E-Rate Help

E-Rate is a federally-funded program administered by the Universal Service Administrative Company (USAC).  Libraries can get discounts on internet service and network equipment through E-Rate. 

For more information about E-Rate, visit the USAC website. 

In a nutshell, the E-Rate process involves seeking bids for internet service (FCC Form 470 Category 1) and/or network equipment (FCC Form 470 Category 2); evaluating bids (Bid Evaluation Matrix); selecting a service provider and entering into contract with them on or after the Allowable Contract Date; requesting discounts from USAC for services ordered (FCC Form 471 Category 1) and/or equipment ordered (FCC Form 471 Category 2); and reporting the start of services and CIPA compliance (FCC Form 486).

For detailed information about the E-Rate process, go here.

The E-Rate Productivity Center (EPC) is E-Rate’s administrative portal.  Within EPC, libraries can file their Forms 470, 471, and 486, and they can monitor their progress through the E-Rate process.  Libraries can also create customer service cases with questions for USAC.

To log in to EPC, go to USAC’s website, and select the blue Sign In button in the top, right corner of the screen.

The Administrative Window typically opens around October and closes in January.  During the Administrative Window, libraries can make updates to their library and user information in EPC.  When the Administrative Window closes, libraries can only make certain updates by contacting USAC.

Some important information that libraries might want to check during the Administrative Window includes:

1. Is the Account Administrator correct?
2. Is there an individual(s) associated with the library that needs to be added as a user?
3. Does the library’s square footage need to be updated?

Here is an Administrative Window Checklist including instructions on how to make updates.

The Form 470 filing window typically opens around early July and closes at the end of February.

Libraries DO NOT need to file a Form 470 Category 1 application every year. Only libraries whose contracts with their service providers will be expiring at the beginning of the next funding year (July 1 through June 30) will need to file a Form 470 Category 1 application to seek bids for internet service.

Additionally, libraries that have a one-year contract and four voluntary annuals renewals DO NOT need to file a Form 470 Category application every year. They will file a Form 470 when they are using their last voluntary annual renewal.

ALL libraries need to file a Form 471 every year (see the FCC Form 471 and PIA Review section below for more information).

If libraries want to seek bids for network equipment and services, they can file a Form 470 Category 2 application.

It can be helpful to view Forms 470 from previous years. To do that, follow the steps in this document:

For questions about or assistance with the Form 470 Category 1 and/or Category 2 applications, please contact Rachel Walker at rachel.walker@libraries.ok.gov.

Below are Form 470 Category 1 instructions. For Form 470 Category 2 assistance, please contact Rachel Walker.

USAC offers some helpful training videos about filing the Form 470. You can access those videos here.

When a library files a Form 470, they must wait at least 28 days before closing the competitive bidding process. Day 1 of the 28 days is the day the Form 470 is certified. A library cannot enter into contract with a vendor until the Allowable Contract Date (the 29th day after a Form 470 is certified). In the “News” section of the E-Rate Productivity Center (EPC), a library can view their Allowable Contract Date.

A library must complete a Bid Evaluation Matrix in order to determine which vendor to select. This ensures a fair and open bidding and selection process. A library can review bids as they are received, but the library shouldn’t conduct the evaluation of all bids received until the Allowable Contract Date. If a library receives bids after it has completed its bid evaluation, those bids do not have to be considered.

After the Allowable Contract Date (the 29th day after a Form 470 is certified) and once the Bid Evaluation Matrix has been completed, the library can enter into contract with the vendor who received the most points.

ODL has created a Category 1 Bid Evaluation Matrix template and a Category 2 Bid Evaluation Matrix template that libraries can use OR a library can create its own. ODL’s template includes suggested factors, but a library can ADD or REMOVE factors from the template based upon the needs for the library’s evaluation process.

If a library creates its own Bid Evaluation Matrix, per USAC requirements, the library should make sure to include the price of the eligible products and services as a factor, and this factor should have the most points available.

IMPORTANT NOTE ON DOCUMENT RETENTION: In your records, make sure to keep copies of all the bids you received. If you receive bids after you have completed the bid evaluation, keep copies of those bids and make a note that these are bids you received after you completed the bid evaluation. Additionally, make sure to create a document containing detailed notes about your evaluation of each bid.

NOTE ON OUSF FUNDING: In order for a library to receive funding from the Oklahoma Universal Service Fund (OUSF) for the non-discounted portion of the library’s internet service cost, OUSF requires that a library’s contract with a vendor be a one-year contract with (up to four) voluntary annual renewals.

The Form 471 filing window typically opens around mid-January and closes at the end of March.  ALL libraries must file a Form 471 every year if they want to receive discounts from USAC.

On the Form 471, libraries list the service and equipment for which they are requesting discounts.  A library can file a Form 471 after they sign a contract with a vendor.

It can be helpful to view Forms 471 from previous years.  To do that, follow the steps in this document:

After libraries file a Form 471, it goes through the Program Integrity Assurance or PIA Review process.  An E-Rate Reviewer looks over the application and will send review inquiries through EPC if they have questions or need additional information from the library.

After the review process is completed, libraries will receive a Funding Commitment Decision Letter (FCDL) outlining the discounted funding they will receive from USAC.

For questions about or assistance with the Form 471 Category 1 and/or Category 2 applications, contact Rachel Walker at rachel.walker@libraries.ok.gov.

Below are Form 471 Category 1 instructions. For Form 471 Category 2 assistance, please contact Rachel Walker.

USAC offers some helpful training videos about filing the Form 471. You can access those videos here.

Libraries file a Form 486 after they receive their Funding Commitment Decision Letter.  On the Form 486, libraries report the start of services and CIPA compliance.  The deadline for filing a Form 486 is 120 days from the date of the Funding Commitment Decision Letter or from the service start date (whichever is later), although it can be of help to the service provider if a library can file the Form 486 sooner than later.

It can be helpful to view Forms 486 from previous years.  To do that, follow the steps in this document:

For questions about or assistance with the Form 486, please contact Rachel Walker at rachel.walker@libraries.ok.gov.

USAC offers some helpful training videos about filing the Form 486 and CIPA compliance. You can access those videos here.

On the Form 486, libraries must certify compliance with the Children’s Internet Protection Act (CIPA) in order to be eligible for E-Rate discounts.  CIPA requirements include three items: an internet safety policy; a technology protection measure; and a public notice and hearing or meeting.

For more information about USAC’s CIPA requirements, go here. 

Additionally, here is a document to provide assistance.  It contains information about CIPA compliance and suggested CIPA document retention.

The Oklahoma Universal Service Fund (OUSF) provides funding to libraries for the non-discounted portion of their internet service cost (the portion of a library’s internet service cost not covered by E-Rate).

Whenever a library files a Form 470 Category 1, and they enter into a new contract with a service provider, the library will receive an OUSF Library Affidavit from the service provider.  The library will need to fill out the OUSF Library Affidavit, gather the requested documentation, and provide all of this information to the service provider.  The service provider will then present this information to the Oklahoma Corporation Commission in order to request funding.

The requested documentation includes:  FCC Forms 470 and 471; copies of all bids received, including bids that were not considered; all documents used in the evaluation process (like the Bid Evaluation Matrix); and an RFP (if applicable).

Although not as common, there are some other instances where a library will need to complete an OUSF Library Affidavit.  These instances can include a rate change or a bandwidth change under an existing contract.

NOTE: Many service providers will reach out to libraries and provide them with the OUSF Library Affidavit.  Depending on their service provider, though, some libraries might have to be proactive and reach out to their service provider regarding the OUSF Library Affidavit.

For more information about OUSF, go here.

USAC requires libraries to keep records for 10 years “after the latter of the last day of the applicable funding year or the service delivery deadline for the funding request, whichever is later.”

For more information about document retention, go here.  Also, take a look at USAC’s E-Rate Program List of Documents to Retain for Audits and to Show Compliance with Program Rules document.

Additionally, here is a document to provide assistance.  It contains current information about the years for which to keep records.  It also contains suggestions for file organization and documents to retain.

USAC offers several helpful training videos about the E-Rate process.  You can access those videos here.

Click the link below to access an 8 ½” x 11” PDF poster about E-Rate.  It is recommended that you print it out and place it next to your working space in order to stay on top of the E-Rate application process.

For E-Rate assistance, please contact Rachel Walker at rachel.walker@libraries.ok.gov.