Newburyport Public Schools CAP 2012
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Newburyport
CPR Onsite Year: 2011-2012
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 04/17/2012.
Mandatory One-Year Compliance Date: 04/17/2013
Summary of Required Corrective Action Plans in this Report
Criterion / Criterion Title / CPR RatingSE 2 / Required and optional assessments / Partially Implemented
SE 4 / Reports of assessment results / Partially Implemented
SE 9 / Timeline for determination of eligibility and provision of documentation to parent / Partially Implemented
SE 13 / Progress Reports and content / Partially Implemented
SE 14 / Review and revision of IEPs / Partially Implemented
SE 18B / Determination of placement; provision of IEP to parent / Partially Implemented
SE 19 / Extended evaluation / Partially Implemented
SE 25 / Parental consent / Partially Implemented
SE 55 / Special education facilities and classrooms / Partially Implemented
CR 7A / School year schedules / Partially Implemented
CR 10 / Anti-Hazing Reports / Partially Implemented
CR 10B / Bullying Intervention and Prevention / 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 18 / Responsibilities of the school principal / Partially Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 2 Required and optional assessments / CPR Rating:
Partially Implemented
Department CPR Findings:
Student records indicated that upon obtaining parental consent for the district's proposed evaluation, the district does not always complete the required educational assessment or the psychological assessment when the psychological is proposed as part of the evaluation.
Description of Corrective Action:
At opening meeting of Team Facilitation Leaders, the Director of Special Education will re-issue the procedure for proposing and completing required educational and psychological assessments.
Title/Role(s) of responsible Persons:
Director of Special Education / Expected Date of Completion:
09/04/2012
Evidence of Completion of the Corrective Action:
Agenda and sign-in sheets from opening Team Facilitation Leader meeting.
Description of Internal Monitoring Procedures:
The Administrative Assistant to the Director of Special Education will maintain a log of signed consent for proposed evaluations and will collect completed assessments accordingly.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 2 Required and optional assessments / Corrective Action Plan Status: Approved
Status Date:08/23/2012
Basis for Partial Approval or Disapproval:
The district has proposed training and an internal monitoring process that addresses the concern identified the by the Department. Please see the Department's progress report requirements.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district must provide evidence of training for staff in the procedure for proposing and completing required educational and psychological assessments.
Evidence may include, but not be limited to memorandums, training/meeting agendas or email correspondence. Please submit this to the Department on or before October 12, 2012.
Submit the results of an administrative review of 10 student records. Indicate the number of records reviewed, the number found to be compliant, and 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 by February 15, 2013.
*Please note when conducting administrative 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):
10/12/2012
02/15/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Newburyport CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 4 Reports of assessment results / CPR Rating:
Partially Implemented
Department CPR Findings:
Student records indicated that in some instances, the assessment reports of related services providers do not always offer an explicit means of meeting the student's needs.
Description of Corrective Action:
The Director of Special Education will hold an in-service training with all related service providers regarding the required elements of assessment reports and will issue up-dated procedures for writing assessment reports.
Title/Role(s) of responsible Persons:
Director of Special Education / Expected Date of Completion:
09/30/2012
Evidence of Completion of the Corrective Action:
Agenda and sign-in sheets from in-service training.
Copy of updated procedure for completing assessment reports.
Description of Internal Monitoring Procedures:
Director of Special Education will read and review the first three evaluation reports from each related service provider and will then review randomly selected reports each quarter.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 4 Reports of assessment results / Corrective Action Plan Status: Approved
Status Date:08/23/2012
Basis for Partial Approval or Disapproval:
The Director of Special Education will hold an in-service training with all related service providers regarding the required elements of assessment reports and will issue up-dated procedures for writing assessment reports. The district will establish an internal monitoring activity to ensure continued compliance.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district must provide evidence of in-service training with all related service providers regarding the required elements of assessment reports and issue up-dated procedures for writing assessment reports.
Evidence may include, but not be limited to memorandums, training/meeting agendas or email correspondence. Please submit this to the Department on or before October 12, 2012.
Submit the results of an administrative review of 10 student records. Indicate the number of records reviewed, the number found to be compliant, and 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 by February 15, 2013.
*Please note when conducting administrative 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):
10/12/2012
02/15/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Newburyport CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 9 Timeline for determination of eligibility and provision of documentation to parent / CPR Rating:
Partially Implemented
Department CPR Findings:
Student records indicated that in some instances, assessment reports were not completed within 30 days of signed parental consent. Additionally, student records indicated that the district does not always propose an IEP within 45-days of signed consent.
Description of Corrective Action:
The Director of Special Education will hold site-based Special Education Department meetings to review the Timeline for determination of eligibility and provision of documentation to parents. In addition the Administrative Assistant to the Director of Special Education will maintain a log of signed consents for evaluations, dates of completed evaluations and date of proposed IEP to parents.
Title/Role(s) of responsible Persons:
Director of Special Education / Expected Date of Completion:
09/30/2012
Evidence of Completion of the Corrective Action:
Agenda and sign-in sheets from site based Special Education Department meetings.
Copy of evaluation logs.
Description of Internal Monitoring Procedures:
The Director of Special Education will review, and sign-off as reviewed, the evaluation log at the end of each month.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 9 Timeline for determination of eligibility and provision of documentation to parent / Corrective Action Plan Status: Partially Approved
Status Date:08/23/2012
Basis for Partial Approval or Disapproval:
The Department accepts that the district's plan to develop a log signed consents/dates of completed activities. However, the district would be best served by examining the root cause of why assessment reports are not always completed within the timelines and why the IEP is not proposed within 45 days of the signed consent.
Department Order of Corrective Action:
The district must conduct a root cause analysis of its noncompliance issues, provide the results and proposed the district's corrective actions with its first progress report.
Required Elements of Progress Report(s):
Please provide the results of the district's root cause analysis and proposed corrective actions based on this analysis to the Department by October 12, 2012.
Submit the results of an administrative review of 10 student records to examine timeline compliance. Indicate the number of records reviewed, the number found to be compliant, and 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 by February 15, 2013.
*Please note when conducting administrative 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):
10/12/2012
02/15/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Newburyport CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 13 Progress Reports and content / CPR Rating:
Partially Implemented
Department CPR Findings:
Staff interviews indicated that when a student graduates from secondary school or exceeds the age of special education eligibility, the school district does not always provide the student with a summary of his or her academic achievement and functional performance, including recommendations on how to assist the student in meeting his or her postsecondary goals.
Description of Corrective Action:
The Director of Special Education will hold site-based Special Education Department meetings at Newburyport High School to review the requirement of the district to issue students who graduate or exceed the age of special education eligibility a summary of his/her academic performance, including recommendations on how to assist the student in meeting his or her post-secondary goals. In addition the Administrative Assistant to the Director of Special Education will collect the completed summaries for the student file.
Title/Role(s) of responsible Persons:
Director of Special Education / Expected Date of Completion:
09/30/2012
Evidence of Completion of the Corrective Action:
Agenda and sign-in sheet from in-service meeting.
Completed summary reports for all graduating and students exceeding the age of special education eligibility.
Description of Internal Monitoring Procedures:
The Administrative Assistant to the Director of Special Education will create a list of all graduating and students exceeding the age of special education eligibility to check off the receipt of each completed summary.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 13 Progress Reports and content / Corrective Action Plan Status: Approved
Status Date:08/23/2012
Basis for Partial Approval or Disapproval:
The Department accepts the Director of Special Education's proposal to hold site-based Special Education Department meetings to review the requirement concerning to issue a summary of the student's academic performance for students who graduate or exceed the age of special education eligibility, including recommendations on how to assist the student in meeting his or her post-secondary goals. In addition, the Administrative Assistant to the Director of Special Education will collect the completed summaries for placement in the student file.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district must provide evidence of its site-based Special Education Department meetings at Newburyport High School to review the requirement to issue a summary of the student's academic performance, including recommendations on how to assist the student in meeting his or her post-secondary goals, for students who graduate or exceed the age of special education eligibility. Evidence may include, but not be limited to memorandums, training/meeting agendas or email correspondence. Please submit this to the Department on or before October 12, 2012.
Submit the results of an administrative review of 10 student records to verify the provision of the summary to students. Indicate the number of records reviewed, the number found to be compliant, and 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 by February 15, 2013.
*Please note when conducting administrative 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):
10/12/2012
02/15/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Newburyport CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 14 Review and revision of IEPs / CPR Rating:
Partially Implemented
Department CPR Findings:
Student records indicated that in some instances, the district proposed an amendment to extend the dates of the student's current IEP. As a result, the IEP Team did not convene annually on or before the anniversary date of the IEP to review, revise, and develop a new IEP or refer the student for a re-evaluation, as appropriate.
Description of Corrective Action:
At opening meeting of Team Facilitation Leaders, the Director of Special Education will review the procedures for writing IEP amendments and convening IEP teams annually on or before the anniversary date of the IEP.
Title/Role(s) of responsible Persons:
Director of Special Education / Expected Date of Completion:
09/04/2012
Evidence of Completion of the Corrective Action:
Agenda and sign-in sheets for opening meeting of Team Facilitation Leaders.
Copy of IEP log.
Description of Internal Monitoring Procedures:
The Administrative Assistant to the Director of Special Education will maintain and IEP log of dates those IEPs and IEP amendments are issued. The Director of Special Education will review the IEP log and sign off as reviewed at the end of each month.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs / Corrective Action Plan Status: Partially Approved
Status Date:08/23/2012
Basis for Partial Approval or Disapproval:
The Director of Special Education will review the procedures for writing IEP amendments and convening IEP Teams annually on or before the anniversary date of the IEP. The district should also conduct a root cause analysis of why staff was unable to complete annual reviews within the anniversary date of the IEP.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district must provide evidence of training on procedures for writing IEP amendments and convening IEP teams annually on or before the anniversary date of the IEP. Evidence may include, but not be limited to memorandums, training/meeting agendas or email correspondence. Please submit this to the Department on or before October 12, 2012.
The district should provide the results of its root cause analysis and its proposed corrective actions or revised corrective actions upon completing its analysis by October 12, 2012.
Submit the results of an administrative review of 10 student records to ensure IEP amendments are not used to extend timelines and that annual reviews are held within one year of the anniversary date of the IEP. Indicate the number of records reviewed, the number found to be compliant, and 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 by February 15, 2013.
*Please note when conducting administrative 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):
10/12/2012
02/15/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Newburyport 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 student records indicated that the district does not always propose an IEP immediately following the development of the IEP.
A review of documentation, student records, and staff interviews indicated that the IEP placement and provision of services for some students enrolled in the Alternative Program at Newburyport High School is not accurately reflected in their IEP. In some cases, these students receive the majority, if not all of their required academic content in the Alternative Program, which is staffed by licensed special education teachers. However, a review of student record information indicated that the placement of these students is identified as full inclusion. For additional information, please see SE 25.
Student records and staff interviews indicated that when the district removes the student from his or her program for the purpose of conducting an assessment, the district does not always obtain written parental consent for either the evaluation or the change of placement. Instead, the district issues a notice of the school district's proposal which includes a summary of the IEP Team's recommendation.
Description of Corrective Action:
At opening meeting of Team Facilitation Leaders, the Director of Special Education will review the procedures for determining placement and the provision of an IEP to the parent, including obtaining parental consent for evaluations and change of placements.
Title/Role(s) of responsible Persons:
Director of Special Education / Expected Date of Completion:
09/04/2012
Evidence of Completion of the Corrective Action:
Opening Meeting Agenda and sign-in sheets.
Description of Internal Monitoring Procedures:
Director of Special Education will review and monitor IEP log for placement determinations and obtaining parental consent on a monthly basis.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18B Determination of placement; provision of IEP to parent / Corrective Action Plan Status: Partially Approved
Status Date:08/23/2012
Basis for Partial Approval or Disapproval:
The district addressed the Department's concern regarding the Alternative Program under SE 25. Please see SE 25 for the Department's comment concerning the identification of the placement for the Alternative Program. The district should conduct a root cause analysis of why the placement is not immediately proposed following the development of the IEP (excluding the exceptions articulated by the provisions of 603 CMR 28.06(2) (e).
Department Order of Corrective Action:
Please provide the results of the district's root cause analysis and the associated corrective actions and timelines for implementation.
Required Elements of Progress Report(s):
The district must provide evidence of root cause analysis and its associated corrective actions, including the timelines for implementation. Please submit this to the Department on or before October 12, 2012.
Submit the results of an administrative review of 10 student records including a sample of students from the Alternative Program (5 of the 10 records selected) to verify that that the placements accurately reflect the student's current placement and were immediately proposed following the development of the IEP. Indicate the number of records reviewed, the number found to be compliant, and 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 by February 15, 2013.
*Please note when conducting administrative 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):
10/12/2012
02/15/2013
1