The state of New York requires that districts collect and report data from students and parents in order to determine the extent of digital access the student has in order to participate in class and complete their schoolwork.
Frequently Asked Questions
If the district has both the Contact Verification enforcement and Digital Access Survey enforcement enabled, which will they be prompted to fill out first? (expandable text)
The Contact Verification will be the first thing the guardian is prompted to submit.
Who will get prompted to fill out the survey when the enforcement is enabled? (expandable text)
The first in-household guardian to access the student will be prompted to fill out the survey. Any in-household guardian will then have access to select the Digital Access Survey and fill out a new survey.
If enforced entry is not enabled then any in-household guardian will have access to select the Digital Access Survey and fill out a new survey.
Will out-of-household guardians have access to view or update the Digital Access Survey? (expandable text)
No, only in-household guardians will have access to the survey.
What is the best way to manage potential duplicate survey submissions? (expandable text)
Enable the Digital Access Verification Report and view any pending requests. The student view will show all verified and pending records so the user can determine whether or not there are multiple entries and remove any incorrect values.
How are the surveys maintained - by student or by household? (expandable text)
Each student will have their own survey that will need to be submitted. If the district enables the enforcement of the survey then the guardian will be prompted to fill out the survey for each student in the household.
What is the purpose of the Verification Report? (expandable text)
The report allows districts to see that the records were submitted by the parent, not by the district.
What does verifying the record do? (expandable text)
Updates the status to "Verified" so other users can see that the record was reviewed in-district and looked good.
What does rejecting a record do? (expandable text)
Updates the status to "Rejected" so the district can review any records that should be deleted.
Why does the record get added to the student prior to getting verified? (expandable text)
This ensures that all records are visible to the users that would be reviewing the student data. Discussions can continue to be had on the preferred workflow and the team will re-evaluate a change here if the current process is concerning multiple districts.
Why would there be no validation in the event that the answers do not make sense? (expandable text)
These are hard coded answers provided by the state.
All questions are required by the state; does the system require eSD users to answer all questions? (expandable text)
Currently, in-district users can save a record that is not complete in case they cannot complete an entry at the moment. However, parents will be required to answer all questions.
The following report can be utilized to locate any records that are incomplete: Reports > Registration > Administrative Reports > Student Digital Resources Surveys. The report provides a list of all survey records for the building and the school year. It can also display students without a survey or with incomplete surveys for their current building. Report parameters: School Year, Grade
How would a large district manage to validate each survey? (expandable text)
Verification of the records that are submitted by the guardians online reduces the workload because manual data entry is not necessary. The district users can also select all and verify all surveys at once. However, if the records were submitted on paper the district would need to manually review and enter them.
Is there any detailed guidance available from eSD other than the build videos? (expandable text)
Yes, we have a number of documents written to assist the user in enabling the survey, the guardian workflow from the portal, use of the Digital Access Verification report, and use of two additional related Administrative Reports. [hyperlink to related articles]
Is there a mass update tool for the front end? (expandable text)
No. We offer two methods to ingest the data. Districts have the ability to allow for the portal updates to be done or they can request that our Data team does an import on the back-end. The mass update tool will be evaluated for updates in summer 2022 if the current offerings for this first year do not fulfill the need.