Program Administration

Certification Procedures

Can a certified program transfer its certification to another entity?

No.  Certification is granted to a single entity in each state or territory that is eligible for reimbursement.  While certified programs may contract with other entities to perform NDBEDP-related tasks, ultimately the certified entity remains responsible for ensuring that all NDBEDP-related tasks are performed and is the only entity authorized to receive compensation from the Telecommunications Relay Services (TRS) Fund.

A program that wishes to relinquish its certification before the expiration of its certification shall electronically provide written notice of its intent to relinquish to the NDBEDP Administrator and the TRS Fund Administrator at least 90 days in advance, with an explanation of the reason for such relinquishment and its proposed departure date. After receiving such notice, the Federal Communications Commission (FCC or Commission) will take such steps as may be necessary, consistent with its rules, to ensure continuity and effective oversight of the NDBEDP for the affected state or territory.

If a certified program wants to renew its certification, when should it file its  application?

Certified programs must renew their certifications every five years.  Applications for certification renewal must be filed by the end of the fourth year of the term (see §64.6207(b)(2)). 

If a certified program elects not to renew its certification, what steps must it take to receive its final reimbursement? 

1. Submit final reimbursement claims and 6-month reports within 30 days of the effective date of its departure. 

2. Transfer all consumer data, records and program operation information for the last five years to the new certified program.

3. Transfer all program purchased equipment and materials remaining in its inventory to the new certified program.

4. Provide notification of and contact information for the new certified program to current program consumers, consumers who have received equipment within the past three years, and consumers who are in the process of applying.

5. Once all departing obligations are completed, notify the NDBEDP Administrator so final payment may be approved. 

6. The audit report for the exiting entity’s final NDBEDP period should also be submitted once it is completed. 

If the certified program chooses to relinquish its certification, when must the program notify the FCC?

Pursuant to 47 CFR § 64.6207(g) and (j), certified programs that choose to relinquish their certifications must:

1. Notify the NDBEDP Administrator in writing at least 90 days prior to their intended effective date of relinquishment.  The notice must include:

   a. the reason for departure, and

   b. the proposed date of departure.

2. Submit final reimbursement claims and 6-month reports within 30 days of the effective date of departure.

3. Within 30 days after the new entity is certified, and as a condition precedent to receiving payment for any reimbursement claims pending as of or after the date of certification of the new entity, the outgoing entity must:

   a. Transfer all consumer data, records and program operation information for the period served by the relinquishing program to the new certified program,

   b. Transfer all program purchased equipment and materials remaining in its inventory to the new certified program,

   c. Provide notification of and contact information for the new certified program to residents of that state or territory who are in the process of obtaining equipment or related services, or who received equipment during the previous three-year period, and

   d. Once all departing obligations are completed, notify the NDBEDP Administrator in order to receive approval of final payment.

What should the certified program do if it experiences a substantive change that affects its ability to meet its program obligations?

The certified program must report to the FCC any substantive change in its program or operations within 60 days of when that change occurs.  Substantive changes include those that might bear on the qualifications of the entity to meet the criteria for certification, such as changes in a program’s ability to distribute equipment across its state or territory, or significant changes in its staff and facilities (see 47 CFR § 64.6207(f) and R & O 16-101, para. 34).  A substantive change also includes when the certified program or a principal thereof is suspended or debarred by a federal agency. 

How long must certified programs retain NDBEDP records?

Certified programs must retain NDBEDP records for 5 years.

Consumer Travel

Must a certified program cover consumer travel?

No.  Certified programs are not obligated to cover consumer travel but may choose to do so under appropriate circumstances.

Must in-state consumer travel be pre-approved to be covered?

Yes.  In-state consumer travel must be pre-approved by the certified program and the pre-approval must be based upon, for example, program resource availability, benefits to the consumer and cost efficiencies to the program. 

Must out-of-state consumer travel be pre-approved to be covered? 

Yes.  Out-of-state consumer travel must be pre-approved by the NDBEDP Administrator.

Are there guidelines for consumer travel?

Yes.  Certified programs must have guidelines in place before the consumer travels that are consistent with either state, territorial, or federal travel guidance, setting reasonable limits on travel costs, including guidance on the types and ranges of costs that the state or territory will cover.

If a certified program determines that it is more cost-efficient for the consumer to travel, can it require that the consumer travel to obtain services?

No, because the NDBEDP provides consumers a choice of whether or not to travel.

Can certified programs pay the costs of consumer travel up-front?

Yes.  A certified program may pay the costs of consumer travel up-front, including buying travel tickets, purchasing hotel lodging, paying for drivers, etc.  The program should then submit the receipts for reimbursement as it normally would with its reimbursement claim.

Trainers

If a certified program does not have sufficient qualified trainers in-state, can a qualified trainer be brought in from another state or territory? 

Yes, if necessary, but this should be a solution of last resort.  The NDBEDP will reimburse certified programs for a trainer’s reasonable travel costs.  If the program has questions about what might be “reasonable,” please contact the NDBEDP administrator.

For the purpose of tracking “staff” travel time for assessments and training, who is considered staff?

Staff includes anyone who is conducting the assessment or training, whether the person is an employee or a contractor.

Must a certified program use its 2.5% train-the-trainer funds for train-the-trainer expenses? 

No.  Programs are allotted a maximum of 2.5% of their annual or adjusted allocation to use for train-the-trainer expenses; however, if the funding is not used for train-the-trainer purposes, programs may use it for any reimbursable program expenses.

Must the certified program use its train-the-trainer funding only for in-state training expenses?

No.  These funds can be used for state-run, regional, or national training programs.  Other training options include, for example, one-on-one training, as well as individual, group, distance, or online activities and programs that are conducted by Helen Keller National Center or other organizations or certified programs.

Can I use train-the-trainer funding to have an equipment manufacturer or vendor train my trainers?

No.  The NDBEDP does not reimburse payments to equipment manufacturers or vendors to train a trainer on equipment.  However, the program will pay for the trainer’s time and travel expenses to attend a manufacturer’s or vendor’s training on a device, but not for the expense of the actual training. 

Can train-the-trainer funds be used to train a consumer to be a trainer?

Yes.  Certified programs and other entities are encouraged to train individuals who are deafblind to become qualified trainers, so that NDBEDP equipment recipients in turn can be trained by those with experience using and knowledge of the equipment.  In addition, training individuals who are deafblind to be trainers may ultimately lead to increased employment opportunities for such individuals.

Can train-the-trainer funds be used to train someone to do outreach?

No.  The NDBEDP reimburses the expenses for training program participants to use equipment distributed by the program, but not outreach.   

Equipment and Related Services

When an equipment recipient moves to another state or territory, which certified program will be responsible for the upkeep of the equipment?                         

When an equipment recipient relocates to another state or territory, the previous state or territory’s certified program will no longer be responsible for, or permitted to seek reimbursement for, the upkeep of the recipient’s equipment.  In such cases, upon the request of the recipient, the former state or territory must transfer the recipient’s account and any control over the distributed equipment to the new state or territory’s certified program, so the recipient does not have to reapply in the new state.  The certified program in the state or territory where the recipient relocates then will be responsible for the cost of upkeep of the distributed equipment.  If the recipient needs new equipment after relocating, the recipient will be permitted to apply for such equipment in the new state or territory.

Could one person receive two identical pieces of equipment?

Yes.  With appropriate justification (such as one for home and one for residential school housing), one person may receive two identical pieces of equipment; a certified program has the discretion to determine how it will distribute equipment.

Do NDBEDP equipment recipients have a right to newer, better, or upgraded equipment when it becomes available?

No.   Because NDBEDP funding is not unlimited, certified programs must make that determination and should consider carefully how they can best use their limited funding to distribute equipment to the largest number of low-income individuals who are deafblind.   

Costs and Reimbursements

Are there costs that the NDBEDP will not cover?

Yes.  Please see “NDBEDP Certified Program Expenses” at Appendix A for an illustrative list of expenses that are reimbursable and those that are not.

Does the NDBEDP reimburse for the cost of cables, switches, clamps, and adaptive accessories necessary to use the distributed equipment?

Yes.  The reasonable costs of cables, switches, clamps, and adaptive accessories will be reimbursed by the NDBEDP if they are necessary for the consumer to use the equipment distributed.  Personal accessories that facilitate or enable other life activities are not reimbursable (e.g., a wheelchair to facilitate mobility).

Are the costs of alerting devices reimbursable?

Yes.  The reasonable costs of alerting devices such as flashing lights are reimbursable when they are necessary to use the equipment distributed to make telecommunications, Internet access, or advanced communications accessible to program recipients.  Assistive lighting that is used separate and apart from the distributed equipment is not reimbursable.

Are the costs for batteries or upgrades reimbursable for equipment that was not distributed by the NDBEDP?

Yes.  The NDBEDP will reimburse for batteries or upgrades on equipment not distributed by the NDBEDP as long as these are reasonable and necessary to make equipment used to access telecommunications, Internet access, or advanced communications accessible to program recipients. 

Will the NDBEDP provide reimbursement for an inventory of loaner equipment that would be available for use when program-distributed equipment is being repaired?

Yes.  Reasonable costs are reimbursable for loaner equipment to be used when previously distributed equipment is being repaired.

Can a certified program charge a recipient for damage to NDBEDP equipment, caused by the recipient’s negligence?

A certified program should not charge a consumer for damage to NDBEDP equipment caused by the consumer’s negligence; however, in extreme cases, sanctions may be considered, e.g., no longer serving the recipient or limiting the amount of equipment the consumer may receive.   

Can the NDBEDP certified program pay for a portion of the cost of a piece of equipment in conjunction with another program?

Yes, as long as the equipment is covered by the NDBEDP program rules and partial payment for the equipment is noted as part of the reimbursement request in reports to the FCC or the TRS Fund Administrator.

Can the NDBEDP certified program cover the cost for the associated training on a piece of equipment that was paid for in conjunction with another program?

Yes, as long as the equipment is covered by the NDBEDP program rules and partial payment for the equipment is noted as part of the reimbursement request in reports to the FCC or the TRS Fund Administrator.

If there is another funding source to pay for equipment, could the NDBEDP cover the costs of related services (such as training) associated with that equipment, even if the NDBEDP does not cover any part of the cost of the equipment?

No.  To be reimbursed, related services must be associated with the distribution of a piece of equipment that is covered under and paid for, in whole or in part, by the NDBEDP.  While the NDBEDP covers batteries and upgrades for equipment not distributed by the NDBEDP in order to avoid the need to distribute duplicative equipment to a consumer who may already have working equipment, such coverage is an exception to the general rule that every applicable related service has to correlate with a NDBEDP-distributed piece of equipment.

Does the NDBEDP reimburse the cost of providing interpreter or translation services for languages other than English or American Sign Language?

Yes, interpreter or translation services will be provided when they are needed to ensure effective communication with program recipients and to facilitate equipment distribution and the provision of related services that are permissible under the NDBEDP.

Is there a limit on the amount of money a certified program can spend on each recipient?

No, this is within the discretion of the program as long as each amount is reasonable. Should the program have questions about the reasonableness of particular expenditures, please contact the NDBEDP Administrator. 

Are administrative costs capped at 15% of the certified program’s annual funding allocation or of the certified program’s total reimbursable expenses?

Administrative costs are capped at 15% of the certified program’s total annual allocation.

Are the costs of renting physical facilities for the distribution of equipment or provision of related services reimbursable?

Yes.  The cost of renting physical facilities is reimbursable as an administrative expense, subject to the 15% cap for administrative expenses.

Is there a cap on certified programs’ state and local outreach?

There is a soft cap of 10% of a state or territory’s annual allocation for state and local outreach.  If a certified program wishes to exceed this cap, it must seek prior approval from the NDBEDP Administrator.

If funds are reallocated from the certified program in a way that results in a newly adjusted allocation that is less than the program’s original allocation, will the program’s administrative cap be reduced in accordance with the program’s reduced allocation?

Yes.  If the newly adjusted allocation is less than the program’s original allocation, the 15% administrative cap will be reduced accordingly.

If funds are reallocated from the certified program in a way that results in a newly adjusted allocation, and the program already spent an amount for administrative expenses based on the original allocation that exceeds the newly calculated 15% cap on administrative expenses, will the NDBEDP take back the difference?

No, the NDBEDP will not seek to recoup administrative costs that the program has already spent should a reallocation result in a decreased administrative expense allocation.    

If the certified program has funds reallocated in a way that increases the program’s annual allocation, will the administrative cost cap increase?

Yes. If the newly adjusted allocation is greater than the certified program’s original allocation, the 15% administrative cap shall be increased accordingly.

What should I do if I think my certified program may have a conflict of interest with an equipment manufacturer or vendor?

Certified programs must disclose to the FCC actual or potential conflicts of interest with equipment manufacturers or vendors, as well as the steps that the entity intends to take to eliminate the conflict or minimize the associated risks.

Other Information

My question is not answered here.  Where can I go for more information?

For general information visit the Commission’s NDBEDP website:  https://www.fcc.gov/general/national-deaf-blind-equipment-distribution-program; or the NDBEDP website on state or territorial programs and services at:  www.iCanConnect.org; or call 1-800-825-4595. 

NDBEDP Consumer Guide: HTML || PDF

NDBEDP Rules:  47 CFR § 64.6201-64.6219

NDBEDP Enabling Statute: Section 105 of the Twenty-First Century Communications and Video Accessibility Act (CVAA), adding section 719 to the Communications Act of 1934, as amended, codified at 47 USC § 620.  Pub. L. No. 111-260, section 105, 124 Stat. 2751, 2762 (2010); Pub. L. No. 111-265, 124 Stat. 2795 (2010).

NDBEDP Permanent Program Order: Implementation of the Twenty-First Century Communications and Video Accessibility Act of 2010, Section 105, Relay Services for Deaf-Blind Individuals, Report and Order, CG Docket No. 10-210, 31 FCC Rcd 9178, 9265-66, para. 205 (2016).

For specific questions, contact Jackie Ellington, NDBEDP Administrator at: Jackie.Ellington@fcc.gov and NDBEDP@fcc.gov; or (202) 418-1153.

Appendix A: NDBEDP Certified Program Expenses

The following list includes examples of expenses that may be reimbursable up to each state or territory’s annual funding allocation and to the extent that the expenses incurred are reasonable.   Paragraph G lists examples of expenses that are not reimbursable. 

A. Equipment to make telecommunications service, Internet access service, and advanced communications accessible to low-income individuals who are deafblind, including:

1. Specialized customer premises equipment,

2. Off-the-shelf equipment,

3. Hardware,

4. Software,

5. Applications,

6. Upgrades and replacements,

7. Loaner equipment for use while distributed equipment is being repaired,

8. Accessories, such as switches and clamps, required to enable the individual to access the equipment,

9. Devices to alert individuals that they are receiving a communication through the distributed equipment, such as flashing lights,

10. Equipment shipping expenses,

11. Partial payment for a piece of NDBEDP equipment, when another entity pays remaining balance,[1]

12. Batteries or upgrades for eligible equipment that was not distributed by the NDBEDP, and

13. Other types of equipment that make telecommunications service, Internet access service, and advanced communications accessible to individuals who are deafblind. 

B. Individualized assessments of applicant eligibility and communication needs, including:

1. Applicant eligibility verification (deafblind disability and low-income),

2. Communications assessments, such as assessments conducted by assistive technology specialists (but not assessments to determine program eligibility),

3. Travel expenses for personnel conducting communications assessments, such as for mileage, lodging, food, support service providers,[2] drivers, and travel time,  

4. Auxiliary aids and services, such as sign language interpreter services, to ensure effective communication with individuals who are deafblind,

5. Reasonable intra-state travel expenses incurred by consumers travelling to a site within their home state or territory for assessment,

6. Reasonable inter-state travel expenses incurred by consumers travelling to a site outside their home state or territory for assessment,[3] and

7. Other expenses related to eligibility and communications assessments.

C. Installation and training, including:

1. Equipment installation,

2. Individualized consumer training on how to use distributed equipment (e.g., how to use a specific e-mail program or installed application on a PC, or how to use a specific keyboard or other computer component necessary to use the distributed equipment),[4]

3. Reasonable travel expenses for installation and training personnel, such as for mileage to reach clients who live in rural or remote areas, support service providers, or drivers,

4. Instructional materials in an accessible format that are necessary for the use of the distributed equipment,[5] 

5. Auxiliary aids and services, such as sign language interpreter services, to ensure effective communication with individuals who are deafblind,

6. Reasonable intra-state travel expenses incurred by consumers travelling to a site within their home state or territory for installation or training,

7. Reasonable inter-state travel expenses incurred by consumers travelling to a site outside their home state or territory for installation or training,[6]

8. Train-the-trainer expenses (up to 2.5% of the total annual or adjusted allocation), and

9. Other expenses related to installation and training (including personal protective equipment (PPE) – disposables and supplies that will be used with consumers such as gloves, masks, antiseptic wipes and sprays, smocks, gowns, and thermometers).  

D. State and local outreach and education (up to 10% of the total annual or adjusted allocation, unless approved by the NDBEDP Administrator), including:

1. Outreach and education events and activities, such as conducting workshops at deafblind-related conferences, hosting program exhibit booths, and responding to program inquiries,

2. Program information development and production in accessible formats for the public or applicants (e.g., flyers, application forms, public service announcements, advertisements, and press releases),

3. Accessible program website development and maintenance,

4. Reasonable in-state travel expenses for outreach personnel,[7] support service providers, or drivers, such as expenses for mileage to and from outreach events,

5. Auxiliary aids and services, such as sign language interpreter services, to ensure effective communication with individuals who are deafblind, and

6. Other reasonable expenses related to outreach and education.

E. Equipment maintenance, repairs, and warranties, including:

1. Equipment warranties,

2. Equipment maintenance and repairs that are not covered under a warranty,

3. Return and refurbishment of equipment that is no longer needed by the recipient, and

4. Other expenses related to equipment maintenance, repairs, and warranties (including sanitizing equipment, such as UV wands and light chambers). 

F. Administrative costs – capped at 15% of the total annual or adjusted allocation for equipment distribution and related services – related to:

1. Reporting requirements,

2. Accounting,

3. Regular audits,

4. Program oversight,

5. Development of program documents for internal use, such as verification of disability and low-income,

6. Physical facilities to conduct assessments, demonstrate equipment, or provide training, and

7. Other reasonable expenses related to program administration (including PPE – disposables and supplies that will be used in the office such as gloves, masks, antiseptic wipes and sprays, smocks, gowns, and thermometers).

G. Expenses that are not reimbursable by the NDBEDP include:

1. Costs that exceed the certified program’s annual or adjusted funding allocation,

2. Separately invoiced training of family members, personal attendants, or others who might provide support on how to use and maintain the distributed equipment (others  may be trained on how to use and maintain the equipment if such training occurs at the same time as the training for the equipment recipient and there is no additional cost incurred for training additional people; the NDBEDP only reimburses costs incurred for training the equipment recipient),

3. Telecommunications, broadband or advanced communications services,

4. Equipment or devices that facilitate other life functions (e.g., hearing aids or wheelchairs),

5. Braille instruction,

6. English or other language skills instruction, such as reading or writing,

7. Keyboarding skills or basic computer skills instruction,

8. Training to use equipment that was not distributed by an NDBEDP certified program,

9. Conversion of equipment user manuals or guides into accessible formats,

10. Assistive lighting (unrelated to signaling devices to alert user to an incoming call),

11. Administrative expenses that exceed 15% of the certified program’s total or adjusted annual allocation,

12. Train-the-Trainer expenses that exceed more than 2.5% of the certified program’s total or adjusted annual allocation, and

13. Other expenses determined by the NDBEDP Administrator to be not reimbursable.

[1] There must be a clear delineation between the multiple funding sources in all reporting to the FCC and the TRS Fund Administrator.

[2] Support service providers (SSPs) are specially trained professionals who enable people who are deafblind to access their environments and make informed decisions. SSPs provide visual and environmental information, sighted guide services, and communication accessibility.  See http://www.aadb.org/information/ssp/ssp.html.  For purposes of NDBEDP, SSPs are provided for personnel providing NDBEDP services, not for consumers receiving services because SSPs are considered employee accommodations.

[3] This expense requires pre-approval by the NDBEDP Administrator before the costs are incurred.  

[4] This training is not intended to include general typing lessons.

[5] The NDBEDP will not reimburse the costs of making user manuals or guides used with mainstream or specialized equipment accessible.  This is because manufacturers and service providers must ensure that the information and documentation that they provide to customers is accessible, if readily achievable (for telecommunications under section 255) or achievable (for advanced communications manufacturers and service providers under section 716). 

[6] This expense requires pre-approval by the NDBEDP Administrator before the costs are incurred.

[7] The NDBEDP does not reimburse client travel expenses for outreach.