The Office of Head Start recommends that grantees interested in preparing to apply for E-Rate discounts, take the following steps this summer to position themselves to apply. The Office of Head Start recommends the following:

1. Join the Head Start E-Rate Listserv. Send an email to erate@headstartinfo.org asking to join the Head Start E-Rate Listserv. This listserv provides the latest updated information of what is happening in Head Start as it relates to E-Rate.
   
   
2. Start an E-Rate Filing system. Record keeping and organization are very important. The Universal Service Administration Company/Schools and Libraries Division (USAC/SLD) has created a suggested Compliance Documentation Checklist that you can use to track your collection of documentation about the process of applying for, using, and invoicing for E-Rate.
   
   
3. Update your grantee profile. The Office of Head Start (OHS) is establishing a grantee profile system within the Early Childhood Learning and Knowledge Center (ECLKC) for grantees and delegates to keep their basic contact information current. As OHS moves toward the ability to assure timely electronic communication with Head Start grantees and delegate agencies, it becomes increasingly important to have current contact information. OHS is asking that grantees regularly update, verify and maintain basic contact information (name and e-mail) for several key staff positions on a quarterly basis. Individual contact information will not be made public.
   
   This information also can be used to help verify your identity as a Head Start grantee and E-Rate eligibility for your centers with the USAC/SLD.
   
   More information about grantee profiles is available in Information Memorandum ACF-IM-HS-07-04 – Information Verification Request.
   
   
4. Register with the Federal Communications Commission (FCC) if you have not already done so. Another beginning step you can take is to register with the FCC. Any entity doing business with the FCC is required to register in order to determine that they are not delinquent on debts owed to the FCC.
   
   The FCC Registration Number is a 10-digit number assigned to a business or individual, used to identify your business dealings with the FCC.
   
   There are two ways to register: online or by paper. Registering online is faster.
   
   To register online, select the web link: https://fjallfoss.fcc.gov/coresWeb/publicHome.do and follow the few, short steps.
   
   To register by paper, either download the form from the FCC website, at https://fjallfoss.fcc.gov/coresWeb/publicHome.do or you may call the Forms Distribution Center at (800) 418-3676 or the FCC Registration Number Help Desk at (877) 480-320, to request a form to be mailed to you. Request Form 160 for initial registration, and Form 161 for registration updates to a pre-existing registration. After you complete the form, mail it to the FCC Administrator at the address listed on the form.
   
   You will need to provide contact information when you register. The contact address that you provide is very important, because it will be used to mail FCC information to you. The address that you provide should be the primary mailing address for your Head Start agency.
   
   
5. Collect and consolidate bills for eligible services. Having all telecommunication services, Internet Access and Internal Connections bills in the name of your organization and sent to one address will make preparing the E-Rate application easier. It also will simplify ongoing payment and budgeting for these eligible services.
   
   
6. Audit telecommunications and Internet services. In order to be aware of the services you currently use, sound business practices dictate a thorough review of all bills for telecommunications, Internet access and Internal Connections. An audit can help an organization identify the best values associated with the telecommunication services, indicate the need to remove, cancel or discontinue unused services, and help reduce operating expenses.
   
   
7. Review multi-year contracts. Part of the E-Rate application process includes soliciting bids for telecommunication services, Internet access and other eligible services. Rather than entering into a multi-year contract, use the E-Rate application process to solicit and select service providers for eligible services. Filing Form 470, Description of Services Requested and Certification, opens the competitive bidding process.
   
   
8. Locate Service Provider Identification Number (SPIN). Looking for the SPIN number will help you determine whether or not your Service Provider is participating in E-Rate. If they are not registered, it might be beneficial for you to suggest they obtain a SPIN number from USAC/SLD, so you can continue to do business with them if your E-Rate application is successful.
   
   You may wish to tell your service provider that you plan to participate in E-Rate. Providers that do not have a SPIN Number may be interested in registering if their client plans to participate. Some Service Providers have chosen not to participate because of the time required to participate relative to the risk of their clients not receiving E-Rate discounts.
   
   Please note that once you start the competitive bidding part of the E-Rate application process, contact with potential service providers regarding E-Rate should end until the new provider is selected.
   
   To look for a SPIN number, go to the USAC/SLD website, at http://www.usac.org/sl.
   
   • On the main page on the left side under Schools and Libraries Tools, select the “Search Tools” link on the left side of the page.
   • Locate “SPIN Contact Search” on the left-hand side under “Search Tools”.
   • Select “SPIN Contact Search” and follow the instructions on the screen.
   • You will be able to search for your Service Provider by using either their Name or their SPIN number. If you do not know the full name of your Service Provider, follow the instructions on the Web page to perform a wildcard search.
     
   
   
9. Review your Entity Numbers and application type. Head Start grantees who have applied in the past can review their application type and ensure there are Entity Numbers and/or Billed Entity Numbers for any new locations. You can change your application type (School, School District, or Consortium) if you think another type better fits your Head Start organization. Most Head Start grantees operate more than one center and should apply as a “school district”. You also can make corrections to entity names. For grantees planning to apply in 2009, remember to request additional entity numbers for new centers opening July 1, 2009 to June 30, 2010.
   
   
10. Obtain Entity Numbers and Billed Entity Number(s) (BEN). Head Start grantees who have not participated in E-Rate funding should obtain Entity Numbers for each location (address) where eligible services are provided.
    
    An entity number is an identification number assigned by USAC/SLD for each address where services are received. Head Start grantees who have not participated in E-Rate in previous years need to request an entity number from USAC/SLD.
    
    How you setup your entity numbers will impact your entire application. Prepare before you request entity numbers. Contact Head Start Knowledge and Information Management Services (HSKIMS) at 1-866-878-6032 or erate@headstartinfo.org if you need assistance. Be prepared to provide your legal name, type of agency, E-Rate point of contact, telephone numbers, addresses and contact information for each location/entity.   Also, the process for requesting an entity number is explained step-by-step in the Job Aid for Requesting an Entity Number .
    
    To obtain an entity number, contact the Schools and Libraries Program at Universal Service Administrative Company Schools and Libraries Program at (888) 203-8100 or go to http://www.universalservice.org/sl.
    
    The Billed Entity Number (BEN) is the number assigned to the entity that pays the bills. Typically it is the number assigned to the Head Start administrative office. Most Head Start grantees have one location that processes the bills (Administrative Office) for Head Start Centers.
    
    
11. Research – Train – Read. Take advantage of training videos and other information in the E-Rate Toolkit on the ECLKC. Review the steps on the USAC/SLD Web site. Download and read the paper forms and instructions listed on the USAC/SLD Web site and identify the information you will need to complete the forms. Review the E-Rate timeline and the savings you might expect from your participation in E-Rate (usually 90% of telephone and Internet access costs for Head Start grantees).
    
    
12. Ask questions now. Summer and early fall are great times to pose questions to USAC/SLD at (888) 203-8100. Late fall and winter months will be very busy and responses to questions can take much longer. You also may contact Head Start Knowledge and Information Management Services (HSKIMS) at 1-866-878-6032  or erate@headstartinfo.org for information on E-Rate.
    
    
13. Assign staff. Select an E-Rate contact person for your organization. USAC/SLD will need an E-Rate contact person to process application forms. This person should be authorized to communicate directly with service providers, other vendors, coordinate with Information Technology staff, the Fiscal Officer, purchasing staff and others. The person will need access to assessment information, agency goals, missions, technology planning data, budget data, and expense information for all telephone, Internet and related services.
    
    If you are planning to hire an E-Rate consultant, now is the time to locate this person, negotiate deliverables and align expectations. If your consultant is the E-Rate contact for your agency, USAC/SLD will require a Letter of Agency. The Letter of Agency authorizes the consultant to represent your agency. This letter should be completed before work on E-Rate starts. The consultant or staff person selected cannot be an E-Rate Service Provider or have an interest in a service provider. More information and specific requirements for a Letter of Agency (LOA) for a consultant can be found on the USAC/SLD Website.
    
    
14. Begin new Technology Plan or review an existing plan. Ensure a plan includes the five Core Elements for E-Rate required by USAC/SLD:
    • Goals and a realistic strategy for using telecommunications and information technology
    • A professional development strategy
    • An assessment of telecommunication services, hardware, software, and other services needed
    • Budget resources
    • Ongoing evaluation process
    Create a timeline to ensure the E-Rate 2009 Funding Year Technology Plan is completed and ready for submission by November 15th.
    
    A USAC-Certified Technology Plan Approver must approve a Technology Plan before you receive any services. For grantees who applied for E-Rate discounts for Funding Year 2008-2009, your plan must be approved by July 1, 2008. Contact Head Start Knowledge and Information Management Services (HSKIMS) at 1-866-878-6032 or erate@headstartinfo.org for more information.
    
    An approved technology plan is not required for Head Start grantees applying for E-Rate discounts only on basic telephone service. Basic telephone service is defined as wireline or wireless single-line voice service (e.g., local, cellular, and/or long distance), as well as the mandatory fees associated with such service (e.g., federal and state taxes, universal service fees, etc.).