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Board Policy 0124 - E-Rate Management

Board Policy 0124 - E-Rate Management

I. Policy Statement

  1. The Prince George’s County Board of Education (Board) is committed to providing a safe, productive and equitable learning environment for all students and work environment for staff, which includes a computer network infrastructure that has been designed to support effective academic and business practice for the school system.
  2. The Board recognizes that the Federal E-Rate Program supports bringing technology to the classroom at a discounted rate.

II. Purpose

The purpose of this policy is to provide guidelines for the required district-wide application(s) for E-Rate funding in lieu of various individual school applications; and ensure that Prince George’s County Public Schools (PGCPS) satisfies the complex rules and compliance requirements associated with E-Rate funding.

III. Definitions

Within the context of this policy, the following definitions apply:

  1. E-Rate discount level – This level is based on the school system’s participation in the National School Lunch Program (Free and Reduced-Priced Meals, or FARMS).
  2. The FCC Form 471 – This is the key form used to assure schools and libraries receive appropriate Universal Service Fund (USF) support, comply with eligibility requirements and take steps to use support service effectively.
  3. Federal E-Rate Program – Under E-Rate, schools may receive discounts for eligible services, including: high speed data/dark fiber, Internet access, internal connections, and basic maintenance of internal connections. . Overall, nationwide, E-Rate annually provides $4.9 billion in technology discounts based on the percentage of students eligible for the National School Lunch Program at the school.
  4. High speed data/dark data – This refers to the speed of the connection of the Internet service.
  5. Internal connections – Infrastructure equipment that allows for access to the Internet.
  6. Internet service – A service that allows users to connect to the Internet and use applications like email and the World Wide Web.
  7. USAC/SLD (Universal Service Administration Company/Schools and Libraries Program) – USAC is designated by the Federal Communications Commission (FCC) as the administrator of the federal Universal Service Fund. The Schools and Libraries (SLD) Program of the Universal Service Fund, commonly known as "E-Rate", is administered by USAC.

IV. Standards

  1. The Superintendent/designee is responsible for ensuring that PGCPS meets the eligibility requirements for E-Rate funding for the entire school system by meeting the USAC/SLD select criteria.
  2. No school, including a public charter school, shall submit an independent application for E-Rate funding.
  3. The Superintendent/designee shall certify that PGCPS is enforcing Internet safety that addresses:
    1. Access by minors to inappropriate matter on the Internet;
    2. The safety and security of students using electronic mail, chat rooms, and other forms of direct electronic communications;
    3. Unauthorized access, including so-called “hacking,” and other unlawful activities by minors online;
    4. Unauthorized disclosure, use, and dissemination of personal information regarding students; and
    5. Measures restricting students’ access to materials deemed harmful to them.
  4. The Superintendent/designee shall calculate the discount level that the school system is eligible to receive according to the appropriate calculated E-Rate discount level.
  5. The Superintendent/designee shall request discounts for the following eligible services:
    1. High speed data/dark fiber;
    2. Internet access;
    3. Internal Connections; and
    4. Basic Maintenance of Internal Connections.
  6. Conducting an open competitive bidding process to select a service provider
    1. The Superintendent/designee shall ensure that all procurements executed under the E-rate program must be open and fair competitive bidding processes and that quality of service and price must be the primary factors when selecting a vendor. Additionally, the Superintendent/designee shall ensure that the E-rate competitive sealed bidding process, although similar to the process identified in AP 3323 – Purchasing Guidelines, meets the definitive differences for E-rate competitive sealed bidding process, which include the bidding time, when the award can be made, and the mandatory requirement to submit various E-rate forms at various times.
    2. The Superintendent/designee shall select the most qualified, cost-effective provider of desired products or services eligible for support, with quality and price of the eligible goods and services as the primary factors. All documentation pertaining to the competitive bidding process and vendor selection must be saved for five (5) years from the last date of receiving services.
  7. The Superintendent/designee shall submit the FCC Form 471 for program support.
  8. The Superintendent/designee shall periodically evaluate the school system’s technology initiatives and services to optimize funding opportunities and maximize participation in the E-Rate program.

V. Implementation Responsibilities

  1. The Superintendent is authorized to develop an administrative procedure to implement this policy.

VI. References

  1. Legal
    Children’s Internet Protection Act (CIPA) 47 U.S.C. § 254(h)
  2. Other Board Policies
    Policy 0115 – Information Technology Services – Acceptable Usage Guidelines
  3. Superintendent’s Administrative Procedures
    Administrative Procedure 0700 – Information Technology Services Acceptable Usage Guidelines
    Administrative Procedure 0709 – E-Rate Procedures

History

Policy Adopted 02/25/10

Policy Amended 06/20/11

Policy Amended 06/26/25

Documents

Board Policy 0124 - E-Rate Management.pdf