rate data - dms · • based on: poverty, rurality and category of service internet access bill...
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Chad Poppell, Secretary
E-RATE DATA
Table of Contents
• Data Prep
• How to Calculate:
1. Discounts
2. Budgets
3. Allocation
• Best Practices and Resources for FL Applicants
• Q&A
Where to
begin?
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 FY2016-17?
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?
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?
Data Prep
Data Prep
Data Prep
Chad Poppell, Secretary
CALCULATING
DISCOUNTS
Discount Matrix
Discount Calculations
Discount percentages are the total of eligible costs that
may be discounted or reimbursed to an eligible entity.
• Based on: Poverty, Rurality and Category of Service
Internet Access Bill
$47.00 Ineligible Cost
$723.00 Eligible Cost
(578.40) 80% Discount
$191.60 Total Due
or
…7/1/15 10001
Pay to Order of District $84.00
Eighty-four dollars___________
Memo E-rate Provider Inc.
Rural
Urban
17,852 NSLP/ 31,803 Total =
62.09% Eligible for NSLP
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.
• Question: What if a location’s status is wrong or is undetermined?
Urban or Rural?
U
U
NIF
R
R
RuralUrban
U
NIF
NIF
R
R
RuralUrban
U U
R
R
RuralUrban
NIF
Discount Matrix
• Discount may vary by:
• Voice Phase Down
• Urban/ Rural status
• Category of service
20
30
20
30
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
– No Urban/ Rural designation
Kiosk
S
S N
N
Exercise: Which entities need their own Billed Entity Number (BEN)?
L
N
L
N
Bus
N
Bookmobile Kiosk
S S
N
When in doubt, get a BEN!
Calculating Discounts
Calculating Discounts
School Data in EPC
Calculated
School Calculations
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% U343
315
MARRON EXCEP.STUD.CTR. 76 A1 62% 68% U83
76
W.H. BIANCHI ELEMENTARY SCHOOL
573 A4 40% 40% R 367
COLORADO MIDDLE SCHOOL 724 447 U 447
1688 U 1205
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 A1 62% 61.25% U
Griffin Middle School 519 A1 40% 61.25% U
Lawton Chiles High School 724 A2 70% 70% U
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
systemSquare Footage
Urban/Rural
Status
Main Branch Located
in School District?
School
District
BEN
Leon County Public Library YES Public YES 10,500 U
LEON COUNTY
SCHOOL DISTRICT
(BEN 127599)
TALLAHASSEE, FL
127599
Northeast Branch NO Public YES 8,500 U
Fort Braden Branch NO Public YES 9,700 R
Woodville Community Library NO Public YES 5,000 R
17,852 NSLP/ 31,803 Total =
62.09% Eligible for NSLP
Library Data in EPC
Calculated
Category Two
purposes only
Activity: Calculate a Discount
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 A1 62% 61.25% 61% x 621 x 1.6 =
Griffin Middle School 519 A1 40% 61.25% 61% x 519 x 1.6 =
Lawton Chiles High School 724 A2 70% 70% 70% x 724 x 1.6 =
1242
606
507
810.88
724
3,137 3079
3,079 3,137 98%
Activity: Calculate a Discount
Activity: Calculate a Discount
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 A1 62% 61.25% 61% x 621 x 1.6 =
Griffin Middle School 519 A1 40% 61.25% 61% x 519 x 1.6 =
Lawton Chiles High School 724 A2 70% 70% 70% x 724 x 1.6 =
Deerlake Middle School 934 99
1242
606
507
810.88
724
4,071 3,178
3,178 4,071 78%
99
Activity: Calculate a Discount
Craig J. Nichols, Secretary
CALCULATING METHODS:
CATEGORY TWO BUDGETS
Category Two Budget
Each school or library’s pre-discount, 5-year
funding cap for Category Two costs.
Based on: anticipated user population density.
SchoolTotal F+PT
Students5-Year C2 Budget
Maximum
5-Year
Reimbursement
School A 500 x $150 $75,000.00 x 80%
School B 700 x $150 $105,000.00 x 80%
School C 500 x $150 $75,000.00 x 80%
School D 50 x $150 $9,200.00 x 80%Rural
Urban $60,000
$84,000
$60,000
$7,360
$7,500.00
AM PM Devices on Network
6 3 6
5 5 5
4 7 7
Budget
*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.
S
$150 x student*≤61 students = $9,200
Schools
L
$2.30 x sq. ft. ≤4,000 sq. ft. = $9,200
Libraries
L
$5.00 x sq. ft.≤1,840 sq. ft. = $9,200
Libraries Serving
High Density
Urban Areas**
N
No Budget
NIF with
Educational
Areas
N
NIF
No Budget
A
B
C
18
5-Year C2 Budget $75,000
Billed Eligible Cost $48,000
District Discount x 80%
Reimbursed Amount $38,400
5-Year C2 Budget $75,000
Billed Eligible Cost – $38,400
Remaining 5-Year C2 Budget $36,600
Budget
Recipient of Service
$150
Part & Full-Time Students x 500
5-Year C2 Budget $75,000
A AA A A
Can the remaining $36,600 be allocated to a different eligible entity with-in the
district or library system?
Chad Poppell, Secretary
BUDGET & COST ALLOCATION
Category Two Cost AllocationAssigns 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
Devices on Network BudgetStraight-
lineProportional Specific
600 $90,000
500 $75,000
700 $105,000
A
B
C
FRN with $54,000.00 in Pre-Discount Eligible Costs
$18,000
$18,000
$18,000
$18,000
$22,000
$14,000
$29,000
$25,000
$0
$54,000 $54,000 $54,000
Category Two Budget Allocation
Students Devices on NetworkOriginal
Budget
Straight-
lineProportional Specific
600 $90,000-$18,000
$72,000
-$18,000
$72,000
-$29,000
$61,000
500 $75,000-$18,000
$57,000
-$14,000
$61,000
-$25,000
$50,000
700 $105,000-$18,000
$87,000
-$22,000
$83,000
- $0
$105,000
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
FRN with $54,000.00 in Pre-Discount Eligible Costs
What about when a NIF houses district internal connections?
Allocation of Category Two Budget:
Equipment Housed in an Ineligible NIF
Original Budget Straight-line Proportional* Specific*
$90,000 $50,000 $45,000 (30%) $75,000
$75,000 $50,000 $30,000 (20%) $0
$105,000 $50,000 $75,000 (50%) $75,000
No Budget
A
B
C
FRN with $150,000.00 in Pre-Discount Eligible Costs located in a NIF.
Chad Poppell, Secretary
SOURCE DATA
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*
Survey
• 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
= Actual response results / Total population
100
30%
NSLP
100
20%
NSLP
100
29%
Est. NSLP
Alternative Measures
• Existing Sources
– 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
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.
Data Points
Library
System or
Independe
nt 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
Libraries , Library Systems, and Library Consortia
School District or Independent School
Entity Number
Entity Number
Entity Name
NCES State
Number
NCES District Number
NCES Building Number
NIFState LEA
IDState
School IDSchool
Attribute
Number of Students -
Full or Part-Time
Student Count
Based on Estimate?
Number of
Students Attending this School
as their Home School
Schools, Districts, and Educational Consortia
Alternative Discount?If using CEP, percentage of Direct
Certification StudentsNumber of Students in School
Eligible for NSLP
Estimated Pre-discount Entity Category Two Budget
(Not Imported)
-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
Non-Traditional Student Populations
• Head Start Students 4+ years old = 100% NSLP Eligible
• Head Start services for children <3 years old ≠ Eligible
• Home-based Head Start programs ≠ Eligible.
Eligibility Table for Non-Traditional Education
Chad Poppell, Secretary
BEST PRACTICES
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 2016-17
– 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!
Increase your funding success:
• 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!
• Think like an auditor.
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