The Discount Matrix can be found a

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E-rate 101

• For Maine Schools and Libraries

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• Simplifying E-rate can be a challenge
• This is brief information and an outline of the
  process.

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What is E-rate-able?

• The FCC publishes the eligible services list each
  year.
• The services on that list are eligible for
  discounts from the Schools and Libraries Division
  (SLD) of the Universal Service Administrative
  Company (USAC) to schools and libraries.
• The list can be found at the SLD site in PDF
  format http//fjallfoss.fcc.gov/edocs_public/att
  achmatch/FCC-07-182A2.pdf

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Two different service types

• Priority 1
• Priority 2

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Priority 1 and Priority 2

• Priority 1 services are always funded.
• Priority 2 services are usually only given to
  very high level poverty schools
• Most schools and libraries in Maine have discount
  levels that do not qualify for Priority 2 funds.

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Discounts - NSLP

• The discounts for the E-rate program are based
  upon National School Lunch Program (NSLP) data.
• So schools that have over 75 of students that
  qualify for free and reduced lunch are usually
  the only schools that will receive funds for
  Priority 2 services.

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Discounts - NSLP

• Library discounts are calculated from the school
  district average.
• All schools and libraries can receive funds for
  the Priority 1 services.
• The Discount Matrix can be found at
  http//www.universalservice.org/sl/applicants/step
  05/discount-matrix.aspx

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Priority 1 Services

• Telecommunication Services Telephone (local, long
  distance, cell phone services)
• Digital Transmission Services - (T1, ATM, OC1,
  DSL)
• Internet Services (access to Internet)

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Priority 2 Services

• Internal Connections (wiring, hubs, switches,
  cabling, some types of servers)
• Basic Maintenance of Internal Connections
• Two in Five Rule - These services can only be
  funded 2 times every 5 years

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E-rate and Technology Plans

• All services except telephone services require an
  approved technology plan.
• The timing of when the plan is written and when
  services are requested is one of the sticking
  points in the program that can cause problems.
• The plan needs to be dated before the Form 470 is
  filed.

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E-rate and Technology Plans

• Schools and libraries need to keep copies of the
  technology plan and the approval letter for audit
  purposes.
• Schools and libraries also need to keep copies
  of all E-rate paperwork for 5 years after the
  last date of service.

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E-rate and Technology Plans

• Technology Plans Must meet 5 criteria for E-rate
  - http//www.universalservice.org/sl/applicants/s
  tep02/technology-planning/
• Private Schools and libraries just need these 5
  elements
• Public schools need to meet NCLB Title IID,
  E-rate and Chapter 125 requirements
• More info at the E-rate website
• http//www.maine.gov/msl/erate/

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5 Criteria

• The plan must establish clear goals and a
  realistic strategy for using telecommunications
  and information technology to improve education
  or library services

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5 Criteria

• 2. The plan must have a professional development
  strategy to ensure that staff know how to use
  these new technologies to improve education or
  library services

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5 Criteria

• 3. The plan must include an assessment of the
  telecommunication services, hardware, software,
  and other services that will be needed to improve
  library services

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5 Criteria

• 4. The plan must provide a sufficient budget to
  acquire and support the non-discounted elements
  of the plan the hardware, software, professional
  development and other services that will be
  needed to implement the strategy and

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5 Criteria

• 5. The plan must include an evaluation process
  that enables the library to monitor progress
  toward the specified goals and make mid-course
  corrections in response to new developments and
  opportunities as they arise.

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Technology Plans

• Must be written prior to the Form 470 filing
• Should have a creation date that pre-dates the
  Form 470
• Should be written for 3 years but can be
  updated/modified if significant changes are
  needed
• Needs to be approved by July 1 but actually needs
  to be written in the previous fall.

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E-rate Forms

• There are four basic forms - all can be filed
  online now.
• Form 470
• Form 471
• Form 486
• Form 472
• File forms online at
• http//www.sl.universalservice.org/menu.asp

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Form 470

• Request for services
• RFP of sorts opens competitive bidding process
• Must be posted for at least 28 days
• Keep track of all bids
• Filed once for a multi-year contract
• Filed annually for telephone
• Contracts must be signed and dated before the
  Form 471 is filed.

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Form 471

• File after the Form 470 has been posted for at
  least 28 days and contracts are signed (if the
  service requires a contract)
• Indicates what vendor has been selected
• Item 21 attachment now online fill out
  carefully and accurately to avoid problems in PIA
  reviews

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Form 486

• Filed after the school or library receives a
  Funding Commitment Decision Letter (FCDL)
• Filed after services have begun. (Usually after
  July 1 but before October 30exact timing depends
  on the date of the FCDL). 120 days after FCDL
• This is the form that everyone forgets to do!
• The Form 486 states that services are now being
  received
• Certifies to technology plan existence, if needed
• Certifies to CIPA

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Form 472

• Filed to invoice for reimbursement once bills
  have been paid. (Can be yearly, quarterly, etc)
• Some schools and libraries receive discounts on
  each monthly bill rather than invoice at the ends
  of the year.
• Now online no faxing

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PINS

• PINs are digital signatures that allow you to
  certify forms online
• PIN FAQ for Applicants
• http//www.usac.org/sl/tools/search-tools/applica
  nt-pin-faqs.aspx

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PINS

• PINs are automatically generated, mailed, and
  ready to be used once the applicant has certified
  any one of the forms.
• PINs are assigned to a person at a location
• PINS should be disabled if someone leaves and a
  new PIN obtained

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E-rate Reviews PIA, site visits, denials appeals

• As forms are filed they are reviewed by staff at
  the SLD
• Schools and libraries may be asked to provide
  additional information.
• Contracts, dates of contracts and types of
  services are reviewed for compliance.

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E-rate Reviews PIA, site visits, denials appeals

• This process can cause stress and lead to appeals
  and lost funding.
• Following the process and filling in forms
  accurately can alleviate a good percentage of
  these problems.

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Money for Maine

• Although the process can be a burden there is a
  lot of money to be saved by schools and
  libraries.
• Maine had funding commitments for 2006-2007 that
  amounted to over 7.2 million dollars

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Money for Maine

• But each year money is lost to schools and
  libraries due to paperwork errors, contract
  errors, etc that come up during the review
  process.
• Is the money you get back worth the time and
  effort?

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We are here to help!

• Janet McKenney
• Public Library and MSLN E-rate Coordinator
• janet.mckenney_at_maine.gov
• Sylvia K. Norton
• School E-Rate Coordinator
• sylvia.k.norton_at_maine.gov

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Useful E-rate Links

• Maine E-rate website
• http//www.maine.gov/msl/erate/index.shtml
• SLD Website Apply Online
• http//www.sl.universalservice.org/menu.asp
• NSLP Data (Maine DOE)
• http//portalx.bisoex.state.me.us/pls/doe_sfsr/sf
  srdev.ed534.ed534_parameters

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• Discount Matrix
• http//www.universalservice.org/sl/applicants/ste
  p05/discount-matrix.aspx
• Data Retrieval Tool
• http//www.universalservice.org/sl/tools/search-t
  ools/data-retrieval-tool.aspx