E-Rate Step-by-Step

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E-Rate Step-by-Step

The table below shows the basic steps of the E-Rate application process including typical timelines, links to forms and information on the SLD website, and brief descriptions of each step. Filing an application takes approximately twelve (12) months (to apply for funding for the subsequent twelve (12) months).

Important: The following information is meant to be used as a guideline or starting point to give a general overview of the process. Actual timelines are very important and are subject to changes by the SLD. It is your responsibility to check their web site often to get updated information and timelines. If you have questions you should go to the Schools and Libraries Division (SLD) website or contact their help line at 1-888-203-8100.

Timeline Links to Forms & Process Details Description of Process Steps

Before July Determine Eligibility All K-12 Schools and Libraries are eligible unless they are for profit, or have endowments exceeding $50 Million

Before July Technology Plan Applicants are required to have a State approved Technology Plan before they can receive discounted services through E-Rate

July - January Form 470 Applicants begin the E-Rate process by filing Form 470, which identifies requests for services such as E-Mail and Web Hosting services. The services requested should reflect the goals and priorities outlined in your technology plan. This action posts your requests on the Schools and Libraries Division (SLD) website to obtain competitive bids.

29th calendar day after Form 470 is posted Wait 28 Days After the Form 470 is posted, applicants wait 28 days while service providers submit bids for the services requested. After this competitive process, applicants may then select a vendor and may sign contracts on or after allowable contract date, which is given to you when you submit your Form 470.

November-early-February
(Filing Window) Form 471 Applicant files Form 471 with the SLD before the end of filing window to request the services awarded during the bidding process. This form also identifies each vendor selected, costs, and the discounts requested.

Spring Months SLD Review SLD reviews every application and contacts applicants for clarifications of their requests if necessary before the application is approved.

Spring Months
(After SLD Review) Funding Letter SLD mails applicants and service providers Funding Commitment Decision Letters (FCDLs) that indicate approval/denial of requests.

July 1 or within 120 days after Funding Letter Form 486 After receiving the funding letter, applicants submit Form 486 to SLD for each funding request to “turn-on funding” and certify compliance with the Children’s Internet Protection Act.

July 1 or after Form 486 Notification Letter Reimbursement Applicants work with the service provider(s) and opt to receive reimbursements by check or by discounted bills.

"Click Here for Overall Eligibility Requirements for All Categories of Services"

Applicant Checklist

Pre-Application Process
	DO update you contact information with the Client Service Bureau (1-888-203-8100)
	DO make sure your technology plan covers the complete upcoming funding year
	DO verify that your technology plan has the 5 required elements: Goals, Professional Development, Needs Assessment, Budge, and Evaluation Process
	DO write your technology plan before filing the Form 470
	DO have a certified tech plan approver certify your technology plan before services start
Form 470 and Competitive Bidding
	DON'T allow a service provider that may bid on your services to fill out your Form 470
	DON'T wait until the Form 471 window opens to file your Form 470
	DO list your requested services on your Form 470 - or your RFP if you have one
	DO list your requested services in the correct categories of service (Telecommunications, Internet Access, Internal Connections, or Basic Maintenance of Internal Connections)
	DO mark the correct boxes in Block 2 for multi-year contracts and/or voluntary extensions
	DO certify your Form 470 prior to the close of the Form 471 application window
	DO ensure a fair and open competitive bidding process. All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid
	DO select the most cost-effective service provider, with price as the primary factor
	DO keep ALL records relating to the bid evaluation process (winning and losing bids, worksheets, evaluation criteria, contract). Note in a memo if one (or no) bids are received
	DON'T sign a contract until after the Form 470 has been posted for 28 days
	DO remember that contracts must be signed and dated by both parties before filing the Form 471
Form 471
	DO verify that services ordered match the category requested on the correct Form 470
	DO file separate Form 471 applications for Priority 1 services and Priority 2 services
	DO read the Eligible Services List and request discounts only on eligible services
	DO complete your Item 21 Attachment and include the pre-discount prices of the services
	DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs)
	DO check your math. The Form 471 and the Item 21 attachement totals should match
	DO file electronically and DO certify online before the close of the window
	DO keep a record of postmark or electronic submission