September 2003

To:     District Superintendents

Superintendents of Public Schools

Principals of Nonpublic Schools

Directors of Library Systems

Directors of Public and Association Libraries

From:     Jean C. Stevens

Subject: Opportunities to Seek E-Rate Funding for NYS Schools and Libraries

The application process for the E-Rate funding has started again for the program year of 2003-04. In order to encourage New York State schools and libraries participation and facilitate the application process, the New York State Education Department has engaged the E-Rate Central Services to conduct a series of regional E-Rate Program Application Workshops.

The Universal Service Fund for schools and libraries (the "E-rate" program) is an important source of technology funding for participants. Through its first six funding years, from January 1, 1998 through June 30, 2004, New York State schools and libraries have been awarded over $1.4 billion in E-rate discounts for telecommunications, Internet access, and internal connection services. Under a new rule, program funding for the 2004-2005 year will be expanded by the rollover of unused funds from prior years.

All New York State schools (K-12) and public libraries are encouraged to participate in next year's E-rate program. A goal of the New York State Education Department is to have all eligible schools and libraries fully utilize federal E-rate funds before tapping New York’s own educational resources.

E-rate participants, who were funded 2002 or 2003, should be aware of two important impending deadlines. Billed Entity Applicant Reimbursement forms for recurring services in 2002-2003 must be submitted no later than October 28, 2003. Form 486s, including certifications on Child Internet Protection Act compliance, must be filed within 120 days of funding awards or start of service. For many 2003-2004 participants this would be October 29, 2003.

The formal application process for the 2004-2005 E-rate funding year has begun. Initial applications (Form 470s) can be submitted now. Final applications (Form 471s), together with completed contracts for eligible services, are required to be completed and submitted during the November 2003 to January 2004 application period.

To assist New York schools and libraries in applying for E-rate funds, New York State Education Department sponsors an extensive Web site, weekly e-mails, help line services, and workshops. Additional resources are available directly from the E-rate program’s administrator, the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC). In particular:

1. The New York State sponsored "E-Rate Central" Web site
   http://www.e-ratecentral.com/us/nys/ is one of the most highly rated E-rate Web sites in the country. It contains updated program news, tips on all steps in the funding process, computer-readable forms, and information on New York State E-rate vendors. The SLD Web site http://www.sl.universalservice.org is another excellent source of information.
2. E-rate news and filing tips are e-mailed weekly to New York State schools and libraries. To be placed on the NYSED's e-mail distribution list, please send your organization’s name, address, telephone and fax numbers, e-mail address, and contact person’s name via e-mail services@e-ratecentral.com.
3. Specific E-rate questions should be addressed to the SLD by telephone (888) 203-8100 or by e-mail question@universalservice.org. The New York State Education Department help line for State-related E-rate questions can be reached by facsimile at (516) 832-2877 or by e-mail services@e-ratecentral.com.

As in the past, the New York State Education Department is sponsoring half-day E-rate workshops this fall for New York State schools and libraries. The workshops will focus on the basic steps required for E-rate funding and on issues, such as service eligibility and procurement practices. A schedule of the workshop dates and locations is attached. Updated information on these sessions will appear on the E-Rate Central Web site and in the weekly E-rate e-mails discussed above.

Shorter E-rate sessions will be held at the New York State Education Department Nonpublic School Conference in Albany, October 28 and the New York Library Association Conference in Saratoga Springs on November 7, 2003.

* Note: For security purposes, pre-registration is mandatory – particularly in New York City.

Workshop registration procedures and directions are also available on the E-Rate Central Web site at

http://www.e-ratecentral.com/us/nys/