Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Stoneham
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 04/27/2012.
Mandatory One-Year Compliance Date: 04/27/2013
Summary of Required Corrective Action Plans in this Report
Criterion / Criterion Title / CPR RatingSE 2 / Required and optional assessments / Partially Implemented
SE 3 / Special requirements for determination of specific learning disability / Partially Implemented
SE 14 / Review and revision of IEPs / Partially Implemented
SE 18B / Determination of placement; provision of IEP to parent / Partially Implemented
SE 25 / Parental consent / Partially Implemented
SE 29 / Communications are in English and primary language of home / Partially Implemented
SE 37 / Procedures for approved and unapproved out-of-district placements / Partially Implemented
SE 41 / Age span requirements / Partially Implemented
SE 44 / Procedure for recording suspensions / Partially Implemented
SE 48 / FAPE (Free, appropriate, public education): Equal opportunity to participate in educational, nonacademic, extracurricular and ancillary programs, as well as participation in regular education / Partially Implemented
CR 3 / Access to a full range of education programs / Partially Implemented
CR 7A / School year schedules / Partially Implemented
CR 7B / Structured learning time / 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
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
SE 2 Required and optional assessments / CPR Rating:
Partially Implemented
Department CPR Findings:
The review of student records indicated that not all required assessments are conducted, such as educational assessments (Educational Status Assessment A & B), assessments in the areas of suspected disability and observations for students being assessed to determine eligibility for services at age three (3). Furthermore, the review of student records also indicated that not all consented-to optional assessments were completed by school personnel.
Description of Corrective Action:
This was addressed at department meeting in December, 2011. A department meeting on September 3, 2012 will outline new procedures for SE2 which include:
Program Supervisor (for initials) and Psychologists (for reevaluation) contacting each person conducting an assessment as soon as the consent is received. This will include providing the assessor the 30 day date, the date of the Team meeting, and the date their evaluation is due. All assessments will be due one week prior to the Team meeting except for Ed Status A & B which are due 2 weeks after consent is received. This will be monitored by the psychologist, program supervisor. A checklist of required documents will be provided to the special education office. Special education secretaries will make sure all consented assessments are in the packet before putting in the main file.
Title/Role(s) of responsible Persons:
Steven Orloff, Director
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
Psychologists / Expected Date of Completion:
09/06/2012
Evidence of Completion of the Corrective Action:
All assessments will be in student’s main file when an evaluation is completed.
Description of Internal Monitoring Procedures:
Program Supervisors, Director of Student Services, and Special Education Secretaries will monitor files. Any missing assessments will be addressed directly with the evaluator by special education administration
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 2 Required and optional assessments / Corrective Action Plan Status: Partially Approved
Status Date:06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district corrective action plan; however, the Department has incorporated the Student Record Issues Worksheet into the Corrective Action Plan.
Department Order of Corrective Action:
Please provide a narrative description of the corrective action detailed in SE 2 of the Student Record Issues Worksheet listed under Next Steps. That the Department provided during a technical advisory meeting to the district on April 27, 2012.
Required Elements of Progress Report(s):
Submit a copy of the revised procedures as described in the corrective action plan proposed by the district for this criterion. Also, submit evidence of staff training on the completion of required and optional assessments and the revised procedures, which will include a training agenda, attendance sheet (with staff name and role) and copies of the materials presented. Please submit the above by October 19, 2012.
The district must conduct a review of student records after completing its corrective actions. Please submit the results of an administrative review of student records of initial evaluations or re-evaluations conducted subsequent to the district's corrective actions. 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 by January 25, 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):
10/19/2012
01/25/2013
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MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 3 Special requirements for determination of specific learning disability / CPR Rating:
Partially Implemented
Department CPR Findings:
The review of student records indicated that when a student suspected of having a specific learning disability was evaluated, the IEP Team did not always complete a written determination as to whether the student has a specific learning disability.
Description of Corrective Action:
Training was help in spring of 2012 with Program Supervisors and Psychologists on the correct use of the SLD forms. A follow up training will be conducted on September 13, 2012. Copies of the colored SLD forms will be provided to all personnel chairing eligibility meetings.
Title/Role(s) of responsible Persons:
Steven Orloff, Director
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
Psychologists / Expected Date of Completion:
09/13/2012
Evidence of Completion of the Corrective Action:
Whenever an SLD is suspected by school staff or by parents the SLD forms will be used.
Description of Internal Monitoring Procedures:
Program supervisors review all evaluation packets. Supervisors have been trained to look for suspected disability from the referral forms and if indicated to also check for the SLD determination forms.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 3 Special requirements for determination of specific learning disability / Corrective Action Plan Status: Approved
Status Date:06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's procedures regarding this criterion. Also, provide evidence of staff training on use of the SLD forms, which will include a training agenda, attendance sheet (with the name and role of staff) and copies of the training materials. Please submit the above by October 19, 2012.
The district must conduct a review of student records after completing its corrective actions. Submit the results of an administrative review of a sample of student records across grade levels for students found eligible for an SLD subsequent to the district's completion of its corrective actions. 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 by January 25, 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):
10/19/2012
01/25/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Stoneham 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:
The review of student records and staff interviews indicated that annual IEP meetings are not always held on or before their anniversary dates.
Description of Corrective Action:
A new practice was implemented in the 2011-2012 school year which remedied this issue. All annual review meetings are held by April 30 of each year. In September of each school year, the special education liaison will send home a welcome letter to parents with the exact date and time of their child's Team meeting for the school year. This date will be prior to the anniversary date of the IEP. A formal Team meeting invitation (N3) and attendance sheet will also be sent home at least 2 weeks prior to the Team meeting. Follow up training will be provided on September 4, 2012. Team meeting dates will be kept on a master online calendar.
Title/Role(s) of responsible Persons:
Steven Orloff, Director
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor / Expected Date of Completion:
09/06/2012
Evidence of Completion of the Corrective Action:
Prior planning and scheduling of IEPs for the entire school year will ensure compliance. Esped reports will be run that clearly show meetings that are held out of required timelines.
Description of Internal Monitoring Procedures:
Program Supervisors will check master calendar with esped Team meeting date report to ensure that meetings are held prior to anniversary date of IEP.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs / Corrective Action Plan Status: Approved
Status Date:06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will submit evidence of training the agendas, signed attendance sheets (with the name and role of the staff members in attendance) and training materials on its new procedures for the review and revision of IEPs. The district will also submit a copy of its procedures for the completion of reviews on time as well as monitoring at individual schools by the IEP Team chairpersons for compliance. Please submit the above by October 19, 2012.
The district must conduct a review of student records after completing its corrective actions. The district will conduct an internal review of a sample of records scheduled for annual reviews subsequent to the completion of the district's corrective actions and report on the number of records that had IEP annual review meetings; the number of records that had proposed IEPs developed prior to the expiration date of the former IEP and any corrective actions taken if continued noncompliance was identified by the district. This progress report is due by January 25, 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):
10/19/2012
01/25/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Stoneham 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:
The review of student records and staff interviews indicated that IEP placement and service delivery grid was not completed accurately for students in the Stride Alternative Program, a regular educational alternative high school program. Specifically, special education direct services were often listed as "Other Setting" on the service delivery grid of the IEP and not within the "General Education Setting". Students were often listed as being in a substantially separate placement whereas their actual placement should have been either partial or full inclusion because the Stride program is a regular education alternative program taught by regular educators.
The review of student records and staff interviews also indicated that the district did not provide the parent with the proposed IEP immediately following its development.
Description of Corrective Action:
Training was provided to STRIDE teacher. All IEPS for students in the STRIDE program at Stoneham High have been rewritten to reflect services in the general education classroom (part B). Pl-1s have been changed to also reflect "full inclusion" program. All IEPs are currently in compliance.
Staffs were trained in September 2011, December 2011, and will be retrained on September 14, 2012 on the requirement of having IEPs to parents immediately following a Team meeting. A new IEP checklist was created to track timelines to ensure compliance of providing IEPs to parents immediately following a Team meeting.
Title/Role(s) of responsible Persons:
Steven Orloff, Director
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor / Expected Date of Completion:
06/12/2012
Evidence of Completion of the Corrective Action:
All IEPs for STRIDE students have been corrected.
The checklist will clearly identify the meeting date and the date the IEP was sent to parents.
Description of Internal Monitoring Procedures:
Program Supervisors are monitoring this timeline and addressing with special education lessons
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18B Determination of placement; provision of IEP to parent / Corrective Action Plan Status: Partially Approved
Status Date:06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district corrective action plan, however the Department has incorporated the Student Record Issues Worksheet into the Corrective Action Plan.
Department Order of Corrective Action:
Please provide a narrative description of the corrective action described in SE 18B of the Student Record Issues Worksheet listed under Next Steps. This document was provided to the district during a technical advisory meeting to the district on April 27, 2012.
Required Elements of Progress Report(s):
The district will provide a narrative description of its revised procedures related to the provision of two copies of the IEP immediately following the development of the IEP (3-5 days), or within 10 days when the parent is provided a meeting summary including the major goals and services of the proposed IEP. These procedures should include a 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.
The district will also provide evidence of staff training on the procedures listed above as well as evidence of training regarding the staff involved in developing IEPs for the STRIDE program, which will include a training agenda, attendance sheet (with the name and role of staff) and copies of the materials presented for both trainings. Submit a copy of both the Placement Page and the Service Delivery Page of each student in the STRIDE program at Stoneham High School. Submit all corrective action listed above to the Department by October 19, 2012.
The district must conduct a student record review after completing its corrective actions. Submit the results of an administrative review of student records regarding the provision of IEPs immediately to parents. 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 January 25, 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):
10/19/2012
01/25/2013
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 25 Parental consent / CPR Rating:
Partially Implemented
Department CPR Findings:
The review of student records indicated that while consent forms are signed, required assessments are not always indicated on the consent form and in some instances, not all the assessments that are on the consent form were administered.
Description of Corrective Action:
On September 13, 2012 a training will be held with supervisors and psychologists (the only people that are responsible for sending consent) on what assessments are required.
The corrective action for ensuring that consented assessments are completed will be part of the corrective action for SE2.
Title/Role(s) of responsible Persons:
Steven Orloff, Director
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor / Expected Date of Completion:
09/13/2012
Evidence of Completion of the Corrective Action:
The newly created IEP checklist that is also addressed in SE2 will be used to monitor evaluation reports and consent form consistency.
Description of Internal Monitoring Procedures:
A meeting agenda and sign in sheet will be provided to show that personnel involved in this were trained.
Program Supervisors and Special education secretaries will monitor that all assessments consented to be completed.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 25 Parental consent / Corrective Action Plan Status: Partially Approved
Status Date:06/13/2012
Basis for Partial Approval or Disapproval:
Please see SE 2.
Department Order of Corrective Action:
Please see SE 2.
Required Elements of Progress Report(s):
Please see SE 2 for the detailed requirements of the district's progress reporting. Please note that the district's student record review under SE 2 should include verification of the signed consent of the parent.
Progress Report Due Date(s):
10/19/2012
01/25/2013
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