Frequently Asked Questions

General FAQ

What is DYCD Connect?

DYCD Connect is a “one-stop shop” or single point of access to three applications for tracking participants, capturing and tracking program evaluation and monitoring, and requesting capacity building support.

What will happen to the system I am using now?

The new platform will replace Hawk, Kiwee, YEPS, DYCD Online, Capricorn, YALP Online, and existing paper forms.

Who can use DYCD Connect?

DYCD Connect will be available to both staff and community-based organizations and Technical Assistance (TA) providers.

Why the need for DYCD Connect?

After experiencing several periods of rapid growth and expansion, DYCD determined it needed a more integrated, sustainable, and flexible approach to its management information systems to accomplish the following goals:

Increase communication between DYCD and CBOs
Facilitate and support DYCD and CBO staff daily workloads
Enhance management decision-making and program operations
Improve participant and family awareness of DYCD-funded program services

What are the benefits of DYCD Connect?

The overarching benefit of DYCD Connect is that it brings several separate systems under a single user-friendly umbrella platform.

System Name	Applications	Purpose	Problems Solved
DYCD Connect		Central user login page that connects with DYCD systems, shares program resources, and displays important messages	DYCD and CBO users with access to contracts in different program areas will now only need one website address and login to access DYCD applications CBO users will have one central place to view important DYCD and program specific messages, content, and resources User access will be centrally managed so someone logging in will only see and do what is relevant to them
	Evaluation & Monitoring	Captures and manages all DYCD evaluation activities including scheduling, monitoring, and follow up	DYCD users will be able to centrally coordinate site visit schedules CBO users will have access to their evaluations DYCD users will see evaluations prepopulated with data we already know – i.e. budget amount, met enrollment, approved workscope, etc. CBOs will be able to respond to action plans DYCD and CBO users will be able to centrally track action plan follow up items VENDEX process will be guided by existing evaluations DYCD users will have the option to complete evaluations on mobile devices with or without an internet connection
	Participant Tracking	Captures, tracks, and calculates all DYCD service activities related to participants including case management, attendance, outcomes, and payroll	DYCD and CBO dashboards to help manage workloads and identify priorities Automated emails and alerts to reinforce data entry and performance management Workscope submission and approval process for all DYCD program areas Referrals features to help connect participants with DYCD services Standardized intake, enrollment, and geographical indicators and tagging for reporting Advanced ad hoc reporting with access to financial, participant, performance, and evaluation data Master indexing of participants to quantify utilization of services across different program areas Online enrollment application capability to reduce CBO data entry

How can we receive updates on system testing, training and implementation?

In addition to emails, infographics and monthly summaries, updates will be available on the DYCD connect home page. We will be relying on feedback from staff and community partners to ensure that the system is the very best it can be. Comments and suggestions are most welcome, and there will be a system in place to share comments.

What if I have additional questions or comments not in this FAQ?

Contact: dycdconnect@dycd.nyc.gov

Can DYCD-funded program services be provided remotely?

Yes, if approved by DYCD as part of your workscope (which may also include in-person services), program services may be provided remotely using video-conferencing applications. Providers should use their discretion in determining whether their program services can be provided remotely, taking into consideration the nature of the services and whether program participants have the ability to access services through the internet.

What are some recommended best practices for hosting remote program services?

DYCD recommends that you always create a password for your remote meeting. DYCD also recommends that you designate a moderator for your remote meeting. The moderator should be able to control participants’ ability to mute/unmute and share screens and enable/disable private chats between participants. Finally, DYCD recommends that you create a waiting room for your remote meeting, from which the moderator can admit participants into the meeting.

Can remote DYCD-funded program services be recorded?

Recording of remote program services is permitted if all meeting participants are notified that the meeting will be recorded both in advance of the meeting (i.e. in the meeting invitation) and during the meeting itself (i.e. through an on-screen notification displayed at the beginning of the meeting). Participants must be given the option to turn off their video feed if they do not wish to be recorded.

Should parents/guardians be notified if youth are participating in remote program services?

Yes, providers should notify parents/guardians if participants under the age of 18 are participating in remote program services. Such notification should occur in advance of the remote meeting and should state the purpose and schedule of the meeting (or recurring meetings), and if it will be recorded. Notification can be done via email.

Are there any other special considerations for remote program services?

Yes. DYCD recommends that providers create and distribute a standard of online behavior for meeting participants. This includes prohibiting profanity, nudity, cyber-bullying, and sexual harassment. The meeting moderator should remove any participant who fails to comply with the standard of online behavior. Providers must also ensure that meeting participants know how to use basic functionalities such as turning their camera on/off and muting/unmuting their microphones. Additionally, providers must continue to comply with DYCD’s Incident Reporting Policy and Social Media Policy.

Do the City’s records retention and audit requirements apply to remote program services?

Yes, any records created during remote program services are subject to the audit and records retention requirements of your City contract. This includes any recording of remote program services.

Does the City’s Identifying Information Law apply to remote program services?

Yes, remote program services must comply with the City’s Identifying Information Law. Be very mindful of sharing personal identifying information or other sensitive and/or confidential information during remote program services.