Example Early Warning Systems (EWS) Communication Plan &
Includes Linking Communication Protocols
Includes example of a Communication Plan related to organizing and planning for
communication related to EWS along with example Linking Communication Protocols
for various stakeholder groups. The document concludes with an example
Communication Effectiveness Survey.
Author: Michigan’s Integrated Behavior and Support Initiative
Version: 1.0
Date: 10/3/16
Table 1 Linking Communication Plan for EWS
Groups / Teams:
Internal and external
to intentionally
communicate
Designees
Linking
Communication
Protocol? (Y/N)
Date to survey
groups / teams
about effectiveness
of communication
MIBLSI
EWS Coordinator
Y
N/A – MIBLSI will
survey EWS
Coordinators
MTSS Coordinator
School Leadership
Teams
EWS Coordinator
Y
3 times a year after
Secondary Data
Review
Technology
Department
Liaison and
Y
3 times a year after
Secondary Data
Review
School Staff
School Leadership
Team
Y
Once a year after
Spring Data Review
School Level
Coaches
EWS Coordinator
Need to Complete
with School
Leadership Team
3 times a year after
Secondary Data
Review
Community / Parents
School Leadership
Team
Need to Complete
with School
Leadership Team
Once a year through
general perception
survey.
EWS Coordinator
Table 2 Linking Communication Protocol: MIBLSI and EWS Coordinator
Purpose: Communicate information that is critical to staff’s ability successfully
implement an EWS for use within a data-based decision making model
Information
necessary to be
gathered and
communicated
From: MIBLSI
From: EWS Coordinator
Professional learning
information / updates:
Implementation challenges /
achievements:
 Upcoming training dates/details
for EWS installation and
implementation
 Other statewide and regional
professional learning
opportunities for the year related
to EWS installation and
implementation
 Updates to EWS data or data
analysis

State suggestions for removing
implementation barriers




Statewide policy and funding
opportunities to strengthen the
MTSS implementation effort
Barriers encountering that are
difficult to remove
Difficulty gathering EWS data
prior to scheduled Coaching
Support Session for School
Level Data Review
Questions about the research
base and/ or purpose of EWS
that the EWS Coordinator cannot
answer
Questions regarding EWS
Settings Worksheet, set-up of
EWS, use of tools, etc.
Successes with implementation
along with any tips, tricks and
adaptations to tools that may
help others across the state
Existing and new initiatives /
programs:

Team Designees
Format for
Gathering
Necessary
Information
Work related to dropout
prevention that may have an
impact on district resource
allocation (time, personnel, etc.)
to EWS implementation
MIBLSI Implementation Specialist
EWS Coordinator
MIBLIS EWS Coordinator
MTSS Coordinator
Possible options: EWS Online
Modules, EWS Face-to-Face
Coordinator Training, MIBLSI
Measures Connections, e-mail,
phone, in person meetings
Possible options: team meetings,
individual meetings, e-mail, phone,
Timelines for
Responding to and
Addressing
Challenges
At minimum will receive a follow-up
e-mail response in 2 business days
or less
Format for
Responding to
Challenges
E-mail communication regarding
how challenges are being
responded to and the status of the
action.
E-mail communication regarding
how challenges are being
responded to and the status of the
action.
Table 3 Linking Communication Protocol: School Leadership Team (SLT) and
EWS Coordinator
Purpose: Communicate information that is critical to the School Leadership Team’s support
and use of EWS.
From: School Leadership Team
Information
necessary to
Adoption / Exploration work
be gathered
and
 Feedback to EWS Coordinator
communicated
regarding SLT buy-in for EWS
work and efforts to communicate
with school staff / community
regarding EWS
 Questions regarding EWS
installation and implementation
Settings Worksheet
 Decisions on details related to
EWS set-up and EWI settings
 Yearly updates done in the fall
regarding any changes to school
calendar, courses, etc.
 Barriers to setting up EWS or EWI
settings
Use of EWIs within and Following
Data Review
 Share SMART objective related to
EWI data
 Share action items / activities
related to EWI data and increasing
student engagement
 Communicate barriers and
accomplishments related to
completing action items related to
EWI data
From: EWS Coordinator
Adoption / Exploration work
 Provide training and information on
the Why, What and How of EWS to
the SLT
 Provide supports to developing
similar presentations for school staff
and community / parents
 Provide or seek out answers to
questions from SLT
Settings Worksheet
 Reminders and timelines for the
completion of the worksheet so that
it can be given to the technology
department in a reasonable period
of time
 Communicate any district decisions
regarding EWS and EWI settings
Use of EWIs within and Following
Data Review
 Feedback in the form of glows and
grows related to the team’s use of
EWI data within data review
Team
Designees
MTSS Coordinator, principal or
coaches (if EWS Coordinator is not
directly on the SLT)
EWS Coordinator
Format for
Gathering
Necessary
Information
Possible Options: Team meetings,
individual meetings, e-mail, phone
Possible Options: Team meetings,
individual meetings, e-mail, phone
Timelines for
5 days in session with an update on
Responding to next steps
and
Addressing
Challenges
5 days in session with an update on
next steps
Format for
E-mail, phone or in person
Responding to
Challenges
E-mail, phone or in person
Table 4 Linking Communication Protocol: Technology Department and Liaison /
EWS Coordinator
Purpose: Communicate information that is critical to the technology department creating space
for this work and understanding their role in gathering EWS data. Provide consistent
communication regarding barriers gathering EWS data and updates on EWS use, settings and
tools.
From: Technology Department
Information
necessary to
Adoption / Exploration Work
be gathered
and
 Feedback to EWS Coordinator
communicated
regarding technology department’s
buy-in for EWS work and efforts
 Questions regarding EWS
installation and implementation
 Information on ability to gather
EWIs with the specifications
developed by MIBLSI, the district
and the SLT
Gathering EWS Data
From: Liaison / EWS Coordinator
Adoption / Exploration Work
 Liaison work with Technology
Department to ensure there is
space for this work and a go-to
person developed within the
district’s technology department
 Provide information on the Why,
What and How of EWS to the
Technology Department
 Provide or seek out answers to
questions from Technology
Department
 Questions or concerns regarding
EWS settings based on initial
Gathering EWS Data
communication regarding EWS and
 Questions or concerns regarding
developed EWS Settings
EWS settings based on initial
Worksheet
communication regarding EWS and
 Feedback, corrections or
developed EWS Settings Worksheet
suggested improvement to any
 Communicate any updates or new
MIBLSI EWS manuals, excel
information from MIBLSI related to
templates or tools
Technology Department work to
EWI settings or gathering data
Following Data Review
 Feedback to technology department
on how the SLT used EWS data
and information on next steps for
use of data
 Any suggestions for improvements
for gathering data, format for
Team
Designees
Technology Department Head
Liaison – resource allocation and
barrier busting
EWS Coordinator – support, updates
and on-going communication
Format for
Gathering
Necessary
Information
E-mail and in-person
E-mail and in-person
Timelines for
5 days in session with an update on
Responding to next steps
and
Addressing
Challenges
5 days in session with an update on
next steps
Format for
E-mail or in person
Responding to
Challenges
E-mail or in person
Table 5 Linking Communication Protocol: School Staff and School Leadership
Team
Purpose: Communicate information that is critical to staff’s ability successfully support
increased student engagement as well as use of EWI data for data based decisionmaking.
From: School Staff
Information
necessary to
Adoption / Exploration Work
be gathered
and
 Feedback to SLT regarding buy-in
communicated
for EWS work and efforts related to
increasing student engagement
 Questions regarding EWS
installation and implementation
Following Data Review
 Brainstorming additional activities
to support increased student
engagement based on results of
data review
 Gather continued feedback
regarding buy-in for EWS work and
efforts related to increasing student
achievement
 Questions regarding EWS
installation and implementation
Support communication with
communication / parents regarding
EWI data and action plans to support
student engagement
From: School Leadership Team
Adoption / Exploration Work
 Provide training and information on
the Why, What and How of EWS to
the school staff
 Support staff with the ability to
answer any questions
 Provide or seek out answers to
questions from staff
 Up
Following Data Review
 Updated data including
summaries of progress and
current student outcomes
 Share SMART objective related to
EWI data
 Share action items / activities
related to EWI data and
increasing student engagement
Communicate barriers and
accomplishments related to
completing action items related to
EWI data
Team
Designees
Department heads and full staff feedback
surveys
Principal and SLT
Format for
Gathering
Necessary
Information
Staff meetings, e-mail, survey
Staff and team meetings, e-mail
Following next SLT meeting
Timelines for
Responding to
and
Addressing
Following next SLT meeting
Challenges
Staff meetings, newsletters or typical
Format for
Responding to communication updates
Challenges
Staff meetings, newsletters or typical
communication updates
Table 6 Linking Communication Protocol: School Level Coaches and EWS
Coordinator
Purpose: Communicate information that is critical to coach’s ability to keep a step ahead
on EWS installation, implementation and use within data review meetings.
From: School Level Coaches
Information
necessary to
(complete with SLT)
be gathered
and
communicated
Team
Designees
Format for
Gathering
Necessary
Information
Timelines for
Responding to
and
Addressing
Challenges
Format for
Responding to
Challenges
From: EWS Coordinator
(complete with SLT)
Table 7 Linking Communication Protocol: Community / Parents and School
Leadership Team
Purpose: Communicate information that is critical to staff’s ability successfully use
effective innovations (e.g., components of an integrated behavior and reading MTSS
model)
From: Community / Parents
Information
necessary to
(complete with SLT)
be gathered
and
communicated
Team
Designees
Format for
Gathering
Necessary
Information
Timelines for
Responding to
and
Addressing
Challenges
Format for
Responding to
Challenges
From: School Leadership Team
(complete with SLT)
Generic Communication Effectiveness Survey
Sent out to the group / team during the designated timelines listed on page 1 of the
Communication Plan. Modify the questions based on the group / team that is being
surveyed.
Author: Michigan’s Integrated Behavior and Support Initiative
Version: 2.0
Date: 9/22/16
Introduction statement: In order to help support the use of Early Warning Systems
(EWS), please response to the follow questions regarding the effectiveness of
communication regarding EWS. The EWS Coordinator, the School Leadership Team
and the District Implementation Team will refine and improve communication based on
the results.
Circle your primary role:







Central office administrator
Administrator
School leadership team member
Coach
MIBLSI
ISD
(Add any other group / team roles that are included in your communication plan)
1. I am kept informed about critical aspects of the Early Warning Systems (EWS)
work:
o Agree
o Disagree
o Strongly Disagree
2. I feel the level of communication with the School Leadership Team regarding
Early Warning Systems (EWS), the specific Early Warning Indicators (EWI) and
work to promote high levels of student engagement is adequate.
o Agree
o Disagree
o Strongly Disagree
3. What other feedback about communication with the School Leadership Team
regarding Early Warning Systems (EWS) would you like to share?