E-Rate New School Instructions
To register a new school for the E-Rate program (administered by the Universal Service Administrative Company, or USAC, at usac.org), follow these key steps. The process applies to eligible K-12 public or private schools that meet the statutory definition under U.S. law (elementary or secondary schools providing instruction to students).
Step 1: Confirm Eligibility
Your school must qualify as an eligible school under E-Rate rules (e.g., it offers elementary or secondary education as defined in 20 U.S.C. § 7801). Check the full eligibility details on the USAC site, including any special cases like charter schools, Tribal schools, or new construction schools. https://www.usac.org/e-rate/applicant-process/before-you-begin/school-and-library-eligibility/
Step 2: Obtain an FCC Registration Number (FRN)
Go to the FCC Commission Registration System (CORES) at apps.fcc.gov/cores.
Register your school/organization to get a unique FCC Registration Number (FRN). This is required before proceeding.
Step 3: Set Up an E-Rate Productivity Center (EPC) Account and Get a Billed Entity Number (BEN)
This is the most important step for a new applicant (a school that has never participated in E-Rate before).
Call the E-Rate Customer Service Center (CSC) at (888) 203-8100 (open Monday–Friday, 8 a.m.–8 p.m. ET).
Provide the details they request for your new entity, such as:
School name and physical/mailing address
Telephone number
Urban/rural status
School type (public or private)
Whether it is part of a district (provide the district’s entity number if applicable)
Additional subtypes (e.g., charter, new construction, Tribal, etc.)
Total full-time students and other info (e.g., NSLP eligibility data for discount calculations)
The CSC will create your Billed Entity Number (BEN) and set up your organization’s account in the E-Rate Productivity Center (EPC).
You (or the designated Account Administrator, who must be an employee of the school) will receive an email invitation to log in, set a password, accept terms, and enable multi-factor authentication (MFA).
Once in EPC, you can add other users and manage the account.
Note: If the new school is part of an existing district, contact the CSC to add it as a related entity under the district’s BEN rather than creating a fully separate one.
Step 4: Begin the E-Rate Application Process in EPC
Once your EPC account and BEN are active:
File FCC Form 470 (Description of Services Requested and Certification) — This starts the competitive bidding process. USAC posts it publicly so vendors can submit bids. You must wait at least 28 days after posting before selecting a service provider.
Select service provider(s) based on the bids (price is the primary factor).
File FCC Form 471 (Description of Services Ordered) during the annual application filing window (typically opens in the fall/winter for the next funding year; exact dates are posted on usac.org).
USAC reviews the application (Program Integrity Assurance review).
If approved, you receive a Funding Commitment Decision Letter (FCDL).
File FCC Form 486 to confirm services have started and CIPA compliance (Children’s Internet Protection Act).
Proceed to invoicing/reimbursement (Forms 472 or 474).
The full process flow is shown in USAC’s application process flowchart and overview guide (available on their site).
Important Tips for New Schools
Start early — especially if the school is under construction or opening soon. You can add a “new construction school” subtype when contacting the CSC.
Update your EPC profile with accurate student counts and other data (this affects your discount percentage).
Review the Eligible Services List for the funding year to ensure requested services/equipment qualify.
Resources:
Main E-Rate page: usac.org/e-rate
Get Started page: usac.org/e-rate/get-started
Applicant Process steps: usac.org/e-rate/applicant-process
E-Rate Program Overview Guide (PDF)
EPC training videos and user guides are available once you have access.
If your school is part of a larger district or consortium, coordinate with them first — they may already have processes in place to add new schools.
For the most current details or assistance with your specific situation, call the CSC at (888) 203-8100 or submit a question through your EPC account after setup. The process is handled entirely through EPC for filing forms.
What if the school wants to use a consultant to help them?
Many new schools (and experienced ones) hire E-Rate consultants to help navigate the complex process, prepare forms, ensure competitive bidding compliance, maximize funding, and reduce the risk of denials or audits. Consultants are allowed, but there are strict USAC rules to maintain program integrity.
Key Requirements When Using a Consultant
The consultant must be independent (no ownership or financial ties to the service providers bidding on your project). Conflicts of interest can lead to funding denials or recovery of funds.
The school remains fully responsible for all certifications, compliance, and any errors or rule violations — even if the consultant prepares the forms.
A formal Letter of Agency (LOA) or signed consulting agreement is typically required before the consultant can act on your behalf.
Steps for a New School to Involve a Consultant
First, set up your school's basic E-Rate accounts (as outlined previously):
Get your FCC Registration Number (FRN).
Call the E-Rate Customer Service Center at (888) 203-8100 to create your Billed Entity Number (BEN) and EPC account. Mention that you plan to use a consultant.
Choose and vet a consultant:
Look for reputable firms with a proven track record (many specialize in E-Rate for schools).
Ask for references, their Consultant Registration Number (CRN), and confirmation they are independent of vendors.
Sign a consulting agreement/LOA that clearly defines their scope (e.g., preparing Form 470/471, bid evaluation, etc.) and your ultimate responsibility.
Consultant registers with USAC (if not already done):
The consulting firm or individual must have (or obtain) a Consultant Registration Number (CRN) — an 8-digit ID assigned by USAC.
To get a CRN, the consultant calls the same Customer Service Center at (888) 203-8100 and provides their firm’s details (name, address, phone, email, and account administrator info).
Link the consultant in your EPC account:
Log into your school’s EPC account (as the Account Administrator — this must be a school employee, not the consultant).
Go to Manage Your Organization Relationships (or similar section) and add/link the consultant’s organization using their CRN or EPC details.
Assign appropriate permissions:
View Only or Partial Rights (recommended for most work).
Consultants should never be made the primary Account Administrator.
This allows them to help prepare/submit forms on your behalf.
Identify the consultant on your forms:
On FCC Form 470 (and often Form 471), there is a section to declare assistance and enter the consultant’s CRN/name.
This is required if the consultant helps prepare or file forms for a fee.
Proceed with the application process:
The consultant can assist with competitive bidding strategy, drafting/posting Form 470, evaluating bids, preparing Form 471, responding to USAC reviews, etc.
You (the school) must still review, certify, and sign off on all submissions.
Important Warnings
Consultants cannot certify forms in place of an authorized school official.
Keep detailed records of all communications and work performed (retention is usually 10 years).
USAC may review consultant involvement during audits or Program Integrity Assurance (PIA) reviews.
Fees for consultants are not eligible for E-Rate reimbursement — the school pays them out of its own funds.
Next Steps Recommendation
Contact the E-Rate Customer Service Center at (888) 203-8100 and tell them your new school wants to use a consultant — they can guide you on linking one once your BEN/EPC is set up.
Review official USAC resources:
Consultant Registration Numbers page on usac.org
EPC user guides and the E-Rate Program Overview Guide (available on the site)
Hiring a good consultant can save time and help avoid common pitfalls, especially for a first-time applicant like a new school. Just ensure the firm is experienced with E-Rate rules and truly independent.