year in EPC.
Communicate with your schools or libraries.
Plan ahead
Document, document, document!
Use validated or thoroughly-documented data
Use data sets from the same time
Avoid estimating or rounding
Not allowed in surveys
Sibling match is not necessary
Document changes and exceptions
Omitting charters, Virtual schools, or DJJ schools from a district application
Surveys or alternative poverty indicator sources (sibling match)
Confirm there are no off-campus users