data use guide: early warning system (ews) use guide understand the data early warning system (ews)...

Topic Month Year 1 mmsdorgdatause

Data Use Guide

Early Warning System (EWS)

September 2014

Data Use Guide

Understand the Data Early Warning System (EWS)

MMSDrsquos Early Warning System (EWS) uses the most current and readily available data to

proactively identify students who demonstrate characteristics that research has shown

to be correlated with at-risk school performance Continual monitoring of EWS data

allows the district and schools to examine school-level trends both in the current school

year and over time in order to address systemic issues that may be impeding a

studentrsquos ability to experience school success

When used as part of a process of collaborative inquiry the

EWS allows teams to implement a practical method of

identifying students who are at risk for school failure The

EWS can help a teamschooldistrict identify gaps in school-

wide practices and to what extent students feel safe and

experience a high quality experience within their schools In

MMSD the EWS has been developed for use at the

secondary level

At middle and high school the EWS provides current

information on students at risk for dropping out of high

school While the indicators are similar at both levels high

schools have the additional indicator of Credits Earned (see

table below)

Middle School Indicators High School Indicators

Chronic Absenteeism

Course Failures

Grade Point Average (GPA)

Out of School Suspension (OSS)

Chronic Absenteeism

Course Failures


Out of School Suspensions (OSS)

Credits Earned

EWS differentiates between 4-Block

and non 4-Block high schools

Early Warning System 2 mmsdorgdatause

Data Use Guide

Each of the indicators has a clearly defined Summary of Risk Indicator

At high school the EWS differentiates between 4-Block and non 4-Block schools Credits

earned are defined as follows


Data Use Guide

It is important to note that when used individually a specific indicator does not predict

high school dropout or academic failure Rather it is the overlap of indicators that

predict whether a student is at risk The technical term for this intersection is

ldquoconvergencerdquo Next one must consider how great the risk may be (ie low risk

medium risk high risk) The EWS system calculates this level of risk based on the

extremity of each indicator The technical term for this intersection is ldquomagnituderdquo similar to the Richter scale rating of an earthquake

Using the tool

The EWS tool is designed to be used on a regular basis The Early Warning System should

be monitored by the School-Based Leadership Team as well as Student Services

personnel The EWS serves as a universal screening tool in that it provides a broad

brushstroke view of an entire schoolgroup of schools in order to identify risk so that we

can proactively intervene to change that risk status

It is recommended that the EWS be used during data review following the Third Friday

Count This will allow teams to identify students who are at risk of dropout once

enrollment has steadied Additionally teams should be monitoring the EWS each

quarter in order to identify students who are at risk as well as monitor the effects of

interventions for students who have already been identified as at-risk

Questions and Contacts

For technical questions about the Early Warning System please contact Travis Grover in

Research amp Program Evaluation tgrovermadisonk12wius For questions about how

to use the EWS as part of SIP or teacher team planning contact your School

Improvement Partner or Data Strategist


Data Use Guide

Access the Data

The EWS can be found on MMSDrsquos Data Dashboard so that EWS data is provided to

users in a consistent format with readily available visuals and features that allow for

further specific analysis To access the Data Dashboard go to mmsdorg and click

ldquoStaff Onlyrdquo Then click on the ldquoData Dashboardrdquo icon under ldquoLogon Pages for Staffrdquo (1) Or you can click on this link dashboardmmsdorg In either instance you will need

to log in using your b number and password

In Data Dashboard the EWS can be found on the Basic Tab

Clicking on the EWSEIS subtab gives you access to seven different early warning

systemsearly indicator systems ranging from 4K to high school (for more information on

the early indicator systems read the Early Indicators of Support data use guide)

The HS Early Warning and MS Early Warning dashboards provide information on

currently enrolled students at the selected school The HS Early Warning ndash Date and MS

Early Warning ndash Date dashboards allows users to select a specific date (eg the last

day of a semester) and view their data as of that date These ldquodaterdquo dashboards can


1

2

3

Data Use Guide

be helpful for users looking to compare district-level school-level andor student-level

data across multiple points in time

What the EWS looks like in Data Dashboard

The High School and Middle School EWS home screens provide users with information as

to the total number of students identified as ldquoat riskrdquo (red) at the selected school (1)

Additional information as to the number of students who have overall ranks as medium

risk or low risk is also provided (2)

Each indicator is also delineated by the cumulative percentage of students at the

selected school that meet the criteria as high risk (red) medium risk (yellow) or low risk

(green) (3)

High School Early Warning System in Data Dashboard (note Middle School EWS

Dashboard home screen does not include credits earned as an indicator)

Drilling Down to Individual Students

When you hover over one of the color bands on the EWS home screen a hand

will appear This allows you to drill down to the student level


4

5

Data Use Guide

The student level screen looks like this (note to protect confidentiality student names

and IDrsquos have been grayed out on this screenshot)

You can drill down even further to the individual student by clicking on the student icon

(4) Additionally filters (5) are available on the home screen and at the student drill-

down level that allow users to select specific subgroups of students such as students at

a certain grade students assigned to a specific neighborhood or teaching team

students with IEPs etc For more information on how to use filters in Data Dashboard

see the Data Dashboard Quick Start Guide


Data Use Guide

Analyze the Data The Data Analysis Protocol (located in the SBLT Toolkit and Teacher Team Toolkit)

provides a structure to analyze data including the data found in the EWS Questions

on the Data Analysis Protocol can help guide your discussion

Also consider the supplemental questions below as you review your data These

questions which are specific to the type of data discussed in this Data Use Guide are

designed to be paired with the questions in the Data Analysis Protocol to help teams

dig deeper into their data

Supplemental Questions Review the Data

bull How many students are currently identified as high risk (red) at your school How

does this overall number change across time (using the EWS-Date dashboard)

bull When you set specific filters (eg student with IEPs students who are ELL

students in a specific grade) how do the number proportion of students

identified as high (red) or medium (yellow) risk change

Analyze the Data

bull Which specific indicators show the most positive (a potential celebration) or

negative change (a focus area for improvement)

bull What patterns or trends emerge in the percentage of students identified for

each indicator Are specific student groups (eg students with IEPs students in

a specific grade) evidencing a different pattern or trend

Discuss Root Cause

bull What are our beliefs about each of the EWS indicators and how might this be

impacting the data

bull What curricular or instructional successes or challenges might be contributing to

our overall EWS data as well as each specific indicator

bull What student engagement successes or challenges might explain current and

historical EWS data

bull What implications do the EWS data have for our schoolrsquos universal practices or

for teams involved with planning and monitoring classroom practices

Consider Actions

bull What high leverage actions steps that address universal systems could be put

into place to meet student needs proactively

bull How might school teams (teacher teams student services teams) use EWS data

to identify students in need of Tier 2 and Tier 3 intervention

bull What systems could your school put into place that might positively impact one

or more of the EWS indicators


Moving Forward as a Team we are going tohellip

Stop doinghellip

Continue doinghellip

Start doinghellip

Data Use Guide

Implement a Plan

Based on your analysis of the EWS data what actions do you need to stop

doing What actions should you continue doing or do more of What actions

do you need to start doing

On what date will you come back and check on the progress of your action

steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


Data Use Guide

Understand the Data Early Warning System (EWS)

MMSDrsquos Early Warning System (EWS) uses the most current and readily available data to

proactively identify students who demonstrate characteristics that research has shown

to be correlated with at-risk school performance Continual monitoring of EWS data

allows the district and schools to examine school-level trends both in the current school

year and over time in order to address systemic issues that may be impeding a

studentrsquos ability to experience school success

When used as part of a process of collaborative inquiry the

EWS allows teams to implement a practical method of

identifying students who are at risk for school failure The

EWS can help a teamschooldistrict identify gaps in school-

wide practices and to what extent students feel safe and

experience a high quality experience within their schools In

MMSD the EWS has been developed for use at the

secondary level

At middle and high school the EWS provides current

information on students at risk for dropping out of high

school While the indicators are similar at both levels high

schools have the additional indicator of Credits Earned (see

table below)

Middle School Indicators High School Indicators

Chronic Absenteeism

Course Failures


Out of School Suspension (OSS)

Chronic Absenteeism

Course Failures


Out of School Suspensions (OSS)

Credits Earned

EWS differentiates between 4-Block

and non 4-Block high schools


Data Use Guide





Data Use Guide







Using the tool

















Data Use Guide

Access the Data















1

2

3

Data Use Guide










(green) (3)







4

5

Data Use Guide










Data Use Guide














Analyze the Data






Discuss Root Cause


impacting the data




historical EWS data



Consider Actions









Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


Data Use Guide





Data Use Guide







Using the tool

















Data Use Guide

Access the Data















1

2

3

Data Use Guide










(green) (3)







4

5

Data Use Guide










Data Use Guide














Analyze the Data






Discuss Root Cause


impacting the data




historical EWS data



Consider Actions









Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


Data Use Guide







Using the tool

















Data Use Guide

Access the Data















1

2

3

Data Use Guide










(green) (3)







4

5

Data Use Guide










Data Use Guide














Analyze the Data






Discuss Root Cause


impacting the data




historical EWS data



Consider Actions









Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


Data Use Guide

Access the Data















1

2

3

Data Use Guide










(green) (3)







4

5

Data Use Guide










Data Use Guide














Analyze the Data






Discuss Root Cause


impacting the data




historical EWS data



Consider Actions









Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


1

2

3

Data Use Guide










(green) (3)







4

5

Data Use Guide










Data Use Guide














Analyze the Data






Discuss Root Cause


impacting the data




historical EWS data



Consider Actions









Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


4

5

Data Use Guide










Data Use Guide














Analyze the Data






Discuss Root Cause


impacting the data




historical EWS data



Consider Actions









Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


Data Use Guide














Analyze the Data






Discuss Root Cause


impacting the data




historical EWS data



Consider Actions









Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________



Stop doinghellip


Start doinghellip

Data Use Guide

Implement a Plan





steps

specific action

steps

to be done

by whom

by when resources

needed

resolution

follow-up

REVIEW DATE ___________________


data use guide: early warning system (ews) use guide understand the data early warning system (ews)...

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