Schools and Libraries

Expanded Outreach Preparation Tips

Here are several tips to prepare for your site visit.

Expanded Outreach Preparation Tips

During the site visit, USAC representatives will concentrate on equipment and services related to a specific invoice. The representatives will conduct the following activities during the site visit:

  • Speak with the Schools and Libraries contact to walk the reviewer through the processes used to manage the program and related documentation
  • View the equipment and services obtained through USF support
  • Observe students or patrons using the equipment and services
  • Interview a teacher or a librarian to better understand how USF-funded technology is used
  • Identify any outstanding issues that you may have
  • Collect feedback and suggestions on the Schools and Libraries Program
  • Review program-related documentation

Preparation Documents


Documentation Lists

Applicants must retain the records used to file FCC forms for a period of five years after the last day of service. In addition, applicants should maintain records of assets, compliance with other programs, and other business records as part of normal business practice.
Applicants selected for site visits should have available, at a minimum, records demonstrating compliance with program rules and worksheets and other documentation prepared and compiled as part of the application process. Following are lists with examples of the kinds of documents BearingPoint may ask to review during a site visit.

General Documentation

  • Evidence of documentation retention (i.e., electronic files, paper chronological files, notebooks, or folders)
  • Evidence of competitive bidding (filing a Form 470, reviewing and evaluating bids, 28-day waiting period, signed contracts)
  • Copies of maintenance agreements and logs for maintenance of USF-funded equipment, if available
  • Evidence of training for teachers/librarians (such as training logs or other available documentation), if available
  • Teacher/librarian and student/library patron use of technology (such as a sign-in sheet for the computer lab), if available
  • Evidence of "sufficient resources". Although computers, training, software, internal connections, maintenance, and electrical capacity may not be eligible for program discounts, they may be necessary to make effective use of E-rate eligible products and services. Applicants must be able to show that they have these resources or have budgeted funds needed to purchase them and to pay the non-discount portion of the charges for eligible services

Invoice-Specific Documentation

  • Contracts with service providers including any addenda or modifications
  • Asset registers, inventory lists, depreciation schedules, or other documentation that includes identifying information, such as make, model, serial number, delivery and installation date, equipment location
  • Bills from service providers for USF-funded products and services
  • Documentation of payment of non-discount portion, such as canceled checks, bank statements, or account statements
  • If applicable, documentation related to a SPIN change, service substitution, or service delivery extension requests

Last modified on 2/22/2008