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Here are some of the frequently asked questions relating to the Student Data Privacy Consortium (SDPC).  They have been divided into six different categories:
> End User FAQs
> Vendor FAQs
> Agreement FAQs
> Data Elements FAQs
> Workflow FAQs
> Technical FAQs.

If you do not find an answer below, please contact us (staff@A4L.org).

How can I be included as a participating District in the SDPC Resource Registry?

If your State has an Alliance already set up:

Go to the SDPC Resource Registry: https://sdpc.a4l.org
Under ‘State Alliances’, select the relevant Alliance and click ‘Visit an Alliance’
> Scroll down to the bottom of the page and under the Request Account heading, click ‘Get Started’
Enter your information, and click ‘Request Account’.  The State Alliance admin will then receive/review/approve your request.

If your State does not have an Alliance set-up, you will need to join the Student Data Privacy Consortium: https://www.a4l.org/page/SDPCMembership2

Once I have requested an account, what happens next?

Once your account request has been approved by the State Alliance Admin, they may contact you to start the ‘on-boarding’ process.  Some State Alliances have set-up an on-boarding process so that you can familiarize yourself with all the relevant Agreements and the correct procedure for uploading documentation.

How do I add a new resource?

You can add a resource by clicking on Your Resources > Add a Resource in the navigation bar.

I uploaded an Agreement, but it is not showing in the SDPC Resource Registry

Please check that you have uploaded the document with the correct filename and process.  One common issue is that the file is more then 10MB and fails to upload. Please make sure the file is web-ready being the file is compressed and the file name has no spaces or uncommon punctuation.

 If you have any further questions about the procedure, please contact your State Alliance Admin.

If a resource doesn't collect data, do I need to add it to the system?

You don’t need to but, to give your families and staff members a complete list of all resources used in your school district, it is a good idea. Just select “Approved/No Data Collected” as the status type.

Where do I get the resource's purpose and logo from?

You can typically download the vendor’s logo off of their website as well as find the purpose of the resource.

What if I don't know the vendor's contact information? Can I still add the resource?

Yes, you can add the resource with out the vendor’s contact information. You can always add it back under the Manage Resources screen. 

How do I see a list of all resources that are already in the system?

You can see a list of resources that are in the SDPC Resource Registry by clicking on the Search the Database ‘Get Started’ button.  You can search by State, District, Resource, Company Name, and Grade Level/Content Area. 

How do I add additional users for my district?

To add additional users for your district, click on User Account Management > Add Additional District Account. Then fill out the necessary information to complete the process.

A staff member is no longer employed with our district. How do I delete their account?

The alliance admin can take care of this for you.

District Admins: How can I create my workflow options?

To manage your district workflows, visit User Account Management > Manage Progress Workflow. Here you can add and delete steps in your workflow process as well as add custom email notification messages that will be sent to requestors when the progress status changes.

District Admins: How do I add additional users for my district?

To add additional users for your district, click on User Account Management > Add Additional District Account. Then fill out the necessary information to complete the process.

Alliance Admins: How do I approve new account requests?

To review new account requests for approval, visit User Account Management > Approve Pending Account Requests. Here you will have the option to approve or deny access to the users. Once you make a decision, the account requestor will be notified by email automatically with your decision.

Alliance Admins: How do I add a new agreement type?

To add a new agreement type, please visit Other District’s Agreements > Manage State Privacy Agreement Templates.

Alliance Admins: There was an error in our agreement. How do I upload a new version?

To upload a new version of an agreement, please visit the Manage Agreements screen and click on “Change Agreement Type.” Here you will be asked to upload the new document and make any other changes that are necessary.

Alliance Admins: How can I view all users in my alliance to manage their accounts?

To view and manage all users in your alliance, visit User Account Management > Manage Alliance Users.

Alliance Admins: How can I add a new user?

To add a new user in your alliance, visit User Account Management > Manage Alliance Users > Add New User. After you create the user, you can go back to the Manage Users screen to manage their additional roles and associations. 

Alliance Admins: How do I deactivate a user if they no longer work for a district?

We don’t want to delete a user since they are linked to their past activity with the district. Instead, you can remove their associations so, if they login, they won’t be able to continue to manage that district. Then, you would want to add their replacement as a new user and add their association as the district. 

Alliance Admins: How do I manage trainings for new users?

To manage trainings, visit Tools > Manage Trainings. Here you can add and delete training dates. You can view your attendees and delete attendees from a training date.

How can I be included on the Vendor list in the SDPC Resource Registry?

To be included on the SDPC Resource Registry (https://sdpc.A4L.org), you will need to sign an Agreement with a School District.  Firstly, review the list of participating Districts in the State you wish to be listed in, and get in contact with them.  Once you have signed an Agreement, the School District will upload the Agreement onto the SDPC Resource Registry.  If you would like to be included for multiple Districts within a State, please contact the State directly.

SDPC Vendor Members can add their resources to the Resource Registry directly.

I am a member, how do I change my password?

To change your password, visit User Account Management > Change Password. If you forgot your password, you can click on Forgot password on the login screen. Then you will be asked to enter your account email address. An email will be sent to that email address on file with next steps to change the password.

I am not sure which Agreement to use?

Please contact your State Alliance Admin directly. Once you have logged into the SDPC Resource Registry, you will be able to access the relevant contact information.  You can also click on View Agreement info, which provides a detailed description about each agreement type.

How do I add an agreement?

To add an agreement, please click on Your District’s Agreements > Add Agreement from the main navigation bar. Then follow the prompts.

I uploaded an Agreement, but it is not showing in the SDPC Resource Registry.

Please check that you have uploaded the document with the correct filename and process.  If you have any further questions about the procedure, please contact your State Alliance Admin.

One common issue is that the file is more then 10MB and fails to upload. Please make sure the file is web-ready being the file is compressed and the file name has no spaces or uncommon punctuation.

Which agreement type do I choose?

This will depend on what type of agreement was signed by the vendor. To learn more about agreement types for your alliance, please go to your Alliance home page.

If I have a subscribing agreement with Exhibit E, do I have to send the agreement back to the vendor to sign again?

No, the vendor does not need to sign the full agreement of Exhibit E again. Although, we do recommend send a copy of the signed Exhibit E to the vendor to make sure they are aware your district is using the resource.

How do I upload multiple agreements at once?

Currently there is no automatic way to upload multiple agreements at once. But, you can fill out the Bulk Import Template listed under Tools. After this, you would send it to the Webmaster to be imported.

I uploaded my agreement but, the link doesn't work.

This could be due to a few reasons. First, please make sure that the file name has no spaces or strange punctuation in the file name. Use underscore marks instead of spaces. Secondly, the file size must be less then 10MB to upload. If it is more then that, the upload will fail.

Can I copy an existing agreement to create a new active one?

Sure, if you click on Your District’s Agreements > Manage Agreements and then using the search tool, navigate to the resource entry. Then click on Copy on the right side.

Can teachers at my school request a new resource?

Yes, they can. Under Tools > Digital Resource Request Form are instructions on how to add a link to a customized form for your staff to request a new resource. Once they request the resource, an email notification will be sent to your district admin.

How can families see a list of vetted resources for my district?

Under Tools > Customized Listing for Your Website are instructions on how to add a link to a family-friendly searchable listing of your vetted resources. The header of this listing can be customized by clicking on User Account Management > Edit District Account. Then fill out the last two fields.

How do I know which data elements a resource uses?

It is recommended that you send a list of common data elements identified to the vendor to check off when seeking a signed agreement for the vendor. Then these can be entered in to the system when you add the agreement. 

How do I add or delete data elements for a resource?

To add or delete data elements, visit Your Resources > Manage Resources. Navigate to the resource entry by using the search function. Then click on add or delete in the right side navigation list.

What does a progress admin mean? How can I assign a new admin?

A progress admin is the person who is currently responsible for working on a new request. To assign a new admin, one should visit the Manage Agreements screen. Under there, they can select a new progress admin from the drop-down bar. Upon selecting a new admin, they will be notified by email. This drop-down menu is auto-populated with all the users for your district.

What happens when I change the progress status for a new request?

When changing the progress status of a new request, an email notification will be sent automatically to the requestor of the resource. The message sent can be a default message based on the status or the district admin can customize these messages by visiting User Account Management > Manage Progress Workflows. 

If you have any if the following technical issues, please contact Lisa Waters directly.

> If you reach a page with an error message and/or the page doesn’t display.

> If the form doesn’t submit when uploading an Agreement (please make sure the file is smaller than 10MB)

> Any other technical issue that is not listed or answered by an FAQ.