Truro Public Schools CAP 2013
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Truro
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 11/04/2013.
Mandatory One-Year Compliance Date: 11/03/2014
Summary of Required Corrective Action Plans in this Report
Criterion / Criterion Title / CPR RatingSE 9 / Timeline for determination of eligibility and provision of documentation to parent / Partially Implemented
SE 14 / Review and revision of IEPs / Partially Implemented
SE 19 / Extended evaluation / Partially Implemented
SE 32 / Parent advisory council for special education / 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 21 / Staff training regarding civil rights responsibilities / Partially Implemented
CR 24 / Curriculum review / Partially Implemented
CR 25 / Institutional self-evaluation / Not 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 indicates that within forty-five school working days of receiving the parent's written consent to an initial evaluation or a re-evaluation, the district does not always determine whether the student is eligible for special education and provide the parent with either a proposed IEP and placement or a written explanation of the finding of no eligibility.
Description of Corrective Action:
All Special Education Staff will receive training regarding the timeline for determination of eligibility and provision of documentation to parents. Focus will be placed on the requirement that within forty-five working days after receipt of the parent’s written consent to evaluation (initial and / or re-evaluation), the Truro school 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.
Evaluation Tracking Sheets will be revised to include forty-five day due date projected from date of parent consent to evaluation.
Title/Role(s) of Responsible Persons:
Yvonne O’Connor, Coordinator of Special EducationBrian Davis, Director of Special Education / Expected Date of Completion:
06/01/2014
Evidence of Completion of the Corrective Action:
Special Education Meeting Agenda and Sign in sheet for training sessions
Copy of Training Materials
Sample of Revised Evaluation and Eligibility Tracking Sheets
Description of Internal Monitoring Procedures:
Random sample of student records in which evaluations or re-evaluations have occurred
Annual Training and Review of Requirement at Special Education Staff Meetings and for any newly hired staff. Mentors for new special education staff will be directed to place emphasis on SE 9 requirements.
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:12/23/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By March 14, 2014, provide a narrative description of the district's procedures related to determining eligibility within the required regulatory timelines and provide evidence (agenda, sign-in sheet and training materials) that Team chairpersons and other appropriate staff have been trained on the requirement to provide parents with a proposed IEP and proposed placement or a written explanation of the finding of no eligibility within forty-five school working days after the receipt of the parent's written consent to an initial evaluation or a re-evaluation.
By June 13, 2014, submit a report of the results of an internal review of records conducted after the training to determine whether the district provided a proposed IEP and placement or a written explanation of the finding of no eligibility within forty-five school working days after receipt of the written parental consent. Submit the number of records reviewed, the number in compliance, the root cause of any non-compliance and the corrective actions taken to remedy any 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 the person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
03/14/2014
06/13/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Truro 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:
Record review indicates that an annual review Team meeting is not always held on or before the anniversary date of the IEP and the district uses amendments to extend IEP timelines.
Description of Corrective Action:
All Special Education Staff will receive training regarding the timeline for annual review of IEPs. Emphasis will be placed on the fact that an annual review must be held on or before IEP anniversary date. Emphasis will also be placed on the proper use of amendments to the IEP (for minor changes only). Amendments will not be used to extend IEP timelines.
IEP Tracking Sheets will be revised to include the date each IEP is due for Annual review. Meetings will be scheduled two weeks prior to the annual review anniversary date to meet required timelines without question.
Title/Role(s) of Responsible Persons:
Yvonne O’Connor, Coordinator of Special EducationBrian Davis, Director of Special Education / Expected Date of Completion:
06/01/2014
Evidence of Completion of the Corrective Action:
Special Education Meeting Agenda and Sign ? in sheet for training sessions
Copy of Training Materials
Sample of Revised IEP Tracking Sheets
Description of Internal Monitoring Procedures:
A Random sample of student records will be conducted by the coordinator of special education looking for annual review dates and amendment use.
Annual training and review of IEP annual review requirements and IEP amendment use at Special Education Staff Meetings and for any newly hired special education staff. Mentors for new special education staff will be directed to place emphasis on SE 14 requirements
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs / Corrective Action Plan Status: Approved
Status Date:12/23/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By March 14, 2014, submit evidence (agenda, sign-in sheets, training material) of training on timelines for annual review IEP Team meetings and the use of amendments.
By June 13, 2014, submit a report of the results of an internal review of records conducted after the training to determine whether annual review meetings are held on or before the anniversary date of the IEP and the district does not use amendments to extend IEP timelines; include the number of student records reviewed, the number of records in compliance and for any records not in compliance, determine the root cause(s) of the non-compliance and the district's plan 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):
03/14/2014
06/13/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Truro CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 19 Extended evaluation / CPR Rating:
Partially Implemented
Department CPR Findings:
A review of student records indicates that the extended evaluation period may exceed eight school weeks.
Description of Corrective Action:
All Special Education Staff will receive training regarding the use and timelines for extended evaluations. Focus will be placed on the requirement that an extended evaluation not extend beyond eight weeks. Training shall include use of the extended evaluation documents, parent consent, and the need to develop a partial IEP when applicable.
Title/Role(s) of Responsible Persons:
Yvonne O’Connor, Coordinator of Special Education
Brian Davis, Director of Special Education / Expected Date of Completion:
06/01/2014
Evidence of Completion of the Corrective Action:
Special Education Meeting Agenda and Sign ? in sheet / Copy of Training Materials
Description of Internal Monitoring Procedures:
Special Education Coordinator reviews and ensures legal use of all extended evaluations.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 19 Extended evaluation / Corrective Action Plan Status: Approved
Status Date:12/23/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By March 14, 2014, provide a narrative description of the district's procedures related to extended evaluations and provide evidence (agenda, sign-in sheet and training materials) that Team chairpersons and other appropriate staff have been trained on the requirement that the extended evaluation period may not exceed eight school weeks.
By June 13, 2014, submit a report of the results of an internal review of records conducted after the training to determine compliance with extended evaluations. Include the number of student records reviewed, the number of records in compliance and for any records not in compliance, determine the root cause(s) of the non-compliance and the district's plan 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):
03/14/2014
06/13/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Truro CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
SE 32 Parent advisory council for special education / CPR Rating:
Partially Implemented
Department CPR Findings:
Documentation and interviews indicate that the district's parent advisory council does not have established by-laws regarding officers and operational procedures.
Description of Corrective Action:
The Truro school has a long standing PAC group, open to all, that meets monthly in an informal manner. One workshop per year is provided to the PAC regarding the rights of students and parents / guardians under state and federal special education laws. The school committee has always provided resources. The current PAC members have been asked to generate and adopt formal by-laws regarding officers and operational procedures.
Title/Role(s) of Responsible Persons:
Yvonne O’Connor, Coordinator of Special EducationBrian Davis, Director of Special Education / Expected Date of Completion:
02/01/2014
Evidence of Completion of the Corrective Action:
Development of formal PAC by-laws regarding officers and operational procedures.
Description of Internal Monitoring Procedures:
The Coordinator of Special Education will review the state regulations that require the establishment of a Parent Advisory Council for special education in workshop annually and ask members to review adopted by-laws regarding officers and operational procedures.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 32 Parent advisory council for special education / Corrective Action Plan Status: Approved
Status Date:12/23/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By March 14, 2014, submit a copy of the Parent Advisory Council (PAC) by-laws regarding officers and operational procedures.
Progress Report Due Date(s):
03/14/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Truro CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
CR 10A Student handbooks and codes of conduct / CPR Rating:
Partially Implemented
Department CPR Findings:
Documentation indicates that the nondiscrimination policy in the student handbook does not include gender identity as a protected category.
Description of Corrective Action:
Student Handbook will indicate that the nondiscrimination policy in the student handbook will include gender identity as a protected category. All policies are currently being updated by a sub-committee of the School Committee to include gender identity. The new polices will be included in the handbook updates which will be reviewed at the May School Council meeting following the review the hand books will be printed in August and distributed to students and families in September 2014.
Title/Role(s) of Responsible Persons:
Principal / Expected Date of Completion:
09/30/2014
Evidence of Completion of the Corrective Action:
Evidence will include; completed policies, School Council Agenda, Opening Day Agenda and the handbook itself
Description of Internal Monitoring Procedures:
Ongoing monitoring will be evidenced by the printing of the Handbook annually. The building Principal shall be responsible.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 10A Student handbooks and codes of conduct / Corrective Action Plan Status: Approved
Status Date:12/23/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By June 13, 2014, the district will submit a copy of the revised nondiscrimination policy that includes "gender identity" as a protected category.
By September 15, 2014, the district will submit a copy of the student handbook that includes the revised non-discrimination policy.
Progress Report Due Date(s):
06/13/2014
09/15/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Truro CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
CR 12A Annual and continuous notification concerning nondiscrimination and coordinators / CPR Rating:
Partially Implemented
Department CPR Findings:
Documentation indicates that written materials and other media used to publicize the school do not include a notice indicating that the school does not discriminate on the basis of gender identity.
Description of Corrective Action:
Written materials and other media used to publicize the school will include a notice indicating that the school does not discriminate on the basis of gender identity. All policies are currently being updated by a sub-committee of the school committee to include gender identity as a protected class.
Title/Role(s) of Responsible Persons:
Superintendent / Expected Date of Completion:
08/31/2014
Evidence of Completion of the Corrective Action:
Documentation will be statements on all postings, advertisements, letterhead, written material and other media will include gender identity
Description of Internal Monitoring Procedures:
Ongoing monitoring will be evidenced by the printing and distribution of written material and other media which will include gender identity. The Superintendent will be responsible for reviewing the document, verifying that has been completed and archiving the evidence of ongoing compliance
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 12A Annual and continuous notification concerning nondiscrimination and coordinators / Corrective Action Plan Status: Approved
Status Date:12/23/2013
Basis for Status Decision:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By June 13, 2014, the district will submit updated copies of written materials and other media used to publicize the school.
Progress Report Due Date(s):
06/13/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services
Truro CPR Corrective Action Plan
COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN
Criterion & Topic:
CR 14 Counseling and counseling materials free from bias and stereotypes / CPR Rating:
Partially Implemented
Department CPR Findings:
Documentation indicates that the district does not have procedures in place to ensure that counseling and counseling materials are free from bias and stereotypes. Specifically, the procedures should indicate how staff ensure that counseling and counseling materials are non-discriminatory, as well as who is responsible, the tools that are used and how often this review occurs.
Description of Corrective Action:
The School Social Worker and the Administrator of Special Education shall review annually, not later than October 1, review all counseling and counseling materials to ensure that they are free from bias and stereotypes.
Title/Role(s) of Responsible Persons:
School Social Worker & Special Needs Director / Expected Date of Completion:
10/01/2014
Evidence of Completion of the Corrective Action:
Not later than Oct. 1 of each year the Administrator of Special Education shall submit an affirmation to the Superintendent that counseling and counseling materials have been reviewed, updated and a free from bias and stereotypes.
Description of Internal Monitoring Procedures:
The Superintendent shall review and verify the evidence and archive the affirmation
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 14 Counseling and counseling materials free from bias and stereotypes / Corrective Action Plan Status: Partially Approved
Status Date:12/23/2013
Basis for Status Decision:
The district did not indicate the specific procedures that would be used to complete the review of counseling and counseling materials.
Department Order of Corrective Action:
Develop procedures for reviewing counseling and counseling materials.
Required Elements of Progress Report(s):
By March 14, 2014, provide a narrative description of the district's procedures for reviewing all counseling and counseling materials. Also provide a copy of the tools that will be used to complete the annual review.
By September 15, 2014, provide a copy of the annual review of counseling and counseling materials.
Progress Report Due Date(s):
03/14/2014
09/15/2014
1
MA Department of Elementary & Secondary Education,Program Quality Assurance Services