So, for those of you who have a FCDL dated on or before July 1, 2010, and a service start date of July 1, 2011, your deadline for submitting your Form 486 is October 29, 2010.

 

To file online: http://www.sl.universalservice.org/menu.asp

To file via paper: http://www.universalservice.org/sl/tools/required-forms.aspx

 

 

Form 486 is a verification that what you asked for reimbursement for in your Form 471 is what you really want.  I call it the “yes, this is what I really want” form.  It is an easy form to fill out, since all the information you need is located on your Funding Commitment Decision Letter.

 

 

If you haven’t been funded yet, there is still plenty of time.  If you’d like to check the status of your Form 471, to see where it is in the approval process, you can do so at http://www.sl.universalservice.org/FY3_form471/471StatusCheck.asp

 

I will have more information on the changes in the E-Rate program in November (so stay tuned!).

 

 

Form 470 is the first form you file for a FY for E-rate.  I refer to it as the “this is what I would like to have” form, because it is just covering generalities.  You can put down your technology wish-list, of sorts.  Want to increase the number of phone lines you have or want to add a dedicated fax line?  Then go ahead and put it in your Form 470.  Form 470 does not lock you into receiving the services you put down – it just lets the SLD know that you may be asking for reimbursement for these services in the future.

What do I need to apply?

All you need for your Form 470 is your Billed Entity Number, the number of phone/fax lines you have, and some basic information about your Internet Access.  You don’t need SPIN numbers, or specific bill amounts on Form 470 – it’s all about generalities!

You can apply online, or on paper. 
Online: http://www.sl.universalservice.org/menu.asp
Paper: http://www.universalservice.org/sl/tools/required-forms.aspx

When can I file the next form?

You will have to wait a minimum of 28 days between the time you submit your Form 470 and the time you submit your Form 471.  This is to allow those who are going out for bids to get them in and evaluate them.  Even if you are not going into a contract, you still have to wait the 28 days.

When is the deadline for filing Form 470?

Right now the deadline is not set, since the window has not opened to file Form 471.  I would expect the deadline to be sometime in late December to mid-January.  Because of the 28-day wait time, the deadline for the Form 471 determines the deadline for Form 470.  Until the window has opened to file Form 471 and the deadline for that form has been determined, the deadline for Form 470 cannot be set. December/January is the traditional deadline time, though.  But by then, the new forms will be out, and you will have to use those.  That isn’t a bad thing, but it would probably be easier for you to fill out the forms that you are used to, rather than learning the new ones.

 

 

Now is the time that the SLD is reviewing all the information that you sent them, from whether your library is a recognized library to services and amounts.  The Program Integrity Assurance (PIA) folks will contact you if they need more information or clarification on the information that you provided.

 

 

I wouldn’t advise sending any additional information to the SLD or PIA at this point unless you have been specifically asked for it.  It would just get lost in the shuffle. 

 

 

You have 15 days to respond to them with the information they ask for.  If you need more time, you can ask for it; just give them a specific date.  If you are corresponding with your PIA representative, and aren’t getting anywhere, ask for a supervisor.  You’re not getting them into trouble – you just understand that you need to get this information to the right people in a reasonable amount of time. 

 

Don’t panic if you get a letter from the PIA.  Read it through, and be sure you understand what they are asking for.  If you don’t understand, ask them.  You can always contact me as well, but talking to them makes them understand that you are working on it.

 

 

The next form to do will be the Form 486.  There are a couple of things that have to happen first, though:

 

1.  You have to have a tech plan that is valid within the 2010/2011 fiscal year. You can go to  http://state.tn.us/tsla/regional/UCRL/techplans.htm to check the status of your tech plan.

2.  You have to have received a Funding Commitment Decision Letter (they’re pink this year).

 

They haven’t started issuing FCDLs for Funding year 2010 as of yet.  I don’t expect it will be long though!

 

You can file this form either online or via paper and mail it in.

 

Online: http://www.sl.universalservice.org/menu.asp (I recommend the Create Form 486, just because I don’t like the Interview process).

Paper: http://www.universalservice.org/_res/documents/sl/pdf/486.pdf

 

 

The Form 486 verifies that you are going to be receiving these services and will be either asking for a reimbursement on them or will be receiving a discount on your bills.  It just lets the SLD know that you are indeed going to be using these funds that were committed to you.

 

Once you get your FCDL, you have 120 days from the date on your letter, or your service start date, whichever is later.  So, if you receive your FCDL in May, but your services don’t start until July 1st, you have 120 days from July 1st (which is sometime in late October) to get your Form 486 in.

 

I will send out notices of libraries that are included in the waves as I always do, so you’ll know to look for your FCDL in the mail.  If you’re always in the first wave, but you’re not this year, don’t worry!  They release them differently each year, so just be patient, if you can.

 
Form 471 is the form that you will need exact prices and service providers, so be sure that you have that information handy before you sit down to fill out your form.
 
Information needed for Form 471
 
1.  A copy of the actual bill for each service you request.  I recommend using your highest bill from the last year or two, so if there are increases in the cost of your service, you’ll be funded for more than what your bill is now.  I would also recommend that you keep all copies of the bills you use in your e-rate folder, so if there is a question later, you can find that particular bill easier.
 
2.  Your library’s FSCS code.  These can be found at http://nces.ed.gov/surveys/libraries/librarysearch/ .  Just type in your city and state.  You will receive a minimum of two entries, one marked with a orange icon and one with a green icon. Please be sure to use the FSCS number that is in the entry with the green icon (which marks Central Library).  The reason is that the FSCS number under the green icon is the full number, while the number under the orange one is missing the last three numbers.  (if you can’t find your FSCS code, I have the majority of them on a spreadsheet, so just let me know what you need, and I’ll see what I can do).
 
2a.  If your library is new, and/or you don’t have a FSCS number, you can put zeroes, or leave it blank.  If you leave it blank, the online system will prompt you that you left it blank, but if you click ok, it will let you continue.
 
3.  Your free and reduced lunch information.  This can be found at http://eratey12.k12tn.net/ .  Please make sure to use the bold District information for the school district that your library is physically located in.  I would also recommend that you do your own calculations instead of using the ones on the site, since they may differ.  Finally, I would make a copy of only your district information and keep it in your e-rate folder for future reference.
 
4.  Your school district’s Billed Entity Number.  This is also found at http://eratey12.k12tn.net/ .  It is called the School District Entity Number and is the first column in the spreadsheet.
 
4a.  When filling out your Form 471 online, please be sure that in Block 4, where you input your school data, that you change the discount percentage, if necessary.  It defaults to 20%, but many of you have a larger discount than that, so be sure to change it – it will not change automatically.
 
5.  Your service provider’s SPIN number.  You should have this if you have used their services before, but if not, or if you have changed service providers, please use http://www.sl.universalservice.org/Forms/SPIN_Contact_Search.asp .  Keep in mind that when you are searching, use the first word or two with the wildcard % in case you don’t have the correct spelling or complete name of the service provider.
 
6.  If you have a contract, please be sure that it is signed after your 28 days from filing your Form 470 but before you file your Form 471.  You will also need your contract award date and expiration date.
 
7.  Either a copy of your Form 470 that you filed online, or your Receipt notification letter you received in the mail.  Either of these will have your Form 470 application number, which you will need in block 5 of the Form 471.
 
For a paper copy of Form 471: http://www.universalservice.org/_res/documents/sl/pdf/471_FY05.pdf
To file online: http://www.sl.universalservice.org/menu.asp
 
Please keep in mind that you will also have to file Item 21 attachments for each Block 5 you fill out.  You will have a Block 5 for each service you request.  You can file the Item 21 attachment online at http://www.sl.universalservice.org/menu.asp , or send them a paper document.  For assistance on Item 21 attachments, please go to  http://www.universalservice.org/sl/applicants/step07/form471-attachments.aspx . You will need the information from your bills, your number of phone lines or Internet speeds, and your FCC registration number to complete these attachments.  I would recommend putting your FCC registration number in the notes category.  The way I phrase it is : the FCC registration number for the X library is xxx.