Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Dracut
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 09/10/2013.
Mandatory One-Year Compliance Date: 09/10/2014
Summary of Required Corrective Action Plans in this Report
Criterion / Criterion Title / CPR RatingSE 4 / Reports of assessment results / Partially Implemented
SE 6 / Determination of transition services / Partially Implemented
SE 7 / Transfer of parental rights at age of majority and student participation and consent at the age of majority / Partially Implemented
SE 8 / IEP Team composition and attendance / Partially Implemented
SE 9 / Timeline for determination of eligibility and provision of documentation to parent / Partially Implemented
SE 11 / School district response to parental request for independent educational evaluation / Partially Implemented
SE 20 / Least restrictive program selected / Partially Implemented
SE 25 / Parental consent / Partially Implemented
SE 29 / Communications are in English and primary language of home / Partially Implemented
SE 41 / Age span requirements / Partially Implemented
SE 55 / Special education facilities and classrooms / Partially Implemented
CR 3 / Access to a full range of education programs / Partially Implemented
CR 8 / Accessibility of extracurricular activities / Partially Implemented
CR 9 / Hiring and employment practices of prospective employers of students / Partially Implemented
CR 10A / Student handbooks and codes of conduct / Partially Implemented
CR 12A / Annual and continuous notification concerning nondiscrimination and coordinators / Partially Implemented
CR 14 / Counseling and counseling materials free from bias and stereotypes / Partially Implemented
CR 15 / Non-discriminatory administration of scholarships, prizes and awards / Partially Implemented
CR 21 / Staff training regarding civil rights responsibilities / Partially Implemented
CR 24 / Curriculum review / Partially Implemented
CR 25 / Institutional self-evaluation / Partially Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 4 Reports of assessment results / CPR Rating:
Partially Implemented
Department CPR Findings:
Review of student records indicated that the district's assessment summaries do not consistently define the student's needs in detail and in educationally relevant and common terms or offer explicit means of meeting those needs.
Description of Corrective Action:
The Dracut Public Schools will review with all staff conducting evaluations the requirements of 603 CMR 28.04(2)(c). A meeting will be held at each building in the fall of 2013 with relevant staff (psychologists, teachers, therapists and TEAM Chairs) to review this regulation. At that meeting the defined area of concern from the record review will be evaluated. Additionally the relevancy of the teacher’s/specialist’s report in relation to student specific recommendations, access to instruction and the general curriculum (Common Core) and will be stressed.
Title/Role(s) of Responsible Persons:
John Mara, Director of Student Services / Expected Date of Completion:
06/01/2014
Evidence of Completion of the Corrective Action:
All professional student services staff will be given a written summary of the Coordinated Program Review and obligations regarding the requirements. (see attached)
Memo:
STUDENT SERVICES DEPARTMENT
DRACUT PUBLIC SCHOOLS
MEMORANDUM
To: TEAM Chairs, Out-of-District Coordinator, Pre-School Liaison, Special Education Teachers, School Psychologists, Speech and Language Therapists, Behaviorist and Physical Therapist
From: John Mara, Director of Student Services
Re: Coordinated Program Review
Date: October 7, 2013
While completing the District's response to the Coordinated Program Review (CPR) there are several things that were mentioned that we all need to address. Most of these are a result of the record review conducted on a sample of student records by the Department last winter. I have attached notes on some of the specific sections below and three documents for your records. The documents should be used for reference and if there are any specific questions, please feel free to speak to me.
I plan to speak to the School Committee at the end of the month regarding the District's response to the report. At present this memo is for our purposes only. When received, I will place a full copy of the final report on the District website.
Additionally I will be posting, within the coming week, some additional resource materials for you on the Student Services Website to use in preparation of IEP Meetings.
SE 4
What this means:
Chart from SE4 on staff memo, to be sent under separate cover.
In some of the records reviewed by DESE last year no recommendations regarding the student were made on the report. Please note and follow the highlighted section in #1 above.
Description of Internal Monitoring Procedures:
To ensure compliance the Director of Student Services and the TEAM Chairs will survey ten (10) percent of the assessments completed during the 2013-14 school year for compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 4 Reports of assessment results / Corrective Action Plan Status: Approved
Status Date:11/12/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit evidence to ESE on or before January 15, 2014 of staff trainings to ensure that the district's assessment summaries consistently define the student's needs in detail and in educationally relevant and common terms and offer explicit means of meeting those needs. Include evidence such as memorandums, email correspondence, training/meeting agendas, signed attendance sheets, and a sample of training materials.
Subsequent to training, submit the results of an administrative record review of a sample of student records, representing records from each school level, for evidence of detailed assessment summaries. This sample must be drawn from records with evaluations conducted after all corrective actions have been implemented. Indicate the number of records reviewed, the number found compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before May 15, 2014. *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 level for the record review; b) Date of the review; c) Name of the person(s) who conducted the review, their role(s), and their signature(s).
Progress Report Due Date(s):
01/15/2014
05/15/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Dracut CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 6 Determination of transition services / CPR Rating:
Partially Implemented
Department CPR Findings:
Student record review indicated that the district's IEP Teams discuss a student's transition needs annually beginning when the student is 14 years old; however, document review demonstrated that the district's policy states that transition planning begins when the student is 15, rather than 14 years old as required.
Description of Corrective Action:
A meeting was held on September 24, 2013 to review this requirement with the teaching staff (agenda and attendance of meeting attached) for both the Junior High School and High School.
Agenda:
Special Education Meeting
Junior High School and High School Staff Meeting
September 24, 2013
John Mara
Items of Discussion
Assistive Technology
- IPad with speech and language therapists and some students
- Neo with Co-Writer for grades 7-12
- CPR Results
- Assessments, must contain recommendations within summary
- Transition Services discussion at age 14, so that may mean 13 years old
- Age of Majority note in additional information of discussion, hand student’ rights brochure. Needs to be done at age 17, then documented with determination of student’s rights
- Time Lines for Evaluation - 5 days, 30 days, 43 days and 45 days
- Least Restrictive Setting for Students - needs to be noted
Begin the transition discussion at age 13 if the student will turn 14 before the next IEP period.
Title/Role(s) of Responsible Persons:
John Mara, Director of Student Services / Expected Date of Completion:
06/01/2014
Evidence of Completion of the Corrective Action:
The Director of Student Services will review on a bi-monthly basis the compliance with this requirement by meeting with the Team Chair from grades 6-12 and the Out-of-District Coordinator.
Description of Internal Monitoring Procedures:
Both Chairs will be asked to keep a log of meetings held for students who are both thirteen and fourteen years old for monitoring purposes. Additionally the Director will work with our software vendor to create a report for continual monitoring of this provision.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 6 Determination of transition services / Corrective Action Plan Status: Approved
Status Date:11/12/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit to ESE on or before January 15, 2014 a copy of the district's revised policy and evidence of staff trainings conducted at the Junior High School and High School levels, related to the requirement that IEP Teams discuss a student's transition needs annually beginning when the student is 14 years old. Include evidence such as memorandums, email correspondence, training/meeting agendas, signed attendance sheets, and a sample of training materials including updated TPFs. Subsequent to all trainings, submit the results of an administrative record review, representing a sample of records from the Junior High and High School levels, for evidence of compliance with this criterion. This sample must be drawn from records with Team meetings conducted after all corrective actions have been implemented. Indicate the number of records reviewed, the number found compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to ESE by May 15, 2014.* Please note that 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 level for the record review; b) Date of the review; c) Name of the person(s) who conducted the review, their role(s), and their signature(s).
Progress Report Due Date(s):
01/15/2014
05/15/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Dracut CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 7 Transfer of parental rights at age of majority and student participation and consent at the age of majority / CPR Rating:
Partially Implemented
Department CPR Findings:
Record review indicated that one year prior to the student reaching age 18, the district does not always inform the student and the parent/guardian of the rights that will transfer from the parent/guardian to the student upon the student's 18th birthday.
Description of Corrective Action:
In each IEP beginning in September of 2013, for students who are 17 or about to turn 17, the liaison will need to note under the Additional Information Section of the IEP that the discussion was held about the transfer of rights and staff will need to note the date of the conversation and the results of that discussion
Notes from Memo to staff:
DPS DESE Response:
In each IEP beginning in September of 2013, for students who are 17 or about to turn 17, the liaison will need to note under the Additional Information Section of the IEP that the discussion was held about the transfer of rights and staff will need to note the date of the conversation and the results of that discussion. A sampling ten percent of the records for students who are of transition age will occur in February 2014 to determine compliance. The results of this survey will be forwarded to the Department in April 2014.
What this means for you:
See the highlighted section above.
Title/Role(s) of Responsible Persons:
John Mara, Director of Student Services / Expected Date of Completion:
05/01/2014
Evidence of Completion of the Corrective Action:
Ninety-five percent of the records surveyed will be compliant.
Description of Internal Monitoring Procedures:
A sampling ten percent of the records for students who are of transition age will occur in February 2014 to determine compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 7 Transfer of parental rights at age of majority and student participation and consent at the age of majority / Corrective Action Plan Status: Approved
Status Date:11/12/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit to ESE on or before January 15, 2014 evidence of staff trainings conducted at the high school level related to ensuring that one year prior to the student reaching age 18, the district informs the student and the parent/guardian of the rights that will transfer from the parent/guardian to the student upon the student's 18th birthday. Include evidence such as memorandums, email correspondence, training/meeting agendas, signed attendance sheets, and a sample of training materials. Additionally, please submit a narrative of the administrative tracking and monitoring system along with role(s) and name of person(s) responsible to ensure timely notification to both student and parent of AOM rights along with evidence of training and tracking system by January 15, 2014. Subsequent to training, submit the results of an administrative record review, representing a sample of records of students who are 17 or about to turn 17, for evidence of compliance with this criterion. This sample must be drawn from records with Team meetings conducted after all corrective actions have been implemented. Indicate the number of records reviewed, the number found compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before May 15, 2014. *Please note that 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 level for the record review; b) Date of the review; c) Name of the person(s) who conducted the review, their role(s), and their signature(s).
Progress Report Due Date(s):
01/15/2014
05/15/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Dracut CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 8 IEP Team composition and attendance / CPR Rating:
Partially Implemented
Department CPR Findings:
Record review and parent surveys indicated that regular education teachers do not consistently attend Team meetings even when the student is involved in a regular education program. There was no evidence in the student records that required Team members are excused in writing from attending the Team meetings by parents or provide written input to the parent for the development of the IEP prior to the meeting.
Description of Corrective Action:
During the first meeting of the TEAM Chairs in the fall of 2013, this regulation will be reviewed. It is important that general education teachers be present to speak about the students’ progress within the general curricular. All meetings should have all of the required TEAM members. Specific instructions of TEAM requirements will be given to the Chairs and all teachers reminding them of this requirement.
Notes from Memo to Staff:
A full TEAM must be present for all meetings. If a member cannot be present, please note such and have the parents waive participation of that member, see #13 above.
#13 References:
13. Members of the Team attend Team meetings unless:
a. the parent and district agree to use alternative means, such as a video conference or a conference call, for any Team meeting OR
b. the district and the parent agree, in writing, that the attendance of the Team member is not necessary because the member´s area of the curriculum or related services is not being modified or discussed OR
c. the district and the parent agree, in writing, to excuse a required Team member´s participation and the excused member provides written input into the development of the IEP to the parent and the IEP prior to the meeting.
Title/Role(s) of Responsible Persons:
John Mara, Director of Student Services / Expected Date of Completion:
06/01/2014
Evidence of Completion of the Corrective Action:
Sampling of completed packets and meeting attendance sheets reviewed and memo to staff reminding of requirement.
Description of Internal Monitoring Procedures:
The District will monitor by sampling ten percent of the completed IEP’s from October 2013 to April 2014 and reporting to the Department by June 1, 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 8 IEP Team composition and attendance / Corrective Action Plan Status: Approved
Status Date:11/12/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit evidence of staff trainings to ESE on or before January 15, 2014 regarding Team attendance requirements for general education teachers when the student is involved in a regular education program, the excusal process, and required documentation in the IEP, e.g. excusal forms regarding decision of excusal and means of parental notification of an excused Team member. Evidence may include memorandums, email correspondence, training/meeting agendas, signed attendance sheets, and a sample of training materials. Subsequent to all trainings, submit the results of an administrative record review representing records from each school level, for evidence of attendance by general education teachers as indicated and use of excusal forms as required. This sample must be drawn from records with IEP Teams convened after all corrective actions have been implemented. Indicate the number of records reviewed, the number found compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to ESE by May 15, 2014. *Please note that 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 level for the record review; b) Date of the review; c) Name of the person(s) who conducted the review, their role(s), and their signature(s).
Progress Report Due Date(s):
01/15/2014
05/15/2014
1