E-rate Update - What Happens Next
Message Posted April 17, 1998
Dear E-rate Friends:
As you know, Tuesday marked the close of the initial 75-day filing window. Congratulations to everyone who completed both their Form 470 and 471 applications correctly and submitted them before the deadline. We at the PA Department of Education are proud that so many of our schools and libraries decided to participate in this new program and spent the numerous hours reading my e-mails (eeek!), completing the applications, attending workshops, meeting with vendors, etc. Please know that we have heard and understand the frustrations you had during this process and we will be working with the FCC and the SLC to make the process easier for the next application cycle. We sincerely hope that in about a month you will finally see the rewards of all your hard work.
The SLC has released and I have included below an E-rate Update "What Happens Next" that describes the application processing procedures from here forward. But first, a few notes: * For those of you who may still be completing the application process, please sign your contracts and mail your Form 471 as soon as possible as applications filed after the 75-day window will be considered on a first-come, first-served basis if there is still money left over after the 75-day window applications are processed.
* Please don't forget to respond to any fax or call from the SLC within 7 CALENDAR days. If you miss the 7 day turnaround time, your application will not be automatically rejected, but you will lose your place in the 75-day window. This includes a request from the SLC to provide SPIN numbers for your service providers if you just listed their full legal name. Please try to obtain these now, as the SLC WILL be calling you.
* The Form 486 and many of the billing procedures still have yet to be released; I'll keep you updated as the information becomes available.
* I don't expect that anyone will receive funding commitment letter until at least the middle of May.
* Don't forget that you should begin applying on July 1, 1998 for discounts on services being provided during the 1999 calendar year. To date we have not heard if there is going to be another window, but we imagine there will be several changes made to the program. I will keep you updated as we learn more. -- Julie
E-Rate Update: What Happens Next?
SPECIAL NOTICE FROM THE SCHOOLS AND LIBRARIES CORPORATION
With the close of the 75-day window for this first round of Universal Service Fund applications, schools and libraries who have filed their Form 471 applications are eager to know what happens next. The following outlines each step of the Form 471 application review process to help you better understand the Schools and Libraries Corporation (SLC) processing procedures for Form 471. Please share this information with any other entities who might be filing a Form 471 based on your original Form 470; also read carefully even if you have not yet filed a Form 471. This document supplements the processing information currently posted to the SLC Web Site (see "Procedures for Processing SLC Applications" or obtain documents toll-free via fax-on-demand, 800-959-0733).
IMPORTANT NOTE
Although we understand that you may be tempted to call the SLC to check the status of your specific application, we strongly urge you not to do so. Our Client Service Bureau is focused on processing your application as expeditiously as possible, and will NOT be able to discuss the status of individual applications. If there is a problem with your application that prevents it from being entered into the SLC data system, you will be notified.
WHAT HAPPENS TO FORM 471s ONCE THE SLC RECEIVES THEM
When applications arrive at the SLC, they are date/time stamped and reviewed for completeness. After this initial review, applications follow one of three paths:
1.Applications found to be properly completed in the initial review process are cleared for data entry into the SLC system. 2.Applications containing some incomplete answers are referred to the Problem Resolution Team who will contact applicants via fax regarding any necessary additional information. 3.Applications which fail to meet the most basic Minimum Processing Standards are automatically rejected. These applications are returned to applicants with a letter explaining SLC policies and the reason the application is being rejected.
WHAT HAPPENS IF APPLICATIONS ARE SENT TO PROBLEM RESOLUTION
Applicants whose applications are referred to the SLC Problem Resolution Team will receive a fax communication outlining the various issues/concerns that require attention. Applicants must respond within seven (7) calendar days of fax communication from the SLC. A fax-back form and toll-free fax number are provided for applicants to respond to the query. If the problems identified by the Problem Resolution Team are corrected before the 7-day deadline passes, the application will be considered as being within the 75-day window.
If applicants fail to correct every problem identified in the Problem Resolution fax communication before the 7-day deadline expires, another fax communication will be sent. This second fax advises applicants that their
application will not be considered for funding within the 75-day window. The second fax will state what additional information applicants must provide for the applications to be considered for funding under the "first-come, first-served" procedures.
Once applications successfully clear Problem Resolution, they are entered into the SLC system by data entry personnel.
WHAT PROMPTS AN AUTOMATIC REJECTION
The SLC's Minimum Processing Standards specify the circumstances under which applications will be summarily rejected. Some examples that will cause an application to be automatically rejected are: if the Form submitted was not the OMB approved or a visually equivalent version; or if the application was not at least two-thirds legible; or, if the application was sent via fax or E-mail; or if Block 6 (the certification page) was not completed and signed.
ENTERING AN APPLICATION - THE DATA ENTRY TEAM
Once applications clear initial review and/or Problem Resolution, the applications will be entered into the SLC data system. After applications have been fully entered into the system, applicants will receive a notification letter from SLC acknowledging their receipt.
THE PROGRAM INTEGRITY ASSURANCE PROCESS
Once entered into the SLC system, applications will be reviewed by the Program Integrity Assurance Team to ensure that the substantive information in the applications comply with program rules. The Program Integrity Assurance Team will contact applicants if additional information is needed. After contact from the Program Integrity Assurance Team, applicants will have 7 calendar days to respond with the information requested in order to maintain their position in the window.
GETTING YOUR FUNDING COMMITMENT
After all applications received within the 75-day window complete the various steps of the application review process, and the Federal Communications Commission informs SLC of the total funds available for commitment in 1998, SLC will send all applicants who qualify for funding a letter stating the amount approved for their 471 applications.
When the SLC knows the date when funding commitments will be made, a notice will appear on our Web Site. In the event that total requests exceed available funding (which SLC will not know until all applications are processed), we will promptly notify the school and library community how the FCC's priority rules will be implemented vis a vis applications properly completed during the 75-day window.
-- SLC
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