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2019 California Basic Educational Data System (CBEDS) Changes

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PSUG-Southern California Meeting: April 26, 2019

meeting
Join us at the Southern California PowerSchool user group meeting!

Date:
Friday, April 26, 2019

Time: 
9:00AM to 2:00PM PT
Continental Breakfast begins at 8:30AM

Location: 
Fullerton School District
Educational Learning Center (ELC)
1401 West Valencia Drive
Fullerton, CA 92833 

Sponsored by Blackboard
Breakfast and Lunch provided.

RSVP
Please use this link to RSVP by Wednesday, April 24th

Agenda
  • What's New in PowerSchool 19.4
    • New features and even a new version numbering system!
    • Including the most voted Enhancement Request!

  • Product Updates from PowerSchool
    • Hear the latest on Unified Classroom and more

  • Plugin and Customization Showcase (all free or with a free version)
    • PSCB
      • Custom Reports Bundle
      • Customizations by PSCB
    • sqlStudio just released by Aurora Educational Technology
    • .. and more as time allows

  • State Reporting Roundtable

Parking
Park in any of the spaces on either Basque or Valencia. See meeting page below for a map.

Visit https://www.psugcal.org/index.php?title=SoCal_Meeting26_Apr_26,_2019 for the latest details
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CDE Sponsored Webinars

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The CDE will provide 3 separate web-based trainings (listed below) for those that are unable to attend an in-person CALPADS Course Codes, Assignment Monitoring and LCAP Federal Addendum Equity Data Training

Participants should attend all three webinars to receive all of the content from the in-person trainings.
Webinar 1: Updates in CALPADS

Webinar 2: LCAP Federal Addendum and PEAT

Webinar 3: California State Assignment Accountability System (CalSAAS)

Tips for Attendees:
  • To save time before the meeting, check your system to make sure it is ready to use WebEx.
  • Visit the test site at http://www.webex.com/test-meeting.html.
  • If you experience issues joining the meeting, contact WebEx support at 1-866-229-3239.
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New Data Release Announcement for 2018-2019 Enrollment Data for CA Schools

Several new data reports that are now publicly available on the California Department of Education (CDE) DataQuest Website at http://dq.cde.ca.gov/dataquest/. These reports are based on data submitted and certified in the California Longitudinal Pupil Achievement Data System by districts and charter schools.

These reports include:

2018–19 Enrollment Data Reports

  • Enrollment by Ethnicity and Grade
  • Enrollment Multi-Year Summary by Ethnicity
  • Enrollment by Ethnicity (with county/district/school data)
  • Enrollment Multi-Year Summary by Grade
  • Enrollment by Grade (with county/district/school data)
  • Enrollment by Ethnicity for Charter and Non-Charter Schools
  • Enrollment by Subgroup for Charter and Non-Charter Schools
  • Enrollment for Charter and Non-Charter Schools (with county/district/school data)
  • Enrollment Multi-Year Summary for Charter and Non-Charter Schools
  • K-12 Enrollment by Age Group and Grade
  • K-12 Enrollment by Age Range (with county/district/school data)
  • Enrollment by English Language Acquisition Status (ELAS) and Grade
  • Enrollment by English Language Acquisition Status (ELAS) (with county/district/school data)

2018–19 English Learner Data Reports
  • Enrollment by English Language Acquisition Status (ELAS) and Grade
  • Enrollment by English Language Acquisition Status (ELAS) (with county/district/school Data)
  • Annual Reclassification (RFEP) Counts and Rates
  • Annual Reclassification (RFEP) Counts and Rates (with county/district/school data)
  • English Learners by Language and Grade

You can access these reports by performing the following steps:
1. Navigate to the DataQuest home page at http://dq.cde.ca.gov/dataquest/
2. Select the desired Level (State, County, District, or School)
3. Select one of the following Subject categories located under Student Demographics: (1) Enrollment located under Student Demographics; (2) English Learners;
4. Click "Submit"
5. Select Year
6. Click "Submit"
7. Select desired report from the menu
8. Click "Submit"



These reports are also supported by the several downloadable data files available at the following locations:


Please Note: The previous annual data release included prior year one-year graduate and dropout counts, as well as current year long-term English learner (LTEL) and English learners "At-Risk" of becoming LTEL; however, these data are not included in the current release, but will be released at a later date.

Lastly, the CDE issued a press release regarding the 2018–19 enrollment data, which is available at https://www.cde.ca.gov/nr/ne/yr19/yr19rel27.asp.

If you have any questions regarding DataQuest or the reports and files included in this data release, please contact the Data Reporting Office by phone at 916-327-0219 or by e-mail at . 

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2019 CERA 98th Annual Conference- November 18-20, 2019

cera
The 2019 California Educational Research Association's 98th Annual Conference, will be held on November 18-20th in Sacramento, CA.

Presentations will focus on: 
  • Comprehensive descriptions and demonstrations of real-world "data in action";
  • Research on best practices for creating visual displays of data, as well as communicating results;
  • Innovative uses of data to determine and support children across ages and abilities;
  • Powerful tools and resources to develop our data visualization skills.


CERA members are also invited to submit presentation proposals. Consider sharing a presentation about the tools you are using to look at student data, the applications you are using to produce meaningful and understandable reports, or the steps you are taking to move from simply understanding your data to taking action and making real improvements for teachers and students. 

More details to follow in the next few weeks!
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E-Rate News Flash Issue 19-05, March 22, 2019

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E-RATE NEWS FLASH
Contents:
  • Announcements 
  • Funding Commitment Summary 
  • Pending Dates and Deadlines 
  • Upcoming Training Events 
  • E-rate Process: Activities to Work on Now

Announcements 
Category 2 Budget Inflation Factor Announced
In the March 8, 2019, Schools and Libraries News Brief, the Universal Service Administrative Company (USAC) announced the Funding Year 2019 Category 2 budgets, indexed to an inflation factor of 2.2%.
          By School: Number of students enrolled at school multiplied by $159.669053922
          Libraries with an Institute of Museum and Library Services (IMLS) locale code of 11, 12, or 21: Total square footage of library multiplied by $5.3223017974
          Libraries with other IMLS locale codes: Total square footage of library multiplied by $2.448258826804
          Budget floor for small schools and libraries: $9,793.04
Note that the Category 2 budget is determined by individual school or library location and cannot be shared among multiple schools or libraries. Remember that the Category 2 budget is before E-rate discounts; the actual amount of E-rate funding available is equal to the budget multiplied by the E-rate discount.

Applicants should do their own manual estimates to determine the amount of Category 2 budget remaining to their school or library in Funding Year 2019. The estimated amount would be the calculations as described above less any committed pre-discounted funding requests from Funding Years 2015 through 2018. 

FCC Form 471 Filing Window Closes March 27 and What to Do if You Miss the Deadline 
The FCC Form 471 filing window for Funding Year 2019 will close on Wednesday, March 27, 2019, at 11:59 p.m. EDT (8:59 p.m. PDT). FCC Form 471 applications must be certified within an applicant's E-rate Productivity Center (EPC) portal within these dates in order to be considered to be filed "within window."
If you miss this deadline, you have a two-week window from March 27 to file and certify your FCC Form 471 and file a request with the Federal Communications Commission (FCC) to waive the deadline. The request for waiver should be filed in the FCC's Electronic Comment Filing System with a citation to proceeding number 02-6. Your request should include a document explaining the circumstances leading to the late submission of your FCC Form 471 and a request for waiver of the FCC Form 471 filing deadline.

California Funding Commitment Summary 
Funding Year 2018 
USAC released FY2018 Wave 48 Funding Commitment Decision Letters (FCDL) on March 8, 2019, and Wave 49 on March 15, 2019. As of March 19, FY2018 California commitments total over $274 million.

Pending Dates and Deadlines 
Funding Year 2017 Non-Recurring Services Extended Invoice Deadline 
In general, the deadline for invoicing USAC for FY 2017 non-recurring services was January 28, 2019. Applicants and service providers that requested and were approved for the single one-time 120-day extension now have an invoice deadline of May 28, 2019. Any additional invoices filed after May 28, 2019, will not be accepted by USAC and require an approved waiver from the FCC of the invoice deadline extension rule. Note that the FCC will only issue waivers of the invoice deadline for extraordinary circumstances.

FCC Form 486 and Urgent Reminder Letters 
FCC Form 486 must be filed 120 days from the date of the issuance of the Funding Commitment Decision Letter ("FCDL") or the start date of E-rate eligible services, whichever is later. For ongoing recurring services, starting on July 1, 2018, the following deadlines have passed or are approaching in the next month.
Waves #           FCDL
           Date
         Form 486 Due Date
1-32     4/20-11/19/18         Deadline passed for services starting July 1, 2018
33        11/23/18         3/23/19
34        11/30/18              3/30/19
35        12/07/18          4/06/19
36        12/14/18           4/13/19

USAC issues FCC Form 486 Urgent Reminder Letters to applicants that appear to have missed the deadline to certify an FCC Form 486. Applicants missing these or earlier deadlines should closely monitor their News Feed in the E-rate Productivity Center for an FCC Form 486 Urgent Reminder Letter. This letter will allow the applicant a 15-day extension to submit an FCC Form 486 without penalty.
USAC calculates the date to issue this letter based on the service start date reported on your FCC Form 471. If your actual service start date is later than the date you reported on FCC Form 471 then the deadline may not have passed. In this case, you are responsible for calculating your actual deadline as USAC will not issue additional reminder letters. You can use the 486 Deadlines Tool to calculate your specific deadline.

If you miss the deadline, the service start date will be adjusted to 120 days prior to the date that the Form 486 was actually certified which will likely reduce the funding commitment.

Upcoming Training Events
Numerous training opportunities available for E-rate applicants are coming soon.
USAC E-rate Program Applicant Training Series
USAC has posted 2018 E-rate Program Applicant training materials recordings.
K12 High Speed Network Webinars
K12 High Speed Network Webinars
  • Submitting Corrections and Understanding and Responding to USAC's Reviews 04/11/2019 at 2:00 p.m. 
Recordings of previous webinars are posted on the K12HSN website

EducationSuperHighway Webinars
EducationSuperHighway Webinars
Recordings of previous webinars are posted on the EducationSuperHighway website.

E-RATE Process: Activities to Work on Now
Document Retention Requirements
Applicants are required to maintain E-rate documentation for 10 years past the last date of service. This includes but is not limited to pre-bidding planning, competitive bidding process, vendor evaluation, contract award, application process, invoices, delivery of services, receipt of discounts and proof of payments. This requirement could result in extended retention periods if the services associated with the posting of an FCC Form 470 results in the award of multi-year contracts. To ensure you are keeping all required documentation, please reference the USAC Documentation for Auditors Checklist. It is a best practice to "document as you go," and now is the time to document your Funding Year 2019 competitive bidding and contracting activities. You are allowed to retain documents electronically, so make sure to scan to file your RFP documents, bidders' questions and your answers, all bids received (winning and losing), your evaluation documents (if no bids are received a memorandum of the fact), Board authorization of contracts, and the signed legally binding agreements that support your E-rate funding request.
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CALPADS Update FLASH #153

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End-of-Year 3 Updates and Reminders

CERT125 Will Be Disabled and CERT127 Will Become Fatal

In analyzing the 2017–18 End-of-Year (EOY) 3 certified data, the California Department of Education (CDE) found that a significant number of local educational agencies (LEAs) did not report suspension records in the Student Discipline (SDIS) file for students who were reported as attending in-house suspension or absent due to an out-of-school suspension in the Student Absence Summary (STAS) file. To further enforce the alignment of discipline incidents to absence summary data, the CDE will implement for the 2018–19 EOY 3 submission, the following changes to existing validations:

  • Disable certification validation rule (CVR) CERT125 (Missing In-School Suspension Data for a student who was reported as attending in-school suspension).
  • Merge the CERT125 validation into CERT127 (Student Discipline Data for a student who was reported as absent due to either out-of-school suspension or in-school suspension).
  • Adjust CERT127 to take into account in-school or out-of-school suspensions that result from an incident that occurred in the prior school year on or after April 1. This will address the legitimate scenario where a student committed an offense in the prior school year, but the suspension was enforced in the next school year.
  • Change CERT127 from a warning to a fatal error.

The CDE will be sending letters to the superintendents of LEAs with discrepancy rates of 10% or greater (the total number of students with suspension days in STAS divided by the number of those students without a discipline record in SDIS), to inform them of the potential under-reporting of suspensions in 2017–18, and that this under-reporting may also impact the LEA's and school's 2019 suspension rate indicator on the California School Dashboard, which is based in part on change from the prior year.

Carefully Review CERT071 Warnings

Many LEAs certified that schools in their district had no discipline records to report. This would have triggered CERT071 – No Discipline Data Submitted for a School. It is important that LEAs pay attention to this warning. If LEAs receive this warning, they should review certification report 7.3 – Discipline Actions – Count, and ensure that the schools reporting no discipline records (all columns have zeros), indeed have no discipline records to report. It should be noted that in 2018–19, it will be less likely for schools to have no discipline records to report, since LEAs are now required to report all incidents regardless if they resulted in a disciplinary action of suspension or expulsion. (See Flash #145 for more information.)

Appropriate Application of Disciplinary Actions

LEAs are reminded that current law prohibits students in certain grades from being suspended or expelled for certain statutory offenses. Specifically:

  • California Education Code (EC) Section 48900(k)(2) prohibits students enrolled in grades K–3 from being suspended solely for willful defiance (CALPADS code 511). Current law (EC 48910), however, does allow teachers to remove students in grades K–3 from class for willful defiance, which may result in an in-school or out-of-school suspension; therefore some suspensions of K–3 students for willful defiance are allowed.
  • EC Section 48900(k)(2) prohibits students in K–12 from being expelled solely for willful defiance.
  • EC Section 48900.2, (sexual harassment/CALPADS code 403), EC Section 48900.3 (hate violence/CALPADS code 505), and EC Section 48900.4, (harassment, threats, or intimidation/CALPADS code 506), prohibits students in grades K–3 from being suspended or expelled solely for these offenses.

LEAs should ensure that their local discipline policies reflect current law and that students are not inappropriately suspended or expelled. Once data are submitted to CALPADS, LEAs can review the individual students who were suspended/expelled for these offenses by viewing CALPADS Report 7.5 Discipline Offenses – Student List and filtering on Student Offense codes 403, 505, 506, and 511.

It should also be noted that while EC Section 48915(c)(4) (sexual assault/CALPADS Code 401, or sexual battery/CALPADS Code 400) does not restrict the suspension or expulsion of students to certain grades, it seems unlikely that young children would have committed such offenses. Since LEAs have reported students in grades K–3 as being suspended or expelled for these offenses, LEAs may also want to review their policies and procedures to ensure that students, especially young children, are suspended for appropriate offenses. If students are found to have committed such offenses, any discipline procedures should include a discussion with legal counsel as to whether such cases should be adjudicated through the juvenile justice system prior to expulsion.

Reporting Disciplinary Actions for Students at Nonpublic, Nonsectarian Schools (NPS)

As announced in Flash #145, LEAs are required to report suspension and expulsion data for students attending Nonpublic, Nonsectarian Schools (NPS) beginning with the 2018–19 End-of-Year 3 submission. The CDE will be providing technical assistance to the NPS schools, which will include providing them the Student Discipline (SDIS) file so that they will know what to send to each district whose students they serve.

Questions: CALPADS/CBEDS/CDS Operations Office | | 916-324-6738

Last Reviewed: Monday, March 11, 2019 

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CALPADS Update FLASH #152

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Data Collection in CALPADS for Adult-age Students

In California, public K–12 local educational agencies (LEAs) serve three types of adult-age students:

  1. Students with disabilities in postsecondary/transition programs enrolled in K–12 schools and programs.
  2. Adult-age students attending charter schools with exclusive partnerships with one of the following programs:
    1. Workforce Innovation and Opportunity Act (WIOA)
    2. JobCorps
    3. California Conservation Corps
    4. YouthBuild
  3. Adult-age students attending Adult Education Programs (AEPs) funded with Adult Education Program funding.

Recently, there has been confusion about which of these adult-age students should be reported to CALPADS. The purpose of this communication is to clarify some of these issues.

Postsecondary/Transition Students

These students with disabilities have individualized education programs (IEPs), are 17 to 21 (inclusive) years of age, and are enrolled in K–12 schools or programs and receive special education services specifically focused on the student's transition from secondary education to career and college.

LEAs receive K–12 apportionment funding for these students and therefore these
adult-age students should be reported in CALPADS as follows:

  • Enrollment Status of 10 – Primary
  • Grade level of 12
  • Postsecondary/Transition Status Indicator set to "Y" – Yes (available for population in CALPADS in May 2019).
  • Enrollment at the school where they receive the majority of their special education instruction and related services; or if they receive the majority of their instruction and services directly through a district-level program, the student should be enrolled in CALPADS at the district level.

Students meeting these criteria will be excluded from the graduation rate denominators for traditional and Dashboard Alternative School Status (DASS) schools after their initial graduation cohort year.

Adult-age Students Attending a Charter School in an Exclusive Partnership

K–12 charter schools in exclusive partnerships with one of the following programs can enroll students of any age:

  • Workforce Innovation and Opportunity Act (WIOA)
  • JobCorps
  • California Conservation Corps
  • YouthBuild

LEAs receive K–12 apportionment funding for these students and therefore these adult-age students should be reported in CALPADS as follows:

  • Enrollment Status of 10 – Primary
  • Grade level that is representative of their credits-based grade level (7–12)
  • Enrollment at the charter school

Adult-age Students Enrolled in an Adult Education Program

Adult Education Programs (AEPs) funded with Adult Education Program funding serve students 18 and older. These students are typically participating in one of these programs:

  • Adult Literacy/High School Diploma
  • English as a Second Language/Citizenship
  • Adults with Disabilities (no longer on individualized education programs [IEPs])
  • Career Technical Education/Apprenticeships
  • Parenting, Family, and Consumer Awareness
  • Older Adults

As described in CALPADS Flash #149, beginning in July of 2019, LEAs will be required to obtain statewide student identifiers (SSIDs) for adult students attending AEPs administered by K–12 LEAs if 1) they do not have an SSID already; and 2) if they have no social security number documented in the Comprehensive Adult Student Assessment System (CASAS). LEAs are only required to obtain SSIDs for these adult-age students, and no other data on these adult-age students need to be submitted or maintained in CALPADS. As described in CALPADS Flash #149, LEAs should obtain SSIDs for these adult-age students by:

  • Enrolling the student at the LEA's Adult Education Program (AEPs should have a county-district-school code)
  • Enrolling the student with an Enrollment Status of 20 – Secondary (see Note below)
  • Enrolling and exiting the student using the same date
  • Using Grade level of AD (Adult)

Note: Beginning in 2019–20, there will be a new enrollment status of 50 – Non-ADA Enrollment Status; once this enrollment status is available, LEAs should enroll these adult students using Enrollment Status 50.

Questions: CALPADS/CBEDS/CDS Operations Office | | 916-324-6738 

Last Reviewed: Thursday, March 7, 2019 

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E-Rate New Flash Issue 19-04, March 8, 2019

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E-RATE NEWS FLASH
Contents:
  • Announcements 
  • Funding Commitment Summary
  • Pending Dates and Deadlines
  • Upcoming Training Events
  • E-rate Process: Activities to Work on Now

Announcements
CALNET 3 Contract Extensions Posted
Many public agencies including public schools and libraries utilize the state master contract CALNET 3 for the purchase of broadband and telecommunications services, some of which may be eligible for E-rate discounts. California's Department of Technology has recently posted extensions to CALNET 3 through June 30, 2020, on the California Department of Technology website. California E-rate applicants citing the CALNET 3 contract on their Funding Year 2019 FCC Form 471 funding requests will want to download copies of the contract amendments reflecting the contract extensions for their E-rate records. The contract amendments are located under the separate "Amendments" sections under Category 1 and Categories 2-7, and under each eligible provider. Check the amendment carefully to ensure the extension cited is through June 30, 2020.

FCC Form 471 Filing Window Closes March 27
USAC has announced that the FCC Form 471 filing window for Funding Year 2019 opened on Wednesday, January 16, 2019, at 12:00 noon EST (9:00 a.m. PST) and will close on Wednesday, March 27, 2019, at 11:59 p.m. EDT (8:59 p.m. PDT). FCC Form 471 applications must be certified within an applicant's E-rate Productivity Center (EPC) portal within these dates in order to be considered to be filed "within window."

California Funding Commitment Summary 
Funding Year 2018 
USAC released FY2018 Wave 47 Funding Commitment Decision Letters (FCDL) on March 1, 2019. As of March 1, FY2018 California commitments total over $273 million.

Pending Dates and Deadlines 
Funding Year 2017 Non-Recurring Services Extended Invoice Deadline
In general, the deadline for invoicing USAC for FY 2017 non-recurring services was January 28, 2019. Applicants and service providers that requested and were approved for the single one-time 120-day extension now have an invoice deadline of May 28, 2019. Any additional invoices filed after May 28, 2019, will not be accepted by USAC and require an approved waiver from the FCC of the invoice deadline extension rule. Note that the FCC will only issue waivers of the invoice deadline for extraordinary circumstances.

FCC Form 486 and Urgent Reminder Letters
FCC Form 486 must be filed 120 days from the date of the issuance of the Funding Commitment Decision Letter ("FCDL") or the start date of E-rate eligible services, whichever is later. For ongoing recurring services, starting on July 1, 2018, the following deadlines have passed or are approaching in the next month.
Waves #      FCDL
      Date
                    Form 486 Due Date
1-304/20-11/5/18      Deadline passed for services starting July 1, 2018
31  11/12/18      3/12/19
32  11/19/18      3/19/19
33  11/23/18      3/23/19
34  11/30/18      3/30/19
35  12/07/18      4/06/19
36  12/14/18      4/13/19

USAC issues FCC Form 486 Urgent Reminder Letters to applicants that appear to have missed the deadline to certify an FCC Form 486. Applicants missing these or earlier deadlines should closely monitor their News Feed in the EPC for an FCC Form 486 Urgent Reminder Letter. This letter will allow the applicant a 15-day extension to submit an FCC Form 486 without penalty.
USAC calculates the date to issue this letter based on the service start date reported on your FCC Form 471. If your actual service start date is later than the date you reported on FCC Form 471 then the deadline may not have passed. In this case, you are responsible for calculating your actual deadline as USAC will not issue additional reminder letters. You can use the 486 Deadlines Tool to calculate your specific deadline.

If you miss the deadline, the service start date will be adjusted to 120 days prior to the date that the Form 486 was actually certified which will likely reduce the funding commitment.

Upcoming Training Events
Numerous training opportunities available for E-rate applicants are coming soon.

USAC E-rate Program Applicant Training Series
USAC has posted its 2018 E-rate Program Applicant training materials recordings.

K12HSN Webinars
K12HSN Webinars
  • Submitting Corrections and Understanding and Responding to USAC's Reviews
04/11/2019 at 2:00 p.m.
Recordings of previous webinars are posted on the K12HSN website.

EducationSuperHighway Webinars
EducationSuperHighway Webinars
Recordings of previous webinars are posted on the EducationSuperHighway website.

E-RATE Process: Activities to Work on Now
Late-Window FCC Form 471 Filing Tips and Next Steps 
As the FCC Form 471 deadline approaches on March 27, applicants should allow for adequate time to complete the necessary information on their applications and to submit and certify by the deadline to be considered "within window."

Review of Existing Services/Contracts
Review and verify contracts for all eligible services expected to continue through the next funding year (July 1, 2019, through June 30, 2020). Review bills for service and ensure funding requests filed include all eligible services and costs expected, including taxes and surcharges. If you find discrepancies and have already certified your FCC Form 471 funding requests, you may either submit corrections via a Receipt Acknowledgement Letter (RAL) correction, or submit a new FCC Form 471 with the correct information prior to the filing deadline. USAC will require you to cancel any duplicate funding requests.

New Services and Estimating Taxes and Surcharges
Review any bids and/or new contracts for service to ensure they are complete and include the entire costs of all services you expect to order in the 2019 funding year. If they do not include estimated taxes and surcharges, make sure to include these estimates in your funding requests. Some E-rate eligible services, such as Internal Connections, are subject to California sales tax, while recurring broadband services may be subject to California Public Utilities Commission surcharges. If you are in any doubt as to whether or not your services will be subject to these, contact your awarded service provider for clarification.

Review Certified Applications and File Corrections
Once you have certified your FCC Form 471 application, it is a good idea to review the application for any errors. You may do this by reviewing the live FCC Form 471 in the EPC or by reviewing the PDF version of the original application. From your Billed Entity's home page in EPC, select the FCC Forms menu to access the Funding Year 2019 certified forms. Each form filed will have a hyperlink taking you to the live form that you may click through to verify information, and which also has a PDF link to the original form which you may download.
If you do identify an error, you may submit a request for correction through the Receipt Acknowledgement Letter (RAL) Correction process. Note that only certain FCC Form 470 or FCC Form 471 ministerial and clerical errors may be corrected. If your error does not meet these criteria, it is better to file a new FCC Form 471 with the correct information prior to the filing deadline and to ask USAC to cancel the application that was filed in error. Any errors found after the filing deadline of March 27 must be corrected through the RAL process. Note that RAL corrections may be submitted to USAC up until a Funding Commitment Decision Letter is issued on the FCC Form 471 application.

Respond to USAC Program Integrity Assurance (PIA) Review
All FCC Form 471 applications undergo Program Integrity Assurance (PIA) review. In some instances, USAC reviewers may reach out to the Contact person listed on the FCC Form 471 to ask questions about the application and/or request documentation to substantiate the eligibility of services, the eligibility of entities receiving services, and the data used to calculate the E-rate discount. Applicants have 15 days to respond to USAC's request for information, and may request an additional seven-day extension. While responses to USAC's questions occur in EPC, the outreach from USAC will be sent to the Contact's e-mail address. Failure to respond to USAC's questions will lead to the denial of the FCC Form 471 funding requests.
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E-Rate News Flash Issue 19-03, February 22, 2019

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E-RATE NEWS FLASH

Announcements 

Limited Waiver for Victims of October 2017 California Wildfires and Additional Opportunity to Request Relief

On January 3, 2019, the Federal Communications Commission (FCC) issued a limited waiver (DA 19-15 ) for victims of the October 2017 wildfires in eight counties designated by Federal Emergency Management Agency (FEMA) as eligible for disaster relief. The Universal Service Administrative Company (USAC) published a list of affected applicants and issued instructions on how affected applicants may initiate requests in its January 22 USAC News Brief. It is important to note while this particular decision is limited, the FCC stated in its decision than any schools that were affected by other wildfires or natural disasters may submit their own requests for assistance to the FCC. Schools that may need relief such as additional Category Two funding for destroyed or damaged facilities, relief of documentation retention requirements due to destroyed records, or relief of deadlines are encouraged to submit their requests directly to the FCC.

Notice of Proposed Rulemaking for Permanent Suspension of Category One Amortization Requirement

Prior to 2015, if a school or library E-rate applicant had a Category One broadband project with one-time costs exceeding $500,000 the applicant was required to amortize its E-rate funding request over three years, even if the applicant was required to pay for these costs in the first year. Category One one-time project costs most commonly include special construction, installation, up-front Indefeasible Right of Use (IRU) costs for dark fiber, and modulating electronics to light dark fiber. In order to promote high-speed broadband deployment, the FCC temporarily suspended this requirement for funding years 2015 through 2018. The FCC is extending this suspension for Funding Year 2019 and is proposing to make this suspension permanent. The FCC issued a Notice of Proposed Rulemaking (NPRM) to allow for public comment on this issue; comments are due March 18 and reply comments are due April 1. Comments may be submitted via the FCC's Electronic Comment Filing System under proceeding numbers 19-2 and 13-184.

FCC Staff Category Two Budget Report

In 2015, the FCC implemented a five-year test period for Category Two funding. This test set a five-year available budget for each school and library to use for equipment necessary to transmit a broadband signal on campus, commonly referred to as "WiFi." The purpose of the budget was to ensure broader and more reliable access to these funds for all schools and libraries regardless of discount and location. The FCC directed staff of the Wireline Competition Bureau (WCB) to compile a report concerning the adequacy of Category Two budgets prior to the opening of the 2019 funding year application window. In the WCB report, the WCB found that the test achieved objectives outlined in the 2014 Modernization Order and recommends for a continuation of Category Two budgets moving forward. It's important to note, however, that the FCC has not yet officially announced that Category Two funding will perpetuate after 2019.

USAC Transitioning of BPO Contractor and Impact on Pending Forms and Processes

Effective January 1, 2019, USAC has transitioned its Business Process Outsourcing (BPO) functions from Solix to Maximus. This includes all E-rate Program Integrity Assurance Reviews, processing of pre and post-commitment forms and requests including Forms 471, 486 and 500, service substitutions, Service Provider Identification Number (SPIN) changes, appeals and invoices. Applicants should have received outreach from either the new reviewer or a manager by February 1. If you did not receive this outreach, and you have a pending request, contact USAC by filing a customer service case in the E-rate Productivity Center (EPC), or by calling 888-203-8100 for assistance.

FCC Form 471 Filing Window and Deadlines

USAC has announced that the FCC Form 471 filing window for Funding Year 2019 opened on Wednesday, January 16, 2019, at 12:00 noon EST (9:00 a.m. PST) and will close on Wednesday, March 27, 2019, at 11:59 p.m. EDT (8:59 p.m. PDT). FCC Form 471 applications must be certified within an applicant's EPC portal within these dates in order to be considered to be filed "within window."

California Funding Commitment Summary Funding Year 2018

USAC released FY2018 Wave 45 Funding Commitment Decision Letters (FCDL) on February 15, 2019. As of February 15, FY2018, California commitments total over $271 million.

Pending Dates and Deadlines Funding Year 2017 Recurring Services Extended Invoice Deadline

In general, the deadline for invoicing USAC for FY 2017 recurring services was October 28, 2018. Applicants and service providers that requested and were approved for the single one-time 120-day extension now have an invoice deadline of February 26, 2019. Any additional invoices filed after February 26, 2019, will not be accepted by USAC and will require an approved waiver from the FCC of the invoice deadline extension rule. Note that the FCC will only issue waivers of the invoice deadline for extraordinary circumstances.

Funding Year 2019 FCC Form 470 "Deadline"

E-rate competitive bidding rules require that an FCC Form 470 be posted for a minimum of 28 days before filing an associated FCC Form 471 funding request. The E-rate applicant must also follow all E-rate competitive bidding rules. Note that the last date to file an FCC Form 470 and meet the minimum 28-day requirement, and also file within the FCC Form 471 window, is February 27, 2019. It's important to note, however, that compliance with E-rate competitive bidding requirements, as well as the time necessary to complete an FCC Form 471, make it unrealistic for most applicants to file their FCC Forms 470 on February 27. Best practices are for applicants to plan for a 30-60 day competitive bidding cycle to allow for unexpected changes, review bids received, and award contracts. If you have not yet posted your FCC Form 470 for Funding Year 2019, and expect that you will need to do so, do not delay. More information on FCC Form 470 and competitive bidding best practices is available on K12 High Speed Network's (K12HSN's) E-rate training website.

FCC Form 486 and Urgent Reminder Letters

FCC Form 486 must be filed 120 days from the date of the issuance of the FCDL, or the start date of E-rate eligible services, whichever is later. For ongoing recurring services, starting on July 1, 2018, the following deadlines have passed or are approaching in the next month.

Waves           FCDL
     #               Date                 Form 486 Due Date
                                            Deadline passed for services
1-28            4/20-9/30/18         starting July 1, 2018
29                10/26/18                    2/23/2019
30                11/05/18                    3/05/2019
31                11/12/18                    3/12/2019
32                11/19/18                    3/19/2019
33                11/23/18                    3/23/19
34                11/30/18                    3/30/19

USAC calculates the date to issue this letter based on the service start date reported on your FCC Form 471. If your actual service start date is later than the date you reported on FCC Form 471, then the deadline may not have passed. In this case, you are responsible for calculating your actual deadline as USAC will not issue additional reminder letters. You can use the 486 Deadlines Tool to calculate your specific deadline.USAC issues FCC Form 486 Urgent Reminder Letters to applicants that appear to have missed the deadline to certify an FCC Form 486. Applicants missing these or earlier deadlines should closely monitor their News Feed in the E-rate Productivity Center for an FCC Form 486 Urgent Reminder Letter. This letter will allow the applicant a 15-day extension to submit an FCC Form 486 without penalty.

If you miss the deadline, the service start date will be adjusted to 120 days prior to the date that the Form 486 was actually certified, which will likely reduce the funding commitment.


Upcoming Training Events

Numerous training opportunities available for E-rate applicants are coming soon.

USAC E-rate Program Applicant Training Series

USAC has posted its 2018 E-rate Program Applicant training materials recordings.

USAC Office Hours

In February and March, USAC will conduct USAC webinars which will allow for attendees to submit live questions about previously-published materials.

K12HSN Webinars

K12HSN Webinars

"Submitting Corrections and Understanding and Responding to USAC's Reviews"

04/11/2019 at 2:00 p.m.

Recordings of previous webinars are posted on the K12HSN website.

EducationSuperHighway Webinars

EducationSuperHighway Webinars

Recordings of previous webinars are posted on the EducationSuperHighway website.


E-rate Process: Activities to Work on Now
Collect Information Necessary to Complete FCC Form 471 Funding Request

For each FCC Form 471 funding request, the school or library applicant is required to report various data elements. Once the competitive bidding process concludes, applicants are encouraged to work with their awarded service providers to collect the information necessary to successfully complete its FCC Form 471 funding request(s).

Manage Contracts

If a contract is awarded for service, the applicant will be required to create a contract record in the "Manage Contracts" module in the EPC before it can successfully create a funding request. The contract record includes information such as the associated FCC Form 470, number of bids received, SPIN, date the contract was awarded, and if it has any extensions. Note that for services under month-to-month or tariff terms, the FCC Form 470, number of bids received, and SPIN will be reported directly in the Funding Request on the FCC Form 471.

Funding Request

Each Funding Request in the FCC Form 471 is assigned a Funding Request Number (FRN). In the Funding Request the applicant will be required to report the associated EPC contract record (if applicable), the anticipated service start and end dates, and the contract end date (if applicable). The applicant may use the narrative section to further describe the funding request and address any anomalies in EPC, such as incorrect enrollment and National School Lunch Program (NSLP) data or any missing entities.

FRN Line Items

Each Funding Request may have one or more FRN Line Items. The FRN Line Items capture the types of service, how the service is used, the cost of service, and the recipients of service. The FRN Line Items, particularly for Category Two funding requests, can be very time consuming to prepare, so it is important to allow for adequate time to complete these successfully. USAC has published Bulk Upload templates that applicants or service providers may utilize to pre-prepare the required information and upload the details into EPC.

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E-Rate News Flash- Issue 19-02, February 1, 2019

erateupdate

E-RATE NEWS FLASH 

Announcements 
Limited Waiver for Victims of October 2017 California Wildfires

On January 3, 2019, the Federal Communications Commission (FCC) issued a limited waiver (DA 19-15 PDF) for victims of the October 2017, wildfires in eight counties designated by Federal Emergency Management Agency (FEMA) as eligible for disaster relief: Butte, Mendocino, Napa, Nevada, Sonoma, Lake, Orange, and Yuba. Applicants in the affected counties may have additional time to file appeals or requests for waiver with the FCC or the Universal Service Administrative Company (USAC) and to file FCC Forms 486, Forms 472, and Forms 474. Applicants that had E-rate records destroyed by fires may be exempt from the 10-year documentation retention rule if they attest to the destruction of records and make every attempt to recover available records from third parties. USAC published a list of affected applicants and issued instructions on how affected applicants may initiate requests in the USAC January 22, News Brief.

USAC Transitioning of BPO Contractor and Impact on Pending Forms and Processes

Effective January 1, 2019, USAC has transitioned its Business Process Outsourcing (BPO) functions from Solix to Maximus. This includes all E-rate Program Integrity Assurance Reviews, processing of pre and post-commitment forms and requests including Forms 471, 486 and 500, service substitutions, SPIN changes, appeals and invoices. All pending forms and requests will be assigned to new reviewers by February 1, 2019. Applicants will receive outreach from either the new reviewer or a manager by February 1. If you do not receive this outreach, and you have a pending request, contact USAC by filing a customer service case in the E-rate Productivity Center (EPC) or by calling 888-203-8100 for assistance.

USAC Announces FCC Form 471 Filing Window and Deadlines

USAC has announced that the FCC Form 471 filing window for Funding Year 2019 opened on Wednesday, January 16, 2019, at 12:00 noon EST (9:00 a.m. PST) and will close on Wednesday, March 27, 2019, at 11:59 p.m. EDT (8:59 p.m. PDT). FCC Form 471 applications must be certified within an applicant's E-rate Productivity Center (EPC) portal within these dates in order to be considered to be filed "within window."

California Funding Commitment Summary 
Funding Year 2018

USAC released FY2018 Wave 42 Funding Commitment Decision Letters (FCDL) on January 25, 2019. As of January 25, FY2018 California commitments total over $271 million.

Funding Year 2017

USAC released FY2017 Wave 62 FCDLs on December 20, 2018. As of December 20, FY2017 commitments total over $303 million.

Pending Dates and Deadlines 
FCC Form 486 and Urgent Reminder Letters

FCC Form 486 must be filed 120 days from the date of the issuance of the Funding Commitment Decision Letter ("FCDL") or the start date of E-rate eligible services, whichever is later. For ongoing recurring services, starting on July 1, 2018, the following deadlines have passed or are approaching in the next month.

Waves          FCDL  
    #               Date                   Form 486 Due Date
                                           Deadline passed for services
1-25         4/20-9/30/18             starting July 1, 2018
26             10/5/2018                       2/2/2019
27             10/12/2018                     2/9/2019
28             10/19/2018                    2/16/2019
29             10/25/2018                    2/22/2019

USAC issues FCC Form 486 Urgent Reminder Letters to applicants that appear to have missed the deadline to certify an FCC Form 486. Applicants missing these or earlier deadlines should closely monitor their News Feed in the E-rate Productivity Center for an FCC Form 486 Urgent Reminder Letter. This letter will allow the applicant a 15-day extension to submit an FCC Form 486 without penalty.

USAC calculates the date to issue this letter based on the service start date reported on your FCC Form 471. If your actual service start date is later than the date you reported on FCC Form 471, then the deadline may not have passed. In this case, you are responsible for calculating your actual deadline as USAC will not issue additional reminder letters. You can use the Form 486 Deadlines Tool to calculate your specific deadline.

If you miss the deadline, the service start date will be adjusted to 120 days prior to the date that the Form 486 was actually certified which will likely reduce the funding commitment.

Funding Year 2017 Recurring Services Extended Invoice Deadline

In general, the deadline for invoicing USAC for FY 2017 recurring services was October 28, 2018. Applicants and service providers that requested and were approved for the single one-time 120-day extension now have an invoice deadline of February 26, 2019. Any additional invoices filed after February 26, 2019, will not be accepted by USAC and require an approved waiver from the FCC of the invoice deadline extension rule. Note that the FCC will only issue waivers of the invoice deadline for extraordinary circumstances.

Funding Year 2019 FCC Form 470 "Deadline"

E-rate competitive bidding rules require that an FCC Form 470 be posted for a minimum of 28 days before filing an associated FCC Form 471 funding request. The E-rate applicant must also follow all E-rate competitive bidding rules. Note that the last date to file an FCC Form 470 and meet the minimum 28-day requirement, and also file within the FCC Form 471 window, would be February 27, 2019. It's important to note, however, that compliance with E-rate competitive bidding requirements, as well as the time necessary to complete an FCC Form 471, make it unrealistic for most applicants to file their FCC Forms 470 on February 27. Best practices are for applicants to plan for a 30-60 day competitive bidding cycle to allow for unexpected changes, review bids received, and award contracts. If you have not yet posted your FCC Form 470 for Funding Year 2019, and expect that you will need to do so, do not delay. More information on FCC Form 470 and competitive bidding best practices is available on K12 HSN's E-rate training website.

Upcoming Training Events

Numerous training opportunities available for E-rate applicants are coming soon.

USAC E-rate Program Applicant Training Series

USAC has posted its 2018 E-rate Program Applicant training materials recordings.

USAC Office Hours

In February, USAC conducted webinars will allow for attendees to submit live questions about previously-published materials.

K12 High Speed Network Webinars

Completing FCC Form 471 for Category 2 Services

02/12/2019 at 2:00 p.m. (Note NEW Date) K12 High Speed Network Webinars

EducationSuperHighway Webinars
  • Build vs. Buy Calculator: Evaluate Your Fiber Bid Responses

02/13/2019 at 10:00 a.m. EducationSuperHighway Webinars

  • 4 Ways to Get More Bandwidth for Your Budget

02/21/2019 at 10:00 a.m. EducationSuperHighway Webinars

E-RATE Process: Activities to Work on Now 
Making Corrections to Locked EPC Profiles

In EPC each E-rate applicant will have a profile associated with its parent Billed Entity Number (BEN) as well as associated child entities such as schools, libraries, non-instructional facilities, and annexes. USAC requires that every eligible location to receive service be given one of these child designations in EPC. In addition, school and school district applicants must report enrollment and National School Lunch Program (NSLP) eligibility data in the profile for each of their schools in order to calculate the E-rate discount and available Category Two budget. Finally, both schools and libraries must be assigned an Urban or Rural designation in their unique profiles in order for the E-rate discount to be calculated.

Errors in Discount Calculations

If a school profile has no value in its enrollment, NSLP, or urban/rural fields, the E-rate discount for the BEN will not calculate in the FCC Form 471. This is demonstrated by an error message in the FCC Form 471 itself as well as in the Discount Rate display for the BEN's profile in EPC.

For libraries, errors in their associated school district E-rate discount calculations or having no value in an urban/rural field will also result in an error message on the FCC Form 471 and in the Discount Rate display for the library's BEN profile.

If you experience these error messages, you will not be able to proceed with filing the FCC Form 471 for your BEN until the issues are identified and corrected. Because EPC profiles are currently locked for the duration of the FCC Form 471 filing window, contact USAC by either submitting a case in EPC or calling 888-203-8100 for assistance in identifying the source of the error, so USAC may make the correction necessary to allow you to file your FCC Form 471.

Missing Child Entities

If you identify child entities missing from your BEN's profile, you may request that USAC create a new child entity number in EPC. However, you will not be able to add it to your BEN's profile until after the FCC Form 471 window is closed. It is important that you make a note in the Narrative section of any FCC Form 471 funding request of missing entities that will require corrections during USAC application review.

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