MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW

CORRECTIVE ACTION PLAN

Charter School or District: Ware

CPR Onsite Year: 2016-2017

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 05/27/2017.

Mandatory One-Year Compliance Date: 05/27/2018

Summary of Required Corrective Action Plans in this Report

Criterion / Criterion Title / CPR Rating
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 14 / Review and revision of IEPs / Partially Implemented
SE 37 / Procedures for approved and unapproved out-of-district placements / Partially Implemented
SE 46 / Procedures for suspension of students with disabilities when suspensions exceed 10 consecutive school days or a pattern has developed for suspensions exceeding 10 cumulative days; responsibilities of the Team; responsibilities of the district / Partially Implemented
CR 3 / Access to a full range of education programs / Partially Implemented
CR 10A / Student handbooks and codes of conduct / Partially Implemented
CR 10B / Bullying Intervention and Prevention / Partially Implemented
CR 10C / Student Discipline / Partially Implemented
CR 12A / Annual and continuous notification concerning nondiscrimination and coordinators / Partially Implemented
CR 16 / Notice to students 16 or over leaving school without a high school diploma, certificate of attainment, or certificate of completion / Partially Implemented
CR 17A / Use of physical restraint on any student enrolled in a publicly-funded education program / Partially Implemented
CR 18A / School district employment practices / Partially Implemented
ELE 1 / Annual English Language Proficiency Assessment / Not Implemented
ELE 5 / Program Placement and Structure / Partially Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 9 Timeline for determination of eligibility and provision of documentation to parent / CPR Rating:
Partially Implemented
Department CPR Findings:
Record review and interviews indicated that the district does not consistently determine whether the student is eligible for special education and provide to the parent either a proposed IEP and proposed placement or a written explanation of the finding of no eligibility within forty-five (45) school working days after receipt of the parent's written consent to an initial evaluation or re-evaluation.
Description of Corrective Action:
The District has determined that the corrective action for this area of noncompliance is to provide sufficient staffing levels within the Department of Special Education at all times. Instances of noncompliance resulted from the District's inability to immediately fill the Director of Special Education, Special Education Administrative Assistant and School Psychologist vacancies due to a lack of viable, licensed, highly qualified candidates. As a result, this negatively impacted the District's ability to meet mandated timelines. In addition, the District determined that there was a need to develop an improved system for assigning initial and re-evaluation assessments and scheduling meetings. In order to correct this area and demonstrate compliance, the District has filled all vacancies of personnel responsible for completion of the evaluation process and eligibility determination including a full-time Director of Special Education, full-time Special Education Administrative Assistant and full-time School Psychologist. The District has also converted to an improved data management system (eSped) that has increased capabilities in timeline tracking and notification. The District will utilize additional timeline monitoring features through its data management system during the 2017-2018 school year.
Title/Role(s) of Responsible Persons:
Jessica R. Bolduc, Director of Special Education / Expected Date of Completion:
05/27/2018
Evidence of Completion of the Corrective Action:
Evidence of completion of this corrective action will include:
-Personnel letters of hire/contracts
-Training session for key personnel responsible (Special Education Administrative Assistant, School Psychologists, Special Education Liaisons) for ensuring compliance with timelines for determination of eligibility and provision of documentation to parent documented by:
1. training agenda
2. signed participant attendance sheet
3. training materials
-eSped Data Management System Contract
-eSped Mandated Timeline Reports
Description of Internal Monitoring Procedures:
The District will implement the following internal monitoring process to determine whether the area of noncompliance has been corrected and ensure continued compliance:
-Continuous review by the Director of Special Education of the eligibility process for all students
-Sample student records that include initial or re-evaluation procedures
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 9 Timeline for determination of eligibility and provision of documentation to parent / Corrective Action Plan Status: Approved
Status Date:07/13/2017
Correction Status:Not Corrected
Basis for Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a description of the district's system for assigning assessments for initial evaluations and reevaluations and Team meetings, by September 28, 2017.
Submit evidence of training (meeting agenda, attendance sheet, materials) of appropriate staff on procedures to ensure that the district determines whether the student is eligible for special education and provides to the parent either a proposed IEP and proposed placement or a written explanation of the finding of no eligibility within forty-five (45) school working days after receipt of the parent's written consent to an initial evaluation or re-evaluation, by September 28, 2017.
Submit the results of a record review for Team meetings across all grade levels, conducted after corrective action, to determine if the 45-day timelines are being met, by January 26, 2018. Please include:
1. The number of records reviewed;
2. The number of records in compliance;
3. For any records not in compliance, determine the root cause; and
4. The specific corrective actions taken 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):
09/28/2017
01/26/2018

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MA Department of Elementary & Secondary Education,Program Quality Assurance Services

Ware CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 11 School district response to parental request for independent educational evaluation / CPR Rating:
Partially Implemented
Department CPR Findings:
Document review indicated that when the parent disagrees with an evaluation completed by the district, the district requires parents to request an independent educational evaluation within 16 months for all students. The 16-month requirement applies only for students who are cost shared or state wards or receiving free or reduced cost lunch.
Description of Corrective Action:
The District has determined that the corrective action for this area of noncompliance is a revision of the Ware Public Schools Procedure for Independent Educational Evaluation (IEE). In order to correct this area and demonstrate compliance, the District will revise the Procedure for Independent Educational Evaluation to include a statement clarifying the state standard for the provision of a publicly-funded IEE for Massachusetts students who are cost shared or state wards or receiving free or reduced cost lunch to within sixteen (16) months from the date of the evaluation.
Title/Role(s) of Responsible Persons:
Jessica R. Bolduc, Director of Special Education / Expected Date of Completion:
05/27/2018
Evidence of Completion of the Corrective Action:
Evidence of completion of this corrective action will include:
-Revised Procedure for Independent Educational Evaluation
-Training session for key personnel responsible for implementing the procedure documented by:
1. training agenda
2. signed participant attendance sheet
3. training materials
Description of Internal Monitoring Procedures:
The District will implement the following internal monitoring process to determine whether the area of noncompliance has been corrected and ensure continued compliance:
-Annually review all Special Education procedures and policies
-Sample student records that include an Independent Educational Evaluation
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 11 School district response to parental request for independent educational evaluation / Corrective Action Plan Status: Approved
Status Date:07/13/2017
Correction Status:Not Corrected
Basis for Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a copy of the revised district procedure for addressing a parental request for an independent educational evaluation that clarifies the state standard that students who are cost shared or state wards or receive free or reduced cost lunch to request the independent evaluation within 16 months, by September 28, 2017.
Please provide evidence that appropriate staff have been notified of the revised standard, by September 28, 2017.
Progress Report Due Date(s):
09/28/2017

1

MA Department of Elementary & Secondary Education,Program Quality Assurance Services

Ware CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 14 Review and revision of IEPs / CPR Rating:
Partially Implemented
Department CPR Findings:
Record review and interviews indicated that the district does not consistently hold a Team meeting at least annually, on or before the anniversary date of the IEP, to consider the student's progress and to review, revise, or develop a new IEP or refer the student for a re-evaluation, as appropriate.
Description of Corrective Action:
The District has determined that the corrective action for this area of noncompliance is to provide sufficient staffing levels within the Department of Special Education at all times. Instances of noncompliance resulted from the District's inability to immediately fill the Director of Special Education, Special Education Administrative Assistant and School Psychologist vacancies due to a lack of viable, licensed, highly qualified candidates. As a result, this negatively impacted the District's ability to meet mandated timelines. In addition, the District determined that there was a need to develop an improved system for tracking annual review dates and scheduling meetings. In order to correct this area and demonstrate compliance, the District has filled all vacancies of personnel responsible for completion of the annual review process including a full-time Director of Special Education, full-time Special Education Administrative Assistant and a full-time Special Education Liaison. The District has also converted to an improved data management system (eSped) that has increased capabilities in timeline tracking and notification. The District will utilize additional timeline monitoring features through its data management system and provide training to all Special Education Liaisons regarding notification of annual review timeline processes and procedures during the 2017-2018 school year.
Title/Role(s) of Responsible Persons:
Jessica R. Bolduc, Director of Special Education / Expected Date of Completion:
05/27/2018
Evidence of Completion of the Corrective Action:
Evidence of completion of this corrective action will include:
-Personnel letters of hire/contracts
-Training session for key personnel responsible (Special Education Administrative Assistant, Special Education Liaisons) for ensuring compliance with timelines for annual reviews of IEPs documented by:
1. training agenda
2. signed participant attendance sheet
3. training materials
-eSped Data Management System Contract
-eSped Mandated Timeline Reports
Description of Internal Monitoring Procedures:
The District will implement the following internal monitoring process to determine whether the area of noncompliance has been corrected and ensure continued compliance:
-Continuous review by the Director of Special Education of the annual review process for all students
-Sample student records that include annual review procedures
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs / Corrective Action Plan Status: Approved
Status Date:07/13/2017
Correction Status:Not Corrected
Basis for Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a description of the district's system for tracking annual review dates and scheduling annual Team meetings, by September 28, 2017.
Submit evidence of training (meeting agenda, attendance sheet, materials) of appropriate staff to ensure that the district complies with the annual timeline to consider the student's progress and to review, revise, or develop a new IEP or refer the student for a re-evaluation, as appropriate, by September 28, 2017.
Submit the results of a record review for Team meetings across all grade levels, conducted after corrective action, to determine if the one-year timelines are being met, by January 26, 2018. Please include:
1. The number of records reviewed;
2. The number of records in compliance;
3. For any records not in compliance, determine the root cause; and
4. The specific corrective actions taken 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):
09/28/2017
01/26/2018

1

MA Department of Elementary & Secondary Education,Program Quality Assurance Services

Ware CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 37 Procedures for approved and unapproved out-of-district placements / CPR Rating:
Partially Implemented
Department CPR Findings:
Record review and document review indicated that the district's contracts for out-of-district placements omit the protected category of gender identity.
Description of Corrective Action:
The District has determined that the corrective action for this area of noncompliance is a revision of the Ware Public Schools Contract for Out-of-District Placements. In order to correct this area and demonstrate compliance, the District will revise the Contract for Out-of-District Placements to include the protected category of gender identify.
Title/Role(s) of Responsible Persons:
Jessica R. Bolduc, Director of Special Education / Expected Date of Completion:
05/27/2018
Evidence of Completion of the Corrective Action:
Evidence of completion for this corrective action will include:
-Revised Contract for Out-of-District Placements
-Training session for key personnel responsible for reviewing and approving contracts documented by:
1. training agenda
2. signed participant attendance sheet
3. training materials
Description of Internal Monitoring Procedures:
The District will implement the following internal monitoring process to determine whether the area of noncompliance has been corrected and ensure continued compliance:
-Annually review all Contracts for Out-of-District Placements
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 37 Procedures for approved and unapproved out-of-district placements / Corrective Action Plan Status: Approved
Status Date:07/13/2017
Correction Status:Not Corrected
Basis for Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a copy of the district's revised contract for out-of-district placements that includes all protected categories, including gender identity, by September 28, 2017.
Provide evidence that appropriate staff have been informed of the revision to the contract for out-of-district placements, by September 28, 2017.
Progress Report Due Date(s):
09/28/2017

1

MA Department of Elementary & Secondary Education,Program Quality Assurance Services

Ware CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 46 Procedures for suspension of students with disabilities when suspensions exceed 10 consecutive school days or a pattern has developed for suspensions exceeding 10 cumulative days; responsibilities of the Team; responsibilities of the district / CPR Rating:
Partially Implemented
Department CPR Findings:
Document review indicated that district procedures do not include notification of the parent regarding the district's decision to take disciplinary action and provision of written notice of the procedural safeguards, no later than the date of the decision to take disciplinary action.
Description of Corrective Action:
The District has determined that the corrective action for this area of noncompliance is a revision of the Ware Public Schools Procedures for Suspension of Students with Disabilities when Suspensions Exceed Ten (10) Consecutive or Cumulative School Days. In order to correct this area and demonstrate compliance, the District will revise the Procedures for Suspension of Students with Disabilities when Suspensions Exceed Ten (10) Consecutive or Cumulative School Days to include notification of the parent/guardian regarding the District's decision to take disciplinary action and provision of written notice of the procedural safeguards, no later than the date of the decision to take disciplinary action.
Title/Role(s) of Responsible Persons:
Jessica R. Bolduc, Director of Special Education / Expected Date of Completion:
05/27/2018
Evidence of Completion of the Corrective Action:
Evidence of completion of this corrective action will include:
-Revised Procedures for Suspension of Students with Disabilities when Suspensions Exceed (Ten) 10 Consecutive or Cumulative School Days
-Training session for key personnel responsible for implementing the procedure documented by:
1. training agenda
2. signed participant attendance sheet
3. training materials
Description of Internal Monitoring Procedures:
The District will implement the following internal monitoring process to determine whether the area of noncompliance has been corrected and ensure continued compliance:
-Annually review all Special Education Procedures and Policies
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 46 Procedures for suspension of students with disabilities when suspensions exceed 10 consecutive school days or a pattern has developed for suspensions exceeding 10 cumulative days; responsibilities of the Team; responsibilities of the district / Corrective Action Plan Status: Approved
Status Date:07/13/2017
Correction Status:Not Corrected
Basis for Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a copy of the revised Procedures for Suspension of Students with Disabilities when Suspensions Exceed Ten (10) Consecutive or Cumulative School Days to include notification of the parent/guardian regarding the District's decision to take disciplinary action and provision of written notice of the procedural safeguards, no later than the date of the decision to take disciplinary action, by September 28, 2017.
Submit evidence that appropriate staff have been informed of the revised procedures, by September 28, 2017.
Progress Report Due Date(s):
09/28/2017

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