Beyond the Numbers: Why Qualitative Data Matters in MTSS

When I was a teacher, my administrative team was highly focused on the “numbers,” and their dismissal of my observations sometimes left me feeling undervalued. They didn’t recognize that my daily interactions and deep understanding of my students provided valuable context for data-driven decisions.

Throughout my 15 years in education, I’ve worn many hats — teacher, principal, administrator — and I’ve experienced both sides of the data conversation. As a principal, I was excited about using data to make impactful decisions for our school community. But as a teacher, I felt overwhelmed and undertrained, unsure of how all this data could support my work. I relied on strong relationships and daily interactions with my students and families, believing those were more valuable than the “data” (quantitative data) my administration team wanted to discuss.

Quantitative vs. Qualitative Data in MTSS

What I came to understand is that “data” is both quantitative and qualitative — the numbers that show growth or gaps, and the insights and experiences that help make sense of those numbers. When we embrace both the numbers and the narratives, we gain a clearer, more compassionate understanding of what our students need to succeed.

Here’s the difference between quantitative and qualitative data:

Quantitative Data is numerical and objective, focusing on measurable aspects of student performance and behavior. It is often collected through standardized assessments, behavior checklists, and attendance records. This data can be analyzed statistically to identify trends, track progress, and evaluate the effectiveness of interventions.

Examples of Quantitative Data:

• Test scores (e.g. state assessments, benchmark assessments, curriculum-based measures)
• Grades
• Number of course failures
• Attendance rates
• Number of disciplinary incidents
• Frequency of specific behaviors (e.g., number of times a student raises their hand, number of times a student leaves their seat)

Qualitative Data is descriptive and subjective, capturing the nuances of student experiences, perceptions, and contexts. It is typically gathered through observations, interviews, focus groups, and open-ended survey questions. This data provides rich insights into the factors that influence student learning and behavior, and can inform the development of targeted interventions.

Examples of Qualitative Data:

• Teacher and parent observations
• Surveys, especially those that include open-ended questions
• Student self-reports
• Case studies
• Focus groups
• Student, Parent, and/or Educator Interviews
• Work samples
• Anecdotal records, notes

Bridging Numbers and Narratives: Integrating Qualitative Data in MTSS

While we can't base decisions for students solely on our feelings, it's crucial to include educators' observations and daily interactions. Neither quantitative nor qualitative data alone provide a complete picture of what is happening with a student. Both are necessary to guide educators and families in making the best decisions. As a new administrator, I pledged to create a data-inclusive environment where both types of data were valued.

MTSS is all about using data to make informed decisions that support students. To start, I knew it was important for everyone to understand quantitative and qualitative data — the numbers that show trends and progress, and the observations that provide context.

Helping Educators Expand How They Use Data

Intentional training helps educators see the value of both types of data and how to use them effectively. With straightforward processes in place, it becomes easier to combine and analyze information.

To help educators become data-savvy, here are critical topics to cover: 

Quantitative Data vs. Qualitative Data

Provide a clear understanding of the fundamental differences between these data types and ensure that all educators can distinguish between them and appreciate their unique contributions.

Data Analysis 101

Introduce the basic principles and techniques of data analysis, equipping educators with the skills to interpret and draw meaningful insights from both qualitative and quantitative data.

How Does Data Help the Educator?

Explore ways in which data can inform and enhance instructional practices, enabling educators to make data-driven decisions that support student learning and growth. Highlight the direct benefits that students can reap from data-informed practices, emphasizing the role of data in personalizing learning experiences and promoting academic success.

When to Use Data and Which Data to Use

Provide practical guidance on selecting the most appropriate data sources and analysis methods for different purposes, empowering educators to use data effectively in their daily work.

When you prioritize understanding qualitative and quantitative data, you set your staff up for data confidence. The overarching goal is to create a shared understanding and acceptance among all educators that both data types play a vital role in informing educational practices. Quantitative and qualitative data are both valuable components of an effective MTSS framework.

Webinar: Big Bad Data: Addressing Common Myths and Educator Concerns About MTSS Data.

Why is Qualitative Data in MTSS so Valuable?

Qualitative data provides rich insight into the context and nuances of a student's learning experience, going beyond what quantitative data alone can reveal. In a Multi-Tiered System of Supports, qualitative data helps educators:

• Identify Root Causes: Qualitative data can help educators delve deeper into the reasons behind a student's academic or behavioral struggles. By understanding the context, educators can address underlying issues, rather than just surface-level symptoms.
• Personalize Interventions: Qualitative data can illuminate a student's individual preferences and challenges. This information enables educators to tailor interventions to meet each student's specific needs. For example, knowing a student’s long-term goals can help connect what they are learning to how it will help them achieve what is important to them.
• Monitor Progress Holistically: While quantitative data can track academic performance, qualitative data can capture a student's social-emotional development, engagement, and overall well-being. This holistic view allows educators to monitor progress comprehensively and adjust support as needed.
• Build Strong Relationships: Getting qualitative data can really help make learning better. Talking to students directly builds trust and makes it easier for everyone to communicate.
• Foster Collaboration: Qualitative data helps teachers learn about what is working and what isn’t from other staff members and outside of school, leading to better plans and support for all their students.
• Evaluate Program Effectiveness: Gathering feedback from students, parents, and teachers helps pinpoint what's working well and what needs improvement in MTSS programs.

How to Avoid Common Qualitative Data Pitfalls

When using qualitative data to understand students, it's essential to avoid common pitfalls that can lead to biased or incomplete decision-making. 

Key Data Pitfall Considerations:

• Maintain High Expectations: While gaining insights into students' experiences is valuable, be sure that your perception of their circumstances doesn't lower your expectations. Believe in each student's potential to succeed, and if the quantitative data indicates the student needs support, provide it.
• Avoid Over-Personalizing Interventions: While student preferences matter, base intervention decisions on evidence and progress monitoring data.
• Balance Qualitative with Quantitative Data: Qualitative data is subjective. Observations and stakeholder input are important, but they should be used alongside quantitative data for a well-rounded perspective. This ensures that decisions remain objective.

Integrating Qualitative Data Analysis in MTSS

As a principal, my job was to ensure teachers felt supported and confident using what they learned in their classrooms and offices. After helping everyone understand how to use qualitative data and offering ongoing training, the next step was to use simple, organized tools to gather, analyze, and apply that data. 

Four Ways to Get Started, Along with Tips for Success:

1. 1. Develop and Standardize Educator and Parent Observation Forms

• Make these concise and easy to complete in 5 minutes or less. 
• Capture data on students' academic performance, attendance, behavior, mental health, and social-emotional competency. 
• Include a dedicated space for notes and anecdotal observations. 
• Use the same form year over year for consistency in data collection and evaluation.

2. Develop and Standardize Student Self-Reports

• Formalize a self-reporting process that allows students to advocate for their own learning and required support, with clear guidelines about confidentiality and what the student can expect for follow-up. 
• Learners should be provided with safe and supportive avenues to express any challenges they encounter in navigating interpersonal relationships with both their peers and instructors. Additionally, they should feel comfortable sharing any personal circumstances that may impact their learning experience. These circumstances could include, but are not limited to, family issues, health concerns, financial difficulties, or mental health struggles. 
• The self-report form should be concise, easy to understand, and available electronically and in multiple languages that reflect the student population. 
• Forms should be readily accessible in various locations throughout the school building, and the student body should be regularly informed of their locations. 
• A designated staff member should be assigned to review submissions in a timely manner, and forward to the appropriate personnel for review.
• A formal process should be implemented to meet and discuss next steps to support the student after a self-report is submitted and action is needed. 

3. Frequently Allow Opportunities for Open-Ended Survey Questions

• Add open-ended questions to existing school surveys or create new ones to gather actionable insights and enhance your MTSS decision-making process.
• Act on survey data, and you will build trust and encourage participation because stakeholders feel valued.  

*As a new administrator, surveying with open-ended questions was a game changer. For example, a survey revealed that students in the deaf education program were being scheduled for classes last. This resulted in limited course options and interpreters, leading to inequity, disengagement, and high behavioral incidents. I was totally unaware of this! By prioritizing deaf education students when scheduling courses, ALL students could choose their desired courses. Within a year, we saw a 72% decrease in behavioral incidents and a 56% increase in academic achievement and engagement among deaf education students. Qualitative data guided me to make a simple change that had a huge positive impact.

4. Create Meeting Agendas that Incorporate the Use of Quantitative Data

• Review Student Self-Reports, Survey Questions, Anecdotal Evidence, and Observation forms. 
• Participants are expected to present reports on these metrics and their relevance to the decisions under consideration.

Downloadable Resource: MTSS Meeting Agenda Template

Branching Minds makes it easy to integrate qualitative data into your MTSS process with a centralized platform for collecting and organizing valuable insights:

• Insight Surveys provide a structured way to gather and view stakeholder feedback.
• Educators use the Notes feature to log observations and reflections in real time.
• Meetings and Family Communication features help educators efficiently capture key discussions, ensuring no important detail is lost. 

Turning Insights into Action with Data

When we value both stories (qualitative data) and numbers (quantitative data) to truly understand what is needed to support students, educators, and parents, this work becomes more enjoyable. By using qualitative data with quantitative data, the word “data” no longer triggers feelings of overwhelm or resentment!

Looking back, my observations as a teacher should have been valued as an essential piece of the puzzle; rather than something secondary to the numbers. Now, I understand how powerful it can be when schools bring both quantitative and qualitative data together. It’s not about choosing one over the other — it’s about listening to the stories behind the numbers. When we do that, we make decisions that truly reflect the needs of our students. And most importantly, we create a school culture where every teacher feels heard and every student feels seen.

🌟 Easily Integrate Qualitative Data into Your MTSS Practice with Branching Minds🌟