Current Form 470 Step-by-Step October 2010 Library Workshop

1. E-Rate FY2011 Current Form 470 Step-by-Step October 2010 Library Workshop

2. The Purpose of the Form 470 The Form 470: Announces a school or libraries' intent to participate in the E-Rate program and lists the services desired: Telecommunication - Internet Access Internal Connections - Basic Maintenance Acts as an RFP Begins the mandatory 28 day competitive bidding process If a service is not listed on a Form 470, you cannot request it on a Form 471

3. Form 470 You must apply for E-Rate funding each year The only time you don’t need to file a Form 470 is in the second (or later) year of a multi-year contract which was established in a previous year’s Form 470. Note: This applies only to the services you are receiving in a multi-year contract. You must still file a 470 for everything else!

4. If You Are New to E-Rate: Notify critical staff that you are the new “contact” person for E-Rate Let staff know to forward all USAC/SLD correspondence to you (even if it has a previous employees name on it) Get everyone on the lookout for “colored” envelopes – pink for the 2010-2011 funding year Work with administrators to keep them informed of E-Rate requirements, processes and deadlines

5. Why File On-Line • It is highly recommended that applicants complete the Form 470 “on-line” • Prevents errors of omission • Certain items filled in automatically • Immediate submission and acknowledgment • Certify on-line using PIN ***Note: Do not complete or submit E-Rate forms from your service provider’s location (i.e. ITC) SLD tracks IP addresses***

6. General E-Rate Tips Always print at least one copy of everything you do online. Keep all E-Rate documents organized by color-coded year in a secure location. Having all your documents and being able to find them can save you unbelievable stress.

7. Before Beginning Your Form 470 Have last year’s Form 470 as a reference – it’s one of the smartest things you can do to make this year’s application easier. When the online 470 application gives you an application number – write it down or print the page. If you don’t have the code – you can’t get back in, and will be forced to start over

8. Before You Begin Your Form 470 One of the most likely reasons you might need the application number is that occasionally applicants get “timed out”. So that you don’t loose any of your work - remember to use the SLD’s navigational buttons – NOT the buttons in your browser. Always enable “Pop-Ups” in your browser – otherwise you will miss things you really need to see.

9. After Submitting Your Form 470 In approximately one to three weeks you will receive a Receipt Notification Letter (RNL) The RNL confirms your Form 470 is in the system, and summarizes the details of your application. Be prepared to accept bids, and to document all bids and communications you receive.

10. Let’s Begin The Form 470 On-Line Filing Process www.usac.org/sl

11. Start by Clicking “Apply Online”

12. Then Click on “Create Form 470”

13. Warning Pop-Up ***Remember to allow pop-ups from www.universalservice.org/sl

14. Enter Zip Code or Entity No. and Click on Next

15. If correct, click on Next

16. The “Form Identifier” is user created The system will assign the application number Choose the Applicant Type Enter the Contact Person’s Name If the address is the same as above, click here, otherwise, fill in 6b. Choose your preferred method of contact Click Next

17. *Important – Print this page before continuing, then click Next

18. Choose all that apply in 7 (a) and (b) Recommend choosing both options Click on Next

19. Click OK to continue

20. Note: If you do not choose a category of service on a Form 470, you can not request the service on a Form 471 Check if you are applying for Telecom Services Select if you will have an RFP and where it will be located, otherwise, choose No Choose your preference to receive funding. If you don’t know, click here and you can arrange with your Service Provider Describe the Service, and Quantity or Capacity Click on Next

21. In the Quantity/Capacity description, use terms like “a minimum of” or “or greater”. If you don’t, you will not be able to increase on the Form 471 or you upgrade later in the funding year.

22. Complete if you are applying for Internet Access List cell phones with Internet Access here as well as Telecom Service Click Next to Continue

23. Complete if you are applying for Internal Connections The “Two in Five” rule applies to Internal Connection equipment Click Next to Continue

24. Complete if you are applying for Basic Maint. Of Internal Connections Basic Maint. can be requested yearly Click Next to Continue

25. List an Optional Contact if you will not be available Check this box if there are “No” bidding requirement Optional Click Next

26. Check if you are only requesting “Basic Telephone Service” Check each that apply. This determines if you have adequate resources. Click Next

27. Choose the type Entity that applies This is the number of schools and NIFs List all Area Codes and Prefixes for Entities

28. If correct, Click Next

29. Search for Billed Entity by Zip Code or Entity No. Click on District Name and Add Click Next

31. Read and Check each Certification

32. Read and Check each Certification Provide information of the person authorized to certify the application. Can be different than the contact person in Block 1

33. Click Next

34. You must click “Submit” in order to file your Form 470 Click Submit

35. Print Preview Once submitted, you will then see the “Allowable Contract Date”

36. Choose how you will certify In order to use “Electronic Certification” you must have a PIN. PIN will be issued after paper certification with signature is received. “Request a PIN” is no longer active.

37. Print out Paper Certification

38. *Requires Signature - Also required in order to receive a PIN Mail Certification to this address. Send by certified mail, or some means to verify delivers

39. SLD News Brief • Emailed each week • Subscribe from SLD website • Covers topics of current interest • Indicates important program deadlines • Archives of past issues • Subscribe to SLD News Brief – go to http://www.universalservice.org/sl/tools/news-briefs/subscribe.aspx

40. Support from eTech Ohio eTech Ohio e-Rate Support and Information Lorrie Germann, eTech Ohio: 614-485-6050 Mike Edwards eTech Ohio : 614-485-6462 E-mail: e-rate@etech.ohio.gov To subscribe to the E-Rate list, send an email with no message to join-erate@list.em.ohio.gov.