Welcome to the E-rate Webinar

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Welcome to the E-rate Webinar

• Can you hear me?
• Do you know how to mute your microphone?
• Can you use the text chat?
• Call 287-5620 and ask for Ellen Wood if you need
  help.

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E-rate 101

• For Maine Public 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 - services that are always funded
• Priority 2 funded at above 80 discount
  entities (internal connections, wiring, etc.)

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Discounts - NSLP

• The discounts for the E-rate program are based
  upon National School Lunch Program (NSLP) data.
• Libraries discounts are based on the school
  district that the library resides in.
• NSLP data is kept at Maine DOE website.
  http//portalx.bisoex.state.me.us/pls/doe_sfsr/sfs
  rdev.ed534.ed534_parameters

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Discounts - NSLP

• Library discounts are calculated from the school
  district NSLP average.
• Once you get the average then go to the Discount
  Matrix to determine your discount
• The Discount Matrix can be found at
  http//www.universalservice.org/sl/applicants/step
  05/discount-matrix.aspx
• Check your Urban/Rural Status
• http//www.universalservice.org/sl/applicants/ste
  p05/urban-rural/msa/maine.asp

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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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Whats Your Discount?
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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

• Libraries need to keep copies of the technology
  plan and the approval letter for audit purposes.
• 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/
• Libraries just need these 5 elements
• More info at the E-rate website
• http//www.maine.gov/msl/erate/

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Five criteria for a technology plan

• (1) Goals and strategy for using
  telecommunications and information technology to
  improve library services
• (2) a professional development strategy to ensure
  that staff know how to use these new technologies
  to improve library services
• (3) An assessment of the telecommunication
  services, hardware, software, and other services
  that will be needed to improve library services
• (4) A sufficient budget to acquire and maintain
  the hardware, software, professional development,
  and other services that will be needed to
  implement the strategy and
• (5) 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 (I want a service)
• Form 471 (I have chosen a service provider)
• Form 486 (I am receiving the service)
• Form 472 (I have paid all my bills give me my
  money!)
• File forms online at
• http//www.sl.universalservice.org/menu.asp

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Form 470

• Request for services
• RFP of sorts opens the competitive bidding
  process
• Must be posted for at least 28 days
• Keep track of all bids if any are received
• Price must be primary factor in selecting a phone
  company if you receive multiple bids.
• Must file this form every year 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 (BEAR)or Discounted Bills

• Filed to invoice for reimbursement once bills
  have been paid. (Can be yearly, quarterly, etc)
• Or a library can choose to receive discounts on
  each monthly bill rather than invoice at the ends
  of the year.
• You have to check to make sure you are receiving
  the correct discount!
• Now online no faxing if your service provider
  will do online BEARs

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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
• Libraries may be asked to provide additional
  information.
• Contracts, dates of contracts and types of
  services are reviewed for compliance. (Since
  phone bills are month-to month this isnt an
  issue for regular telephone.)

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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.
• Easy to get confused as to what year you are
  doing a form for. You could be doing a forms for
  3 different years at the same time.

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Tips for Success

• Notebook for each E-rate year
• Color code and mark years
• Scan paperwork for year and Form
• Process flowchart reminds you where you are.
• http//www.usac.org/_res/documents/sl/pdf/applicat
  ion-process-flow-chart.pdf

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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 libraries received 67,000 for 2006-2007 in
  telephone reimbursements.

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Money for Maine

• But each year money is lost to libraries due to
  paperwork errors, and missed deadlines.
• Is the money you get back worth the time and
  effort?
• Take your monthly phone bill, find your discount,
  then you decide whether the money is worth the
  time and effort.

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Im here to help!

• Janet McKenney
• Public Library and MSLN E-rate Coordinator
• janet.mckenney_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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More useful links

• 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