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

CORRECTIVE ACTION PLAN

Charter School or District: Ayer Shirley School District

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 09/25/2013.

Mandatory One-Year Compliance Date: 09/25/2014

Summary of Required Corrective Action Plans in this Report

Criterion / Criterion Title / CPR Rating
SE 2 / Required and optional assessments / Partially Implemented
SE 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 12 / Frequency of re-evaluation / Partially Implemented
SE 13 / Progress Reports and content / Partially Implemented
SE 14 / Review and revision of IEPs / Partially Implemented
SE 18A / IEP development and content / Partially Implemented
SE 18B / Determination of placement; provision of IEP to parent / Partially Implemented
SE 19 / Extended evaluation / Partially Implemented
SE 20 / Least restrictive program selected / 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 25 / Parental consent / Partially Implemented
SE 25A / Sending of copy of notice to Special Education Appeals / 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
SE 34 / Continuum of alternative services and placements / Partially Implemented
SE 40 / Instructional grouping requirements for students aged five and older / 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
SE 47 / Procedural requirements applied to students not yet determined to be eligible for special education / Partially Implemented
SE 51 / Appropriate special education teacher licensure / Partially Implemented
SE 52 / Appropriate certifications/licenses or other credentials -- related service providers / Partially Implemented
SE 54 / Professional development / Partially Implemented
SE 55 / Special education facilities and classrooms / Partially Implemented
CR 3 / Access to a full range of education programs / Partially Implemented
CR 7 / Information to be translated into languages other than English / Partially Implemented
CR 7A / School year schedules / Partially Implemented
CR 7B / Structured learning time / Partially Implemented
CR 7C / Early release of high school seniors / Not 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 11A / Designation of coordinator(s); grievance procedures / 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 18 / Responsibilities of the school principal / 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
CR 26A / Confidentiality and student records / 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 the district does not consistently provide consented-to educational assessments, including a history of the student's educational progress in the general curriculum and teacher assessment that addresses attention skills, participation behaviors, communication skills, memory and social relations with groups, peers and adults.
Description of Corrective Action:
The Education Team Chairpersons (2) will guide the team through the requirements needed to be addressed at each team meeting including Ed Assessment A and B. New staff to be trained on using the Special Ed software that includes the Ed Assessment B portion.
Title/Role(s) of Responsible Persons:
Teri Babetski, Director of Special Education
Education Team Chairs (2) / Expected Date of Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Team meeting notes, workshop attendance, completed Ed Assessment B forms.
Description of Internal Monitoring Procedures:
Ongoing internal monitoring to include record sampling, tracking system within the special ed software, special ed department oversight
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 2 Required and optional assessments / Corrective Action Plan Status: Approved
Status Date:10/28/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of their new procedures related to the completion of Educational Assessment A and B forms along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, signed attendance sheets and copies of the materials presented. Please submit this to the Department on or before by January 14, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by January 14, 2014.
Submit the results of an administrative review of 5 student records for each Team Chair. Indicate the number of records reviewed, the number found to be 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 by May 6, 2014.
*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):
01/14/2014
05/06/2014

1

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

Ayer Shirley School District CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 4 Reports of assessment results / CPR Rating:
Partially Implemented
Department CPR Findings:
Student records indicated that assessment summaries for related services do not always include the procedures employed by evaluators.
Description of Corrective Action:
The Special Ed office will work with all evaluators to ensure that the assessment summaries for related services include the procedures employed by each evaluator.
Title/Role(s) of Responsible Persons:
Teri Babetski, Director of Special Education / Expected Date of Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Student records with completed assessment summaries. Special Ed staff meeting agendas.
Description of Internal Monitoring Procedures:
The Special Education Director meets weekly with all building based staff. At these meetings, the protocols for assessment summaries will be reviewed.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 4 Reports of assessment results / Corrective Action Plan Status: Approved
Status Date:10/28/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to content for related service providers' assessment summaries (procedures employed), as well as evidence of related service staff training on these procedures, which will include but not be limited to a training agenda, signed attendance sheets and copies of the materials presented. Please submit this to the Department by January 14, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by January 14, 2014.
Conduct an administrative review of two student records for each assessor for procedures employed in the assessment summary. Indicate the number of records reviewed, the number found to be 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 by May 6, 2014
*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):
01/14/2014
05/06/2014

1

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

Ayer Shirley School District CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 6 Determination of transition services / CPR Rating:
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that IEP Teams do not consistently discuss the transition needs of middle school students who are 14 years or older.
Description of Corrective Action:
The ASRSD special education office is actively identifying students at age 14 to be included in the team meeting process through the special education software monitoring system. The ETL is discussing with parents the regulations focusing on the transition activities and opportunities are made available to parents to have their child participate. A notice will be sent to the parent outlining this regulation and their rights under the transition process. Parent decision on child attending the meeting is documented.
Title/Role(s) of Responsible Persons:
Teri Babetski, Director of Special Education
Joanne Zimmermann, Education Team Leader (6 - 12) / Expected Date of Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Team meeting notes of discussion, meeting attendance sheets, copy of notice to parents concerning this regulation, completed transition plans for students.
Description of Internal Monitoring Procedures:
Record sampling and/or reviews, special ed software tracking system, IEP review during signature process within the district.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 6 Determination of transition services / Corrective Action Plan Status: Approved
Status Date:10/28/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to inviting 14 year old students to IEP Team meetings and the process used to update Transition Planning Forms annually along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, signed attendance sheets and copies of the materials presented. Please submit this to the Department by January 14, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by January 14, 2014.
Submit the results of an administrative review of 5 student records for students 14 years of age and older. Indicate the number of records reviewed, the number found to be 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 by May 6, 2014.
*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):
01/14/2014
05/06/2014

1

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

Ayer Shirley School District CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE 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:
Student records and staff interviews indicated that the district does not notify students and parents of the transfer of education decision-making rights one year prior to the student turning 18. Student records indicated that the student's consent is not always obtained to continue IEP services once a student turns 18.
Description of Corrective Action:
The district created a new letter in Spring, 2013. The ASRSD Special Education office is providing the letter for transfer of parental rights at age of majority by the 17th birthday for each eligible student and their parent(s). The age of majority process has been reviewed with the Education Team Leaders (ETL).
Title/Role(s) of Responsible Persons:
Teri Babetski, Director of Special Education/Student Services
Joanne Zimmermann, ETL / Expected Date of Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of letters to students and parents, team meeting notes reflecting this process, IEP completion of information
Description of Internal Monitoring Procedures:
District will use data collection methods, such as the Special Education Software to monitor 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: Partially Approved
Status Date:10/28/2013
Basis for Status Decision:
The district created a notice letter for students and parents regarding the age of majority for dissemination prior to the 17th birthday. ETLs have reviewed procedures. The district did not address obtaining consent to continue special education services once a student turns 18 years of age.
Department Order of Corrective Action:
Develop specific procedures for how the parent and student are notified, as well as the content of the notice. Also develop specific procedures for obtaining consent from the students who choose to make their own decisions at age 18. Internal monitoring of student records will be completed. Please use Administrative Advisory SPED 2011-1 as guidance:
Required Elements of Progress Report(s):
Develop procedures for providing notice of the transfer of educational decision-making at age of majority and for obtaining consent consistent with the student's choice for decision-making. Provide a copy of the training agenda and signed attendance sheets as evidence of high school staff training regarding notifying the student and parent/guardian one year prior to the student reaching age 18. Also include in the training the requirement to secure student's consent to continue IEP services when the student has sole or shared decision-making by January 14, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by January 14, 2014.
Subsequent to implementation of all corrective actions, submit the results of an administrative review of high school student records for evidence that students and parents have been notified one year in advance of the age of majority and the student's consent to continue the IEP has been secured when s/he has sole/shared decision-making. Indicate the number of records reviewed at the high school, the number found to be 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 by May 6, 2014.
*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):
01/14/2014
05/06/2014

1

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

Ayer Shirley School District CPR Corrective Action Plan

COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 8 IEP Team composition and attendance / CPR Rating:
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that required IEP Team members are not consistently excused in writing by parents in advance of IEP Team meetings. Specifically, special education and regular education teachers are not consistently excused from Team meetings despite student participation in these program areas. Record review and interviews also demonstrated that IEP Team chairpersons and special education staff are not aware that an excused required Team member must provide written input in advance to the IEP Team and parent for development of the IEP.
Description of Corrective Action:
Team leaders will review process/procedure and related form to be completed in the event of the need to excuse a general ed and/or special ed teacher from a meeting. Team leaders will review this form with team members at the team meetings.
A memorandum will be sent to all teaching staff and service providers as a notice of this requirement
Title/Role(s) of Responsible Persons:
Teri Babetski, Director of Special Education
Joanne Zimmermann, Linda Brownell, ETLs / Expected Date of Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Process/procedure description, copies of forms completed by team leaders and team members, copy of staff notice
Description of Internal Monitoring Procedures:
Director of Special Ed will meet with ETLs periodically to review previous meeting minutes, record reviews and plan for upcoming meetings.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 8 IEP Team composition and attendance / Corrective Action Plan Status: Partially Approved
Status Date:10/28/2013
Basis for Status Decision:
The district plans to review the process to excuse required Team members; however, the submission of a required Team member's written input to develop the IEP was not addressed.
Department Order of Corrective Action:
The district must provide written procedures for excusal process, evidence of training for ETLs and the procedure for securing written input from the excused member prior to the Team meeting for developing the IEP.
Required Elements of Progress Report(s):
The district will provide a written description of the updated procedures related to the Team Meeting excusal process along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, signed attendance sheets and copies of the materials presented. Please submit this to the Department by January 14, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by January 14, 2014.
Submit the results of an administrative review of student records for appropriate documentation of excused Team members and provision of written input for IEP development. Indicate the number of records reviewed, the number found to be 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 by May 6, 2014.
*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):
01/14/2014
05/06/2014

1