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MTSS Team Roles

Who does what, who covers when they're out, and when you revisit it.

A working template for your building-level MTSS Design & Implementation Team. Fill it out at your first team meeting of the year and revisit it annually — roles shift as people change positions, and an explicit roster keeps the team functional when turnover happens mid-year.

Why this exists: most teams know who is on the team. Fewer have agreed who runs the meeting, who brings the data, and who steps in when that person is absent. When those jobs are assumed rather than assigned, they quietly collapse onto whoever is most conscientious — and the meeting stops working the week that person is out.

1What's inside

Four core rotating roles that make a Tier 1 team meeting run, each with a primary and a backup, a description of the job, and the specific responsibilities that come with it:

Facilitator. Runs the meeting, closes items that are circling, and protects time for the last agenda item — not just the first.
Data Lead. Brings the data in a format the team can read in the meeting, not raw exports, and flags quality problems before they derail a decision.
Note-Taker. Captures decisions, owners, and due dates — a record someone who missed the meeting could read in two minutes.
Time-Keeper. Warns at the five- and one-minute marks, and escalates when an item runs long every time, because that signals the allocation is wrong.

Plus a standing-member roster for the people whose contribution is their expertise and their vote rather than a rotating meeting function, a list of who typically sits on a team like this, and a revisit cadence for start of year, end of year, and an optional mid-year check.

2How to use it

At your first meeting of the year. Fill it out together rather than assigning roles by email. The conversation about who should facilitate is usually more useful than the answer.
Name a backup for every role. This is the part teams skip. If the primary is absent, the backup steps in and the meeting still happens.
Rotate annually, or each semester. So no one person ends up holding the institutional knowledge — and so the team survives that person leaving.
One caution on the Facilitator: ideally it isn't the building administrator. The job is making sure every voice is heard, which is harder when the person running the meeting is also the person everyone reports to. Small schools often can't staff it separately — if that's you, just be deliberate about inviting the quieter voices in.

3Where it fits

Roles are the first thing to settle and the easiest to leave vague. Once they're named, The 30-Minute MTSS Meeting gives those roles an agenda to run, and the BOY MTSS Setup Checklist puts the roster alongside the screening calendar, decision rules, and everything else that has to be standing before day one.

Most useful in August. Worth pulling back out in January, when the team can see which rotations actually happened.

⬇ Download the template (PDF)
Three pages · 4 rotating roles · No email required · Free to share

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A completed copy of this template records staff roles and contact information. Filled-in copies should be handled according to your district's employment-record and document-retention policies. Team composition varies with a building's size and staffing — adapt the roles and the roster to your own context.