rate data - dms · • based on: poverty, rurality and category of service internet access bill...

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


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

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%

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

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


Billed Eligible Cost – $38,400

Remaining 5-Year C2 Budget $36,600

Budget

Recipient of Service

$150

Part & Full-Time Students x 500


A AA A A

Can the remaining $36,600 be allocated to a different eligible entity with-in the

district or library system?


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.


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.

http://www.dms.myflorida.com/business_operations/telecommunications/suncom2/e_rate/funding_year_2016_17_e_rate_discount_calculation_worksheets

http://dos.myflorida.com/library-archives/services-for-libraries/more-programs/library-technology-e-rate-resources/

http://www.freshfromflorida.com/content/download/36268/838580/Community_Eligibility_Provision_-_Annual_Notification_2014-2015_R5-12-15.xlsx

https://fans.freshfromflorida.com/

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

http://www.usac.org/sl/applicants/beforeyoubegin/non-traditional/eligibility-table.aspx


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.

rate data - dms · • based on: poverty, rurality and category of service internet access bill...

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