What do I need to do to get E-Rate?

I'm going to take some information off the slides I used for Fall Workshop to answer this question. You'll notice that I separate it into 4 different levels. The amount of effort required is directly proportional to the amount of funds requested. We start at Level One which is a relatively simple application for a relatively small amount of money. Yet most Montana public libraries can get 50% or more back from their phone bills. Even a small library is looking at around $400 and that can definitely help out. And you can spend it on anything you want - even books!

Level One
Basic Phone Service

1. Form 470
2. Competitive bidding process
3. Form 471
4. Form 486
5. Form 472 - not required but highly recommended. Reimbursements are much cleaner for record-keeping purposes than discounts.
6. Keep records for 5 years
• Applications
• Payment records
• Log of all communications with USAC

Level Two
DSL data lines

1. Level One requirements plus
2. Approved technology plan
• Goals and realistic strategy for using telecommunications and information technology
• A professional development strategy
• An assessment of telecommunication services, hardware, software, and other services needed
• Budget resources
• Ongoing evaluation process
3. Records related to technology plan

Level Three
Internet Access

1. Level Two requirements plus
2. CIPA compliance
• Technology Protection Measure
• Internet Safety Policy
• Public Notice and Hearing
  
3. Records related to CIPA compliance

Level Four
Internal Connections

1. Level Three requirements plus
2. Detailed asset registers (including make, model, serial number, and location) to facilitate the tracking of equipment purchased with USF support.
3. Diagrams that clearly show how equipment is actually connected and used.
   

Form 471 Window Opens

The FY2009 application filing window opened at 10 a.m MST on Tuesday, December 2, 2008 and will close at 9:59 p.m. MST on Thursday, February 12, 2009. The filing window will be open for 73 days.

Applicants should note that FY2009 Forms 470 can be filed now.

Traditionally, a high percentage of Forms 471 arrive at USAC during the final week that the window is open. We urge you to file early so that:

• You have an opportunity to review your work and make corrections if necessary.
• You can re-file your form if an error you made cannot be corrected.
• USAC has your information and can start reviewing your application.

We also urge you to file online:

• The system notifies you of possible errors and allows you to correct them.
• The system does your calculations for you.
• You can review your information online before you submit it.
• Your information is submitted to us quickly and correctly.

Be sure to clear your browser's cache and temporary Internet files before you begin. For more online filing tips, refer to Tips and Troubleshooting

You should find discounts for your library already calculated in a spreadsheet linked from 2008 Discounts in the links at right. If you don't see your library listed, and/or have problems opening the Excel spreadsheet, let me know.

BANDWIDTH - BANDWIDTH - BANDWIDTH!

Forget about beauty, wealth and thinness. For libraries, it's all about bandwidth. You can't have too much internet bandwidth in this day and age. As this ad from Hong Kong points out. You don't have to understand Chinese to get the point.



I am concerned that too many Montana public libraries may be trying to squeeze by with inadequate bandwidth - sticking with whatever they got when they signed up for DSL or cable broadband service several years ago.

And the internet has changed a lot in the last couple of years! All public libraries should be looking at AT LEAST T1 speeds (1.5 Mbps) for the upcoming funding year. And if you have more than just a couple of internet access computers, you should be looking at higher speeds. I recently upgraded my home service to 7 Mbps.

The trend is toward more and more video and audio content - streaming and downloaded. And for that you need higher bandwidth. Have you ever tried to watch a webinar and had it stop every few minutes because the bandwidth wasn't keeping up with the content? It makes it hard to follow. So, talk with your ISP and find out what's currently available. If it's not good enough, find out what it would take to get your service to an acceptable level.

And, E-Rate will help you pay for it!

If you've been applying for E-Rate for just POTS for the past few years because you haven't wanted to deal with tech plans or CIPA requirements, it might be time to take a fresh look at the program. It's really not that difficult to put together a tech plan that will satisfy SLD requirements. Really! And there are free, relatively hassle-less filtering options that will satisfy CIPA.

We'll be talking about using E-Rate to help your library meet current and future needs at Fall Workshop at Livingston this year. Come join me, your E-Rate peers and even some E-Rate wannabes and we'll get you on the right track!

Get more information about and register for Fall Workshop.

google group up and running

Google decided not to let me set up a group with all or most of the members added automatically. So, I had to send out invitations to all the Montana libraries participating in the E-Rate program. That does change the nature of the group somewhat, but that may be for the better.

The overall goal of this group is to create more of an E-Rate community in Montana. We all have a tendency to feel isolated and there's nothing like feeling like you're suffering alone. Hopefully, we can learn from each other as to what's worked and what hasn't worked. And we can share ideas as to how to make better use of the program in the future.

The timing is pretty good since the preliminary announcement of the first wave of funding for 2008 has just been released. I was pleased to see that almost all of the Montana libraries participating in the program this year were funded in the first wave. Most of those who weren't look like they're somewhere in the final review process.

If you haven't received an invitation to the google e-rate group, they were sent out to the email addresses used in the 470 application. If that's not your primary email address, use the google group icon in the right hand navigation bar to ask for an invitation. Libraries who are not currently applying for E-Rate are also welcome to join.

gao survey on e-rate

I just found out today that the GAO (General Accounting Office) is circulating a survey on the E-Rate process among selected applicants.

Like much of the E-Rate process, the survey can seem somewhat daunting. I've looked at a copy of it and it's 25 pages. But it would be very helpful if you could fill it out as completely and honestly as you can, if you're one of the lucky recipients. They really do need to hear from you.

If you're selected for the survey and have questions about it, let me know. I might be able to help explain some of the items.

E-Rate audits

Just a heads up that there are audits of e-rate applicants in process. These are courtesy of the Federal Communication Commission Office of the Inspector General. They've hired a private firm - KPMG - to conduct these audits.

If you have all your paperwork in order, you should have nothing to worry about. One good piece of advice is to keep all of your e-rate paperwork together by year. The documents from SLD are all color-coded so why not put it all in a color-coded binder or folder.

I would like to know when Montana public libraries are being audited, so if you hear from KPMG, be sure to let me know. I may be able to help you be a bit better prepared.

Ten Rules for E-Rate Success

This is an abbreviated version of a December 2007 special report. I think it's good advice.

To read the full report:
http://www.lyponline.com/infocus/1207/Special_Report.htm

Rule 1: E-rate is not, and cannot be treated as, a “file it and forget it” program. It is a full year job.

Rule 2: Keep up-to date. E-rate rules continue to change and must be monitored carefully.

Rule 3: Carefully read all form certifications.

Rule 4: Whenever possible, file online.

Rule 5: When filing paper forms, use the current versions.

Rule 6: Pay strict attention to deadlines.

Rule 7: Respond promptly – and carefully – to all review inquiries.

Rule 8: Technology planning and procurement practices are important.

Rule 9: Maintain records for at least five years.

Rule 10: Know when you need help and where to turn for it.