Survey Followup Timetable

CMS Tribal Long-Term Services and Supports (LTSS) Program Survey
Follow-up Timeline 1

1

Phase
Phase 1: Initial email
invitation to participate
in survey

Timing
Immediately after
receiving OMB
approval

Sent to
All 425 LTTS
programs (entire
respondent
universe)

Description
KAI will send an initial email
invitation, including a link to
the survey via Survey
Monkey, (Attachment C) to
the LTSS program staff.

Phase 2: First follow-up
email

Three days after
distribution of the
initial email invitation

Entire respondent
universe

The first follow-up email
(Attachment E) explains that
an initial invitation to
participate in the survey was
sent. The email also thanks
those who have responded
and asks those that have not
responded to do so. The
email also includes a link to
the survey in SurveyMonkey.

Phase 3: Second followup email

One week after the
first follow-up email is
sent

Non-respondents

The second follow-up email
(Attachment F) emphasizes
the importance of
participating in the survey
and includes a link to the
survey.

Phase 4: Third followup email

Two weeks after the
second reminder
email is sent

Non-respondents

This email (Attachment G)
encourages survey
participation and includes a
link to the survey. The email
also explains that KAI staff
will reach out to any nonrespondents by phone to
determine whether nonrespondents are unable to
complete an electronic
version of the survey or if
they prefer to complete a
paper version of the survey
sent via fax.

Survey timeline based on best practices created by a recognized expert on survey design, Don Dillman.
Dillman, D., Smyth, J., & Christian, L. (2014). Internet, Phone, Mail and Mixed-Mode Surveys: The Tailored Design.
(4th ed.). Hoboken, New Jersey: John Wiley & Sons, Inc. Method. Hoboken, New Jersey: Wiley.

Phase 5: Follow-up
phone calls

One week after the
third follow-up email
is sent
(If non-respondents
do not answer, KAI
will leave a voicemail
with a contact phone
number. If nonrespondents do not
respond to the
voicemail, two more
phone attempts will
be made within 48
hours.)

Non-respondents

Phone calls made to
remaining non-respondents
following a phone call script
(Attachment H). KAI will
inquire whether nonrespondents received the
emails about the survey. KAI
will provide a description of
the survey and ask nonrespondents whether they
would like to complete the
survey by phone, or have the
survey sent to them via email
or fax. If non-respondents do
not answer, KAI will leave a
voicemail following a script
(Attachment I). If nonrespondents do not respond
to the voicemail, two more
phone attempts will be
made.

Phase 6: Follow-up
emails and faxes

Immediately after
outreach calls
completed

Phone
participants

KAI staff will send a follow-up
email or fax (Attachments J
and K) (based on nonrespondent preference) to all
individuals that KAI staff
spoke to on the phone with
either a link to the survey or
a faxed, paper version of the
survey.