E-rate Introduction from Fall Workshop 2008
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The document provides an overview of the E-Rate program, which provides discounts to schools and libraries to obtain affordable internet access and telecommunications. It discusses the four categories of services covered - telecom, internet access, internal connections, basic maintenance. Discounts range from 20-90% depending on poverty levels and rural/urban status. It outlines the application process and additional requirements for technology planning and documentation that are needed for higher levels of funding. It emphasizes the importance of documentation, communication with USAC, and seeking help from state coordinators.
![Overview of the Schools and Libraries Program ,[object Object]](data:image/gif;base64,R0lGODlhAQABAIAAAAAAAP///yH5BAEAAAAALAAAAAABAAEAAAIBRAA7)
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E-rate Introduction from Fall Workshop 2008
- 1. E-Rate: It’s not as bad as you’ve heard… Suzanne Reymer Montana State Library Fall Workshop 2008
- 17. Planning for the Future Technology Needs
- 18. BANDWIDTH!!!
Editor's Notes
- Part in yellow shows that you and your patrons are paying into this fund whether or not you choose to use it.
- Note supports connectivity NOT content.
- Note that you have to be able to prove that you can and have provided these additional resources. And these requirements will vary depending on the level of funding requested.
- As far as E-Rate calendar goes, Steps 1 & 2 should be completed before Step 3. You have roughly between July and December to complete Step 3 – earlier is better. Steps 4-6 are completed AFTER 28 day filing window closes.
- Step 6 refers to Eligible services list – updated each year. Useful to find out which category a service falls into and whether or not something is eligible for E-Rate. Note that if you choose to have discounts applied to your bills, you can skip Step 11 and the BEAR form
- Competitive bidding is a cornerstone of E-Rate. Ideally, it means that competition between service providers should get you cost effective service. What it often means in practice is that if there is competition, you need to keep good records that all vendors were given fair consideration - Price must be the primary factor when constructing the evaluation of bid responses. 5 years from last date of service. For most on-going services 6/30 is last date so records for funding year 2005 which ends 6/30/06 must be kept until 2011.
- You need to have your tech plan written before you file Form 470 with proof. Your tech plan must be approved by the state before you file Form 486 or the funding year begins whichever is earlier. Maggie, Tracy and I review library tech plans, suggest changes and eventually recommend for approval. Once it’s officially approved, you get a letter from Helena. That letter should be kept with your tech plan as proof of compliance. Have you taken part in professional development courses? Proof What services do you have available what are your plans for updating/upgrading? Do you have the budget required to pay your portion as well as for necessary updates/upgrades and professional development? How are you going to evaluate whether or not you meet your goals?
- The difference between levels two and three is generally monthly charges to your internet service provider. Your ISP may or may not be the same as your telecomm/DSL provider. In my case, Qwest provides DSL, MSN/IMT are possible ISPs. We won’t be talking about CIPA during this session. That’s another workshop. Updated presentation is available from the website. Documentation includes proof that you are using a TPM, copy of internet safety policy, copies of public notice and minutes from hearing.
- Expect the greatest scrutiny of internal connections purchases. This is where most of the waste, fraud and abuse has taken place. Also, keep in mind that internal connections haven’t been available to any school or library under 80% discount for the majority of the program’s lifespan.
- You’re given options in forms for how you want to be contacted – choose email or fax. That way you have written records of all communications. This is essential in case of appeals of audits. You’re generally given a time frame of when you need to respond. Be sure to comply. If it’s review season and you plan to be away for a prolonged period of time, make sure you can be reached and/or make sure someone else can respond in your place. Only give as much information as is required at the time.
- They scrutinize applicants because they’re being scrutinized by Congress. There are members of Congress who are dead set against the program and would like to eliminate it. They’re continually looking for reasons to do so. It doesn’t help us that there have been widely publicized cases of waste, fraud and abuse. Competitive bidding is a biggie to USAC. Even if we have no competition in many parts of our state, be prepared to document serious bids or lack thereof. Tech plans are critical in showing that services fit into your plan for your library and that you will make every effort to provide the equipment and maintenance, training, etc. to really make use of the money coming from USAC. Budget – what are your current and projected costs for equipment, training, maintenance? How are you paying for these? Copies of invoices from service providers
- Handouts – demonstrating compliance and E-Rate binder.
- I’m not going to talk in detail about either of these today. Let me know if you’re interested and we can schedule on-line conferences on either or both topics. There are several advantages to using RFPs, particularly in the CYA (cover your assets) area. You can spell out exactly what you’re looking for and what you will consider. You can talk about desired/preferred qualifications for bidders. You can set bidding deadline dates. This can eliminate bogus marketing ploys masquerading as legitimate bids. I think RFPs are necessary if you’re talking about anything beyond basic E-Rate, desirable for others. If you sign a multi-year contract with a service provider, making sure you did everything properly in the Form 470, you won’t have to file another Form 470 for this service for the duration of the contract. But you still need to file Form 471 every year. The disadvantage is that you won’t be able to take advantage of newer better services.
- The group is a good place to ask questions and share experiences. Do let me know about any problems you might have with USAC personnel. I’d also like to know about site visits and audits so I can make sure you’re prepared for likely questions. Thanks to Gates Foundation, ALA has received funding for group support and training. I have access to consultants and higher level USAC personnel to resolve issues.
- One of the great things about E-Rate is it can help pay for needed upgrades to your services? The question becomes what do I need to upgrade?
- What are you getting now from your ISP? What is available? Libraries really need to be looking at 1.5 Mb as a MINIMUM. More is better.
- Brainstorm potential goals for improving education or library services.
- I emphasized new here because I think the requirements for professional development are greater for new staff and/or new technologies. If you’re not offering new services but rather a continuation, you probably don’t need a lot of training. Meeting certification requirements should be sufficient as well as a strategy for keeping up on new technologies that might benefit your patrons.
- If you’re not offering anything new or significant upgrades, your needs for additional equipment probably won’t be great. But you should consider in your plan periodic replacements and upgrades.
- A modest plan requires a modest budget but you do need to consider where you’re going to get the money to pay for expenses. If your plan is more ambitious, you’ll need to show access to greater funds.
- I think it should probably be sufficient here to put in a timeline of how often library staff and/or board will review the tech plan and make necessary changes. Ideally, your tech plan should be part of your library’s long-range plan. In that case, you simply choose a couple of technology-related goals and then use relevant pieces from your long range plan to fill in the other requirements.