The filing season is now in full swing for eRate funding year 2003, also known as Year Six to veterans of the program. Schools and libraries across the nation are scrambling to post requests on the internet, sign contracts, and file required paperwork by this year's deadline of Feb. 6. Here are four simple—but legal—strategies for maximizing your share of the $2.25 billion in funding that is available:

1. Follow the rules.

The first step to maximizing eRate discounts is actually to secure them. Each year, more than 20 percent of funding requests are denied for procedural reasons by the Schools and Libraries Division (SLD) of the Universal Service Administrative Co., the entity responsible for administering the program. Put another way, applicants have a one in five chance of being denied funding in any given year.

Once you have received a funding commitment, careful adherence to deadlines throughout the year is necessary. More than 20 percent of eRate money committed to schools and libraries was not claimed in each of the first three program years. The rate for Year Four, which ended June 30, 2002 for recurring services and Sept. 30, 2002 for one-time charges, appears to be running much higher than 20 percent. Certification requirements and filing deadlines associated with the Children's Internet Protection Act imposed in Year Four might be a contributing factor. Some or all eRate funding can be lost if filing deadlines are missed for various forms.

Another factor contributing to the relatively high failure rate is the turnover of eRate coordinators. Each year, approximately 20 percent of eRate personnel are new to the program. In many places, the eRate has become a rite of passage for technology or business personnel. The program is quite complex, demanding a great deal of time, attention, and perseverance throughout the year. Some coordinators will pass this responsibility to subordinates at the earliest opportunity. Inexperience with the program commonly leads to mistakes and ultimately to funding denial.

Steps to successful eRate funding include:

• Designate a point person for the eRate who will study the program, keep up with changes in policy, and shepherd requests from the posting of Form 470 through receipt of eRate funds.

• Create a comprehensive technology plan that covers all services you plan to order. Address technology goals, funding, training, facilities, and evaluation in the plan. Technology plans must be approved by a certified technology plan approver. A list of certified approvers is available on the SLD web site.

• File a Form 470 online with plenty of time to wait 28 days, negotiate contracts, and file a Form 471 within the filing window. This year, the last day to file a Form 470 and stay in the filing window is Jan. 9, 2003. Two percent of funding requests are denied because a contract was signed prior to the 28-day posting period.