Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: New Bedford
CPR Onsite Year: 2012-2013
Program Area: Special Education
All corrective action must be fully implemented and all noncompliance corrected as soon as possible and no later than one year from the issuance of the Coordinated Program Review Final Report dated 05/15/2013.
Mandatory One-Year Compliance Date: 05/14/2014
Summary of Required Corrective Action Plans in this Report
Criterion / Criterion Title / CPR RatingSE 4 / Reports of assessment results / Partially Implemented
SE 12 / Frequency of re-evaluation / Partially Implemented
SE 13 / Progress Reports and content / Partially Implemented
SE 18B / Determination of placement; provision of IEP to parent / Partially Implemented
SE 20 / Least restrictive program selected / Partially Implemented
SE 22 / IEP implementation and availability / Partially Implemented
SE 24 / Notice to parent regarding proposal or refusal to initiate or change the identification, evaluation, or educational placement of the child or the provision of FAPE / Partially Implemented
SE 29 / Communications are in English and primary language of home / Partially Implemented
SE 32 / Parent advisory council for special education / Partially Implemented
CR 10A / Student handbooks and codes of conduct / Partially Implemented
CR 17A / Use of physical restraint on any student enrolled in a publicly-funded education program / Partially Implemented
CR 20 / Staff training on confidentiality of student records / Partially Implemented
CR 21 / Staff training regarding civil rights responsibilities / Partially Implemented
CR 24 / Curriculum review / Not Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 4 Reports of assessment results / CPR Rating:
Partially Implemented
Department CPR Findings:
A review of the student records and staff interviews indicated that there have been occurrences when educational assessments and speech and language evaluations were not completed two days prior to the Team meeting to be available to the parent in advance of the Team discussion, when requested.
Description of Corrective Action:
All assessments and evaluations will be completed and made available upon request two days prior to the Team meeting. All staffs who conduct assessments/evaluations will document on the assessment the Team due date and the date the Assessment was completed, for easier tracking of compliance.
The Director of Pupil Personnel Services has met with all related service providers, school counselors (Team chairs at the elementary level) and secondary SPED Facilitators to address areas of partial implementation with CPR.
An all-sped staff training will be held on June 18, 2013 to review all partially implemented findings and areas for further improvement, as well as review new systems of monitoring. Principals will review all SE areas of partial implementation at the Staff Orientation day on August 26, 2013.
Title/Role(s) of responsible Persons:
Team Chairs, Evaluators, Teachers, Team Coord., SPED Facilitators, Supervisors, Asst. Superintendent / Expected Date of Completion:
09/01/2013
Evidence of Completion of the Corrective Action:
* Copies of agendas and sign in sheets from staff meetings: Physical Therapists (2/12/13), Psychologists (3/28/13), School Adjustment Counselors (4/3/13), Speech Therapists (4/9/13), Occupational Therapists (2/12/13), Special Education Facilitators (4/25/13)
* Special Education Compliance District Monitoring Form (revised)
* Copy of newly revised Educational Assessments which indicates Date Team is Due and Date the Assessment is Due to the Team Chair
* (See uploads under Additional Information)
Description of Internal Monitoring Procedures:
The monitoring of completion of assessments and availability upon request two days prior to the team meeting will be documented on the district's Special Education Compliance Monitoring Form.
* At the school level the Team Chair will initiate the monitoring process for each student.
* Building principals will sign off on the forms and send to the Team Coordinator at Central Office.
* The Team Coordinator reviews every IEP for various compliance and quality assurance expectations.
* Special Education Facilitators/Supervisors will complete ten random samples of student records (various grade levels/ placement types) to review utilizing the CPR self-assessment tracking forms three times per year (October, January and May) to ensure compliance across the district.
* Additional professional development will be provided throughout the year to address any issues that result from the district's internal monitoring.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 4 Reports of assessment results / Corrective Action Plan Status: Approved
Status Date:07/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By November 1, 2013, submit a report of the results of an internal review of a random selection of educational assessments and speech and language evaluations, developed after the training occurred, to determine compliance. Include the number of student records reviewed, the number of records in compliance and for any records not in compliance, determine the root cause(s) of the non-compliance and provide the district's plan toremedy the non-compliance.
*Please note when conducting internal monitoring, the district must maintain the
following documentation and make it available to the Department upon request:
a) List of student names and grade levels for the records reviewed; b) Date of the review;
c) Name of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
11/01/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
New Bedford CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 12 Frequency of re-evaluation / CPR Rating:
Partially Implemented
Department CPR Findings:
A review of the student records indicated that not all re-evaluations were conducted every three years.
Description of Corrective Action:
Re-evaluations will be conducted every three years. The Director of Pupil Personnel Services has met with all related service providers, school counselors (Team chairs at the elementary level) and secondary SPED Facilitators to address areas of partial implementation with CPR.
An all sped staff training will be held on June 18, 2013 to address this area and review the district's monitoring process.
Title/Role(s) of responsible Persons:
Team Chairs, Evaluators, Team Coordinator, Assistant Superintendent / Expected Date of Completion:
09/01/2013
Evidence of Completion of the Corrective Action:
* Copies of: internal monitoring forms for quarterly notifications to team chairs/principals
* Copies of: training agendas and sign in sheets: School Adjustment Counselors (4/3/13), Physical Therapists (2/12/13), Occupational therapists (2/12/13); Speech Therapists (4/9/13); School Psychologists (3/28/13), SPED Facilitators (4/25/13)
(See uploads under Additional Information)
Description of Internal Monitoring Procedures:
Currently Team meeting Expiration lists are sent from central office four times per year. Starting in September 2013, lists will be sent to Team chairs and principals on a monthly basis.
All staff will receive quarterly notification of upcoming reviews and re-evaluation dates . Within three days of receipt of the N1A, referral date notices will be sent to team chairs/ principals from central office. Dates the N1A was received, 30 SWD date for assessment due date, and 45 SWD date for IEP meeting to be held. (See sample form uploaded in Additional Information)
Special Education Facilitators/Supervisors will complete ten random samples of student records to review utilizing CPR self-assessment tracking forms three times per year (October, January and May) to ensure compliance across the district.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 12 Frequency of re-evaluation / Corrective Action Plan Status: Approved
Status Date:07/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By November 1, 2013, submit a report of the results of an internal review of a random selection of student records in which a re-evaluation was conducted after the training occurred. Include the number of student records reviewed, the number of records in compliance and for any records not in compliance, determine the root cause(s) of the non-compliance and provide the district's plan to remedy the non-compliance.
*Please note when conducting internal monitoring, the district must maintain the
following documentation and make it available to the Department upon request:
a) List of student names and grade levels for the records reviewed; b) Date of the review;
c) Name of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
11/01/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
New Bedford CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 13 Progress Reports and content / CPR Rating:
Partially Implemented
Department CPR Findings:
A review of the student records indicated that there were progress reports that did not address the student's progress towards reaching the annual goals in the IEP. There was evidence of unsigned and undated progress reports in the student records and not all student records contained current progress reports. Student records indicated that parents are not consistently receiving reports on the student's progress towards reaching the goals set in the IEP at least as often as parents are informed of the progress of non-disabled students. In addition, progress reports are not being translated for parents who are limited English proficient.
Description of Corrective Action:
Progress reports will clearly indicate students’ progress towards reaching their goals. All progress reports will be signed and dated by the individual completing the report. Progress reports will be consistently sent to parents in the primary/preferred language of the home and sent home with the same frequency as non disabled students receive report cards.
* The NBPS will also send a letter indicating this regulation and expectations to all out-of-district placements.
* The NBPS will be holding an all sped staff training on June 18th, staff orientation on August 26th and professional development for improving Progress Reports on September 17th. This training will include the implementation of a new Progress Report/Monitoring Plan
Title/Role(s) of responsible Persons:
Special education teachers, service providers, principals, Assistant Superintendent / Expected Date of Completion:
09/17/2013
Evidence of Completion of the Corrective Action:
* List of out-of-district placements
* Copy of letter sent to placement directors
* Copy of Out-of-District Placement Office - Compliance Tracking form
* Copy of agenda and sign-in sheets from ALL SPED Mandatory CPR training (6/5/2012)
* * Copies of agendas and sign in sheets from staff meetings: Physical Therapists (2/12/13), Psychologists (3/28/13), School Adjustment Counselors (4/3/13), Speech Therapists (4/9/13), Occupational Therapists (2/12/13), Special Education Facilitators (4/25/13)
(See uploads in Additional Information)
Description of Internal Monitoring Procedures:
* Train staff to implement the use of the Progress Report/Monitoring Plan
* Special Education teachers and related service providers will self-monitor the components of and quality of the progress reports they complete thru the completion of the Progress Report/Monitoring Plan prior to sending all progress reports to central office
* Special Education facilitators and supervisors at central office will complete ten random samples of student records to review utilizing CPR self-assessment tracking forms three times per year (October, January and May) to ensure compliance across the district.
* The Team Coordinator will review every IEP for various compliance and quality assurance expectations.
* Explore the ability of development of a computer based Progress Report monitoring system with ESPED and other online IEP systems
* The Out-of-District Coordinator will monitor the receipt of progress reports for all students in out-of-district placements using specific OOD monitoring form
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 13 Progress Reports and content / Corrective Action Plan Status: Approved
Status Date:07/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By November 1, 2013, submit a copy of the district's Progress Report/Monitoring Plan. In addition, submit a report of the results of an internal review of a random selection of the first progress reports written for the 2013-2014 school year to determine compliance. Include the number of student records reviewed, the number of records in compliance and for any records not in compliance, determine the root cause(s) of the non-compliance and provide the district's plan to remedy the non-compliance. Please include in this random selection progress reports that have been translated for parents who are limited English proficient.
*Please note when conducting internal monitoring, the district must maintain the
following documentation and make it available to the Department upon request:
a) List of student names and grade levels for the records reviewed; b) Date of the review;
c) Name of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
11/01/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
New Bedford CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 18B Determination of placement; provision of IEP to parent / CPR Rating:
Partially Implemented
Department CPR Findings:
A review of the student records indicated that IEPs of students in out-of-district placements are not always sent to parents immediately following development at the Team meeting.
Description of Corrective Action:
A draft/summary of IEPs of students in out-of-district placements will be provided to parents at the end of the Team meeting. The final copy of the IEP will be sent to the NBPS' Out-of-District Coordinator within three days to enter into ESPED. The final IEP will be sent to parents upon receipt of the final copy.
Title/Role(s) of responsible Persons:
Out-of-District Coordinator, Assistant Superintendent / Expected Date of Completion:
06/18/2013
Evidence of Completion of the Corrective Action:
* Copy of agenda and sign-in sheets from ALL SPED Mandatory CPR training (6/5/2012)
* List of Out-of-District Placements
* Copy of letter sent to all out-of-district placements - June 10, 2013
* Out-of-District Placement Office Monitoring form
* The NBPS will provide training to all staff on June 18, 2013: Power Point and sign in sheets will be provided
(See uploads under Additional Information)
Description of Internal Monitoring Procedures:
* The Out-of-District Coordinator will monitor the completion and receipt of IEPs and progress reports from all out-of-district placements for every student.
*Special Education Facilitators/Supervisors will complete ten random samples of student records to review utilizing CPR self-assessment tracking forms three times per year (October, January and May) to ensure compliance across the district.
* The Out-of-District Coordinator will monitor the receipt of progress reports for all students in out-of-district placements using specific OOD monitoring form
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18B Determination of placement; provision of IEP to parent / Corrective Action Plan Status: Approved
Status Date:07/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By November 1, 2013, submit a report of the results of an internal review of a random selection of out-of-district IEPs written during the fall of 2013 to determine compliance. Include the number of student records reviewed, the number of records in compliance and for any records not in compliance, determine the root cause(s) of the non-compliance and provide the district's plan to remedy the non-compliance.
*Please note when conducting internal monitoring, the district must maintain the
following documentation and make it available to the Department upon request:
a) List of student names and grade levels for the records reviewed; b) Date of the review;
c) Name of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
11/01/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
New Bedford CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 20 Least restrictive program selected / CPR Rating:
Partially Implemented
Department CPR Findings:
A review of the student records indicated that not all IEP Non-Participation Justification statements indicated why the removal of the student from the general education classroom is considered critical to the student's program and the basis for its conclusion that education of the student in a less restrictive environment, with the use of supplementary aids and services, could not be achieved satisfactorily.
Description of Corrective Action:
All IEP non-participation justification statements will clearly indicated specific reasons why removal of the student from general education is critical, with rationale for why the LRE could not achieve that same purpose satisfactorily.
The Director of Pupil Personnel Services has met with all related service providers, school counselors (Team chairs at the elementary level) and secondary SPED Facilitators to address areas of partial implementation with CPR.
Title/Role(s) of responsible Persons:
All sped and related services staff, Assistant Superintendent / Expected Date of Completion:
06/18/2013
Evidence of Completion of the Corrective Action:
* Sign in Sheet and power point copy for all sped staff on June 5, 2012.
*Copy of Agenda and sign-in sheets for staff meetings:(3/28) Psychologists; (4/3/13) School Adjustment Counselors; OT/PT (2/12/13); Speech Therapists (4/9/13), SPED Facilitators (4/25/13)
* Training of all sped staff will be provided on June 18th, 2013- Power Point and Sign In sheets will be provided
Description of Internal Monitoring Procedures:
Special Education Facilitators/Supervisors will complete ten random samples of student records to review utilizing CPR self-assessment tracking forms three times per year (October, January and May) to ensure compliance across the district.
Team Coordinator reviews all incoming IEPs on a daily basis for quality assurance of SE 20.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 20 Least restrictive program selected / Corrective Action Plan Status: Approved
Status Date:07/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By November 1, 2013, submit a report of the results of an internal review of a random selection of IEPs written after the training occurred. Include the number of student records reviewed, the number of records in compliance and for any records not in compliance, determine the root cause(s) of the non-compliance and provide the district's plan to remedy the non-compliance.
*Please note when conducting internal monitoring, the district must maintain the
following documentation and make it available to the Department upon request:
a) List of student names and grade levels for the records reviewed; b) Date of the review;
c) Name of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
11/01/2013
1