MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Assabet Valley Regional Vocational
Technical
CPR Onsite Year: 2010-2011
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 08/30/2011.
Mandatory One-Year Compliance Date: 08/30/2012
Summary of Required Corrective Action Plans in this Report
Criterion
SE 44
Criterion Title
Procedure for recording suspensions
SE 45
Procedures for suspension up to 10 days and after 10 days:
General requirements
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
Information to be translated into languages other than
English
Structured learning time
SE 46
CR 7
CR 7B
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
CR 17A
Criterion Title
Use of physical restraint on any student enrolled in a
publicly-funded education program
CPR Rating
Partially
Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 44 Procedure for recording suspensions
Partially Implemented
Department CPR Findings:
Documentation review, staff interviews and observations indicated that the district does
not calculate in-house suspensions for special education students to determine when it
may be necessary to conduct a manifestation determination.
Description of Corrective Action:
1. Assabet Valley Regional Vocational High School (AVRVHS) will track the assignment of
In-school Suspensions for Special Education by using the Discipline Module of the iPass
Student Management Software.
2. AVRVHS will implement the following procedure to count In-school Suspensions:
In-School Suspension Counting Procedure
-The Dean of Students will assign a student to In-school Suspension;
-The secretary to the Dean of Students shall record the In-school Suspension in iPass;
-The secretary to the Dean of Students shall provide the Special Education Office with a
copy of any letter to the parent regarding In-School or Out-of-School Suspensions.
-The secretary to the Dean of Students shall forward an email to the Special Education
Office Coordinator and secretary notifying staff of any suspensions.
-The Dean of Student shall send a copy of the SSIC agreement to the Special Education
Office for all special needs students.
-The secretary to the Dean of Students shall monitor the In-school and Out-of-school
Suspensions, on a daily basis, for special education students.
-The secretary to the Dean of Students shall notify the Special Education Office of any
special education student who has been assigned six In-School or Out-of-school
Suspensions, on a cumulative and/or consecutive basis.
-The Special Education secretary will log the number of suspended days (In-school or
Out-of-school) reported on the enrollment and state reporting page in eSped Software
System
-The Special Education Office will schedule a Team Meeting to review the IEP of a special
education student, who has been suspended, either In-school or Out-of-school, for six or
more days, and conduct a manifestation determination, request additional evaluation
and/or revise the current IEP or behavior plan, if needed.
Anticipated Results:
1. AVRVHS will calculate In-school Suspensions for Special Education students to
determine when it is necessary to conduct a manifestation determination.
2. The AVRVHS Student Handbook will be edited to specifically stipulate In-school and
Out-of-school Suspensions.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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3. AVRVHS will modify the Student Handbook for the 2012-2013 school year to
specifically include the term In-school suspension.
4. AVRVHS will provide training to Special Education and Deans Office staff that will be
responsible for implementing the counting procedure.
Title/Role(s) of responsible Persons:
Expected Date of
Mark Hollick Principal
Completion:
Gerald Gahagan Dean
06/30/2012
Charla Boles SpEdCoordinator
Evidence of Completion of the Corrective Action:
1. Special Education student record in the iPass Student Management Software.
2. Copy of the letter notifying parent/guardian of the In-school Suspension.
3. Copy of the In-School Suspension counting procedure.
4. Copy of the Agenda and attendance sheet from the staff training on the In-school
Suspension counting procedure.
5. Copy of the edited section(s) of the AVRVHS Student Handbook for the 2011-2012
school years.
-
Page 26 Social Skills Instructional Center
Page 26, Suspensions
Pages 26-27 Repeated Suspensions
Pages 29-30 Students Receiving Special Education Services
6. Copy of the trimester report used in the internal monitoring process.
7. Copy of the Team Meeting Attendance Sheet completed at the Team Meeting and a
Manifestation Determination held for the special education student suspended, In-school
or Out-of-school, in excess of six days.
8. Copy of the Manifestation Determination and evaluation consent for the Special
Education Office.
Description of Internal Monitoring Procedures:
1. The discipline record of special education students is updated daily in the iPass Student
Management Software by staff in the Dean of Students Office.
2. The Dean of Students will monitor suspension data for special education students each
time assigned.
3. The Dean of Students will obtain a report indicating the number of In-school and Outof-school Suspensions for special education students on a trimester basis and monitor
notifications to the Special Education Department.
4. The Special Education Coordinator will obtain a report indicating the number of Inschool and Out-of-school Suspensions for special education students on a trimester basis
and monitor any required Team Meetings.
5. The Special Education Coordinator will conduct the counting procedure training and
obtain signed attendance sheets.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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6. The Principal will review the AVRVHS Student Handbook proposed changes.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 44 Procedure for recording
Status Date: 10/12/2011
suspensions
Basis for Partial Approval or Disapproval:
The district articulated its internal process for recording, counting and tracking in-school
suspensions to ensure in-school suspensions are considered with out of school
suspensions in determining when a manifestation determination meeting must be held.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Progress Report One: Please provide a sample copy of the parent notification letter.
Please provide a copy of the agenda and attendance sheet for the training. Please provide
a copy of the language for inclusion in the district's 2012-2013 handbook. These progress
report elements should be submitted as attachments in through the Web-Based
Monitoring System (WBMS). These progress report elements are due December 19, 2011.
Progress Report Two: Please conduct an internal record review that demonstrates that the
district is tracking both in-school and out-of-school suspensions of special education
students and implementing the procedural protections articulated in state regulation ( i.e.
conducting manifestation determinations consistent with requirements of regulation when
necessary. Please indicate the number of Special Education students suspended from
September 2011 through February 1, 2012. Please provide a sample of the reports used
to track all suspensions (E-SPED report, etc.). Please verify those instances that required
a manifestation determination meeting and demonstrate that the meeting was held in
applicable cases. Please provide the number of records reviewed; the number that
contained accurate tracking of complete suspension data; the number that required
manifestation determinations and of those requring manifestation determinations, the
number that demonstrated the manifestation determination meeting was held. If the
district indentified any areas of continued noncompliance in any record(s), please indicate
the root cause of noncompliance and the immediate and specific corrective actions
initiated to achieve and sustain compliance.
Please note,when conducting internal monitoring that district must maintain the following
documentation and make it available to the Department upon request: a) List of the
student names and grade level for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, their role(s), and signature(s).
This progress report is due February 24, 2012.
Progress Report Due Date(s):
12/19/2011
02/24/2012
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 45 Procedures for suspension up to 10 days and after 10
Partially Implemented
days: General requirements
Department CPR Findings:
Please see SE 44 above.
Description of Corrective Action:
1. Assabet Valley Regional Vocational High School (AVRVHS) will track the assignment of
In-school and out of school suspensions for Special Education by using the Discipline
Module of the iPass Student Management Software.
2. Assabet Valley will follow the procedure outlined in SE 45 as previously approved with
the addition of the counting procedure identified.
3. AVRVHS will implement the following procedure to count In-school Suspensions:
In-School Suspension Counting Procedure
-The Dean of Students will assign a student to In-school and out of school Suspension;
-The secretary to the Dean of Students shall record the In-school and out of school
Suspension in iPass;
-The secretary to the Dean of Students shall provide the Special Education Office with a
copy of any letter to the parent regarding In-School or Out-of-School Suspensions.
-The secretary to the Dean of Students shall forward an email to the Special Education
Office Coordinator and secretary notifying staff of any suspensions.
-The Dean of Student shall send a copy of the SSIC agreement to the Special Education
Office for all special needs students assigned to an in school suspension
-The secretary to the Dean of Students shall monitor the In-school and Out-of-school
Suspensions, on a daily basis, for special education students.
-The secretary to the Dean of Students shall notify the Special Education Office of any
special education student who has been assigned six In-School or Out-of-school
Suspensions, on a cumulative and/or consecutive basis.
-The Special Education secretary will log the number of suspended days (In-school or
Out-of-school) reported on the enrollment and state reporting page in eSped Software
System
-The Special Education Office will schedule a Team Meeting to review the IEP of a special
education student, who has been suspended, either In-school or Out-of-school, for six or
more days, and conduct a manifestation determination, request additional evaluation
and/or revise the current IEP or behavior plan, if needed.
Anticipated Results:
1. AVRVHS will calculate In-school and out of school Suspensions for Special Education
students to determine when it is necessary to conduct a manifestation determination.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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2. The AVRVHS Student Handbook will be edited to specifically stipulate In-school and
Out-of-school Suspensions.
3. AVRVHS will modify the Student Handbook for the 2012-2013 school year to
specifically include the term In-school suspension.
4. AVRVHS will provide training to Special Education and Deans Office staff that will be
responsible for implementing the counting procedure.
Title/Role(s) of responsible Persons:
Expected Date of
Mark Hollick Principal
Completion:
Gerald Gahagan Dean
06/30/2012
Charla Boles SpEdCoordinator
Evidence of Completion of the Corrective Action:
1. Special Education student record in the iPass Student Management Software.
2. Copy of the letter notifying parent/guardian of the In-school and out of school
Suspension.
3. Copy of the In-School and out of school Suspension counting procedure.
4. Copy of the Agenda and attendance sheet from the staff training on the In-school and
out of school Suspension counting procedure.
5. Copy of the edited section(s) of the AVRVHS Student Handbook for the 2011-2012
school years.
-
Page 26 Social Skills Instructional Center
Page 26, Suspensions
Pages 26-27 Repeated Suspensions
Pages 29-30 Students Receiving Special Education Services
6. Copy of the trimester report used in the internal monitoring process.
7. Copy of the Team Meeting Attendance Sheet completed at the Team Meeting and a
Manifestation Determination held for the special education student suspended, In-school
or Out-of-school, in excess of six days.
8. Copy of the Manifestation Determination and evaluation consent for the Special
Education Office to conduct required testing.
Description of Internal Monitoring Procedures:
1. The discipline record of special education students is updated daily in the iPass Student
Management Software by staff in the Dean of Students Office.
2. The Dean of Students will monitor suspension data for special education students each
time assigned.
3. The Dean of Students will obtain a report indicating the number of In-school and Outof-school Suspensions for special education students on a trimester basis and monitor
notifications to the Special Education Department.
4. The Special Education Coordinator will obtain a report indicating the number of Inschool and Out-of-school Suspensions for special education students on a trimester basis
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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and monitor any required Team Meetings.
5. The Special Education Coordinator will conduct the counting procedure training and
obtain signed attendance sheets.
6. The Principal will review the AVRVHS Student Handbook proposed changes.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 45 Procedures for suspension up to
Status Date: 10/12/2011
10 days and after 10 days: General
requirements
Basis for Partial Approval or Disapproval:
Please see SE 44 for the basis of the Department's approval.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please see the required progress elements for SE 44.
Progress Report Due Date(s):
12/19/2011
02/24/2012
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Assabet Valley Regional Vocational Technical CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 46 Procedures for suspension of students with disabilities
Partially Implemented
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
Department CPR Findings:
Please see SE 44 above.
Description of Corrective Action:
1. Assabet Valley Regional Vocational High School (AVRVHS) will track the assignment of
In-school and out of school Suspensions for Special Education by using the Discipline
Module of the iPass Student Management Software.
2. Assabet Valley will follow the procedure outlined in SE 46 as previously approved with
the addition of the counting procedure identified.
3. AVRVHS will implement the following procedure to count In-school or out of school
Suspensions:
In-School Suspension Counting Procedure
-The Dean of Students will assign a student to In-school and out of school Suspension;
-The secretary to the Dean of Students shall record the In-school and out of school
Suspension in iPass;
-The secretary to the Dean of Students shall provide the Special Education Office with a
copy of any letter to the parent regarding In-School or Out-of-School Suspensions.
-The secretary to the Dean of Students shall forward an email to the Special Education
Office Coordinator and secretary notifying staff of any suspensions.
-The Dean of Student shall send a copy of the SSIC agreement to the Special Education
Office for all special needs students assigned to an in school suspension.
-The secretary to the Dean of Students shall monitor the In-school and Out-of-school
Suspensions, on a daily basis, for special education students.
-The secretary to the Dean of Students shall notify the Special Education Office of any
special education student who has been assigned six In-School or Out-of-school
Suspensions, on a cumulative and/or consecutive basis.
-The Special Education secretary will log the number of suspended days (In-school or
Out-of-school) reported on the enrollment and state reporting page in eSped Software
System
-The Special Education Office will schedule a Team Meeting to review the IEP of a special
education student, who has been suspended, either In-school or Out-of-school, for six or
more days, and conduct a manifestation determination, request additional evaluation
and/or revise the current IEP or behavior plan, if needed.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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Anticipated Results:
1. AVRVHS will calculate In-school and out of school Suspensions for Special Education
students to determine when it is necessary to conduct a manifestation determination.
2. The AVRVHS Student Handbook will be edited to specifically stipulate In-school and
Out-of-school Suspensions.
3. AVRVHS will modify the Student Handbook for the 2012-2013 school year to
specifically include the term In-school suspension.
4. AVRVHS will provide training to Special Education and Deans Office staff that will be
responsible for implementing the counting procedure.
Title/Role(s) of responsible Persons:
Expected Date of
Mark Hollick Principal
Completion:
Gerald Gahagan Dean
06/30/2012
Charla Boles SpEdCoordinator
Evidence of Completion of the Corrective Action:
1. Special Education student record in the iPass Student Management Software.
2. Copy of the letter notifying parent/guardian of the In-school Suspension.
3. Copy of the In-School and out of school Suspension counting procedure.
4. Copy of the Agenda and attendance sheet from the staff training on the In-school and
out of school Suspension counting procedure.
5. Copy of the edited section(s) of the AVRVHS Student Handbook for the 2011-2012
school years.
-
Page 26 Social Skills Instructional Center
Page 26, Suspensions
Pages 26-27 Repeated Suspensions
Pages 29-30 Students Receiving Special Education Services
6. Copy of the trimester report used in the internal monitoring process.
7. Copy of the Team Meeting Attendance Sheet completed at the Team Meeting and a
Manifestation Determination held for the special education student suspended, In-school
or Out-of-school, in excess of six days.
8. Copy of the Manifestation Determination and evaluation consent for the Special
Education Office to conduct required testing.
Description of Internal Monitoring Procedures:
1. The discipline record of special education students is updated daily in the iPass Student
Management Software by staff in the Dean of Students Office.
2. The Dean of Students will monitor suspension data for special education students each
time assigned.
3. The Dean of Students will obtain a report indicating the number of In-school and Outof-school Suspensions for special education students on a trimester basis and monitor
notifications to the Special Education Department.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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4. The Special Education Coordinator will obtain a report indicating the number of Inschool and Out-of-school Suspensions for special education students on a trimester basis
and monitor any required Team Meetings.
5. The Special Education Coordinator will conduct the counting procedure training and
obtain signed attendance sheets.
6. The Principal will review the AVRVHS Student Handbook proposed changes.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 46 Procedures for suspension of
Status Date: 10/12/2011
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
Basis for Partial Approval or Disapproval:
Please see SE 44 for the basis of the Department's approval.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please see the Department's required progress report elements in SE 44.
Progress Report Due Date(s):
12/19/2011
02/24/2012
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Assabet Valley Regional Vocational Technical CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7 Information to be translated into languages other than
Partially Implemented
English
Department CPR Findings:
The onsite team through documentation review and staff interviews determined that the
Assabet Valley Regional Technical High School (AVRTHS) has not translated student
handbooks and report cards into the major languages of the school district.
Description of Corrective Action:
Assabet Valley will create the following practice and procedure:
Create a translation team that will meet 3 times throughout the school year.
Anticipated Results:
The team will work to audit and inventory currently translated materials. Translated
materials will be kept on a shared drive so that they can be easily accessed by school
personnel. The team will create a translation procedure for publication to be disseminated
to the staff. A plan to translate pathway grids will be created. A section of the website will
be created to share translated materials.
The Low-incidence support group participants will be consulted to research other options
for translations.
Title/Role(s) of responsible Persons:
Expected Date of
Alyssia Berghaus Student Services
Completion:
Aldina Vieira Bilingual Teacher
08/30/2012
William Garrity Data Admin
Evidence of Completion of the Corrective Action:
Copy of Translation procedures
Minutes of Translation team meetings
Copy of translation inventory
Creation of shared drive
Description of Internal Monitoring Procedures:
The development of the translation team, under the supervision of the Director of Pupil
Personnel services, will monitor the progress towards translation goals; take annual
inventories and work to ensure compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 7 Information to be translated into
Approved
languages other than English
Status Date: 10/12/2011
Basis for Partial Approval or Disapproval:
While the Department accepts the district's corrective action as one of the mechanisms to
ensure the school provides parents with translated materials, the corrective action does
not demonstrate that the district proceeded to obtain translations of its major publications
into the major languages of the school district. The district must demonstrate that is has
in fact procured translated materials.
Department Order of Corrective Action:
Please demonstrate that the district has 1) Identified the major languages of the district
that will require translations. 2) Proceeded to obtain translated materials of its major
publications such as student handbooks and courses of study.
Required Elements of Progress Report(s):
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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Please provide the Deparment with results of the district's identification of its translation
needs; and sample electronic translations of major publications and/or invoices or
contracts demonstrating that the district has contracted with an agency or organization
proficient in providing translated materials. This progress report is due December 19,
2011.
Upon review of the district's submission of its progress report through the Web-Based
Monitoring System (WBMS) the Department may determine that additional progress
reports are necessary, and will specify the date of the additional progress report and its
requirements in the Department's review returned to the district through the WBMS.
Progress Report Due Date(s):
12/19/2011
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7B Structured learning time
Partially Implemented
Department CPR Findings:
The onsite team through documentation review and staff interviews determined that the
school offers but does not require physical education for all four years of high school.
Description of Corrective Action:
Assabet Valley Regional Vocational School District will create a Task Force to review the
academic schedule, staffing, research other school programs, models. and develop
proposal to fulfill the requirement.
Anticipated Results:
The Task force will develop a proposal to fulfill the requirement.
Title/Role(s) of responsible Persons:
Expected Date of
Shirley Lundberg, Director of Academics
Completion:
06/30/2012
Evidence of Completion of the Corrective Action:
Proposal to require physical education for four years
Task force meeting minutes
Description of Internal Monitoring Procedures:
The data compiled by the task force under the direction of the Director of Academics will
be reviewed by the Assabet Valley Administrative team.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7B Structured learning time
Corrective Action Plan Status: Partially
Approved
Status Date: 10/12/2011
Basis for Partial Approval or Disapproval:
Physical Education is required for all grade levels by state law. The proposed task force
does not provide any specifics regarding how often it will meet or any timelines regarding
the implementation of its determinations with regard to the provision of physical
education to students. The law gives school officials considerable flexibility in designing
the physical education program for students. For example, school officials have the
authority to determine the hours of instruction for physical education, as they do for all
other subjects of instruction. They also have discretion to determine how a student,
particularly at the high school level, may meet the physical education requirement
through an organized program of instructional physical activity such as participation in
interscholastic athletics, skating or swimming lessons, through a private instructor or a
community program.
Department Order of Corrective Action:
The District must take immediate steps to provide physical education to students this
school year.
Required Elements of Progress Report(s):
Please provide the district's immediate plan for this school year to meet the physical
education requirments for students enrolled in Assabet Valley Regional Vocational
Technical High School. Please provide specific detail regarding the task force meeting
schedule and the timeline for the implementation of a comprehensive plan to include
physical education long term into the curriculum of the school. The Department may
specify additional progress report requirements and the timeline for reporting the district's
progress upon review of the district's first submission of progress reports.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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Progress Report Due Date(s):
12/19/2011
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 17A Use of physical restraint on any student enrolled in a
Partially Implemented
publicly-funded education program
Department CPR Findings:
The onsite team determined through documentation review and staff interviews that the
district has developed written procedures regarding appropriate responses to student
behavior that may require immediate intervention. However, the written procedures are
not made available to parents of enrolled students.
Description of Corrective Action:
Written procedures will be included in the 2012-2013 handbooks.
Anticipated Results:
The updated handbook will be disseminated to all students and parents. Parents and
students sign the book to ensure that they have received and read its contents. The
Handbook is also available on the website.
Title/Role(s) of responsible Persons:
Expected Date of
Mark Hollick, Principal
Completion:
07/01/2012
Evidence of Completion of the Corrective Action:
Updated handbook including the procedures regarding appropriate responses to student
behavior that may require immediate intervention.
Description of Internal Monitoring Procedures:
The Principal and School advisory council will ensure that the necessary updates are
included in the handbook draft prior to approval of the school committee.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 17A Use of physical restraint on any
Approved
student enrolled in a publicly-funded
Status Date: 10/12/2011
education program
Basis for Partial Approval or Disapproval:
The district indicated that has updated the student handbook for the 2012-2013 school
year; however the district's response isn't clear regarding whether this information was
disseminated to parents for the 2011-2012 school year.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please demonstrate how parents were provided information on the physical restraint of
students for the 2011-2012 school year. For example, the mailing of a separate letter or
insert for inclusion into the handbook are acceptable actions.
Progress Report Due Date(s):
12/19/2011
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
District: Assabet Valley Regional Vocational High School
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Alyssia Berghaus, Director of Pupil Personnel Services
CAP Form will expand to as many lines as necessary. Before completing and emailing to
pqacap@doe.mass.edu, please see separate Instructions for Completing Corrective Action Plans.
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 to the school or district.
Mandatory One-Year Compliance Date: February 28, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 3
Rating: Partially Implemented
Initial Identification
Department CPR Finding: The onsite team through documentation review and staff interviews has
found that the initial identification of limited English proficient (LEP) students entering Assabet Valley
Regional Vocational High School(AVRVHS) are given a Home Language Survey based on the English
as a Second Language (ESL) information on the sending district’s report cards. In addition, LEP
students are administered the Secondary English Proficiency Test (SLEP) to measure English
proficiency and placement. The SLEP measures English reading and listening comprehension. In
essence the district does not test LEP students in all four modalities. Thus, eliminating testing for
speaking and writing.
Narrative Description of Corrective Action:
AVRTHS will send Home Language Survey to all incoming students. This mailing will be sent
during April/May of the year before enrollment. Records will be kept in the student file and
recorded in the SIS by the School Registrar. The Bilingual/Teacher Counselor will investigate
other tests that examine all 4 modalities including the IPT or the WIDA. The Bilingual/Teacher
Counselor along, Director of PPS and school principal will determine the appropriate
assessments for implementation during the 2012-2013 school year.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Director of Pupil Personnel Services
10/1/12
School Registrar
Bilingual Teacher/Counselor
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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Evidence of Completion of the Corrective Action:
Copy of Home Language Survey
Minutes from the June Meeting to determine the course of action
Copy of New Placement Test
Description of Internal Monitoring Procedures:
Meeting to be held with Registrar in June to determine the Home Language Survey Response
rate.
Meeting to be held in June to determine and review recommendations for the new assessment
tool.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 3
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The district has instituted a policy and procedures to
ensure annual mailing of a Home Language Survey to the homes of all incoming students. The
district also plans to identify and adopt new English proficiency and placement assessment(s)
which will test students in all four modalities. Monitoring procedures and persons responsible for
implementation have been identified. The Department accepts the district’s corrective action for
this criterion.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a copy of their policy and procedures to the Department, please be sure to also
include evidence that the policy has been disseminated appropriate staff. Please provide this by
January 8, 2013.
The district must also provide a detailed narrative identifying the English proficiency and placement
assessment instrument that will test LEP students in reading, listening comprehension, speaking and
writing. Please also include a detailed narrative describing the process for the initial identification of
ELE students. Please be sure to include the person responsible for oversight of this process by name
and role. Please submit this to the Department by January 8, 2013.
Progress Report Due Date(s): January 8, 2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 5
Rating: Partially Implemented
Program Placement and Structure
Department CPR Finding: Assabet Valley Regional Vocational School is a low incidence district. It
serves 21 English language learners enrolled in grades 9-12. Documentation submitted shows that all
ELE students whose English proficiency is within level 1 through level 4 are placed in self-contained
classrooms for ESL instruction. It was not specified if the students are grouped by level of English
proficiency.
According to documentation, except for when in their ESL classes, ELLs are in classes with their
English-proficient classmates. The district documented that all ELE students, regardless of level of
English proficiency, receive 58 minutes of ESL instruction five times a week in a class called: ELL
English, and 58 minutes of content support, also five times a week. The district states that ESL
instruction is based on the English Language Proficiency Benchmarks and Outcomes (ELPBO) and
submitted a Curriculum Guide for an ELL course for grades 9-12. Review of this document shows that
the guide does not specify how it would be modified to provide ESL instruction at the various levels of
English proficiency. Moreover, the guide does not provide any indication of how the students’
knowledge of content would be expanded via ESL instruction and/or what materials are being used.
Also, the Department’s onsite team found that the district’s MEPA assessment data is not used to
provide ESL instruction consistent with the students English proficiency level. Moreover, the onsite
team determined that the district does not provide ESL/ELD instruction that is based on the ELPBO
(see letter sent with this report concerning the Department’s phasing out of the ELPBO).
According to the district, students receive instruction from a licensed ESL teacher and academic
support from another licensed ESL teacher. ELLs receive content area instruction in Science, ELA,
Math, and Social Studies from teachers who are licensed in these areas. However, and although the
district states that content area teachers have completed SEI category trainings, documentation shows
that only Category 1 has been completed by most teachers and all administrators, and only a few
content teachers have also completed Category 2.
Because at the time of the onsite visit the district was not using an ESL curriculum based on the
ELPBO; the majority of teachers have not completed the four required categories of SEI professional
development focused on the skills and knowledge necessary for sheltering instruction, as described in
the Commissioner’s Memorandum of June 2004, and ELLs in Levels 1 and 2 are not provided with
adequate levels of ESL instruction, the Department concludes that the district does not have an ELE
program that is consistent with Chapter 71A .
Narrative Description of Corrective Action: The Bilingual/ Teacher Counselor and ELL Teacher
will be provided with time to develop curriculum for the districts ELL program. The developed
curriculum will include coordination with lead teachers in the Content areas. The Curriculum
will be presented to all content area teachers during professional development during the 20122013 school year.
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Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Director of Pupil Personnel
Corrective Action Activity:
Services
Director of Academics
12/31/12
ELL Teacher
Bilingual Teacher/Counselor
Evidence of Completion of the Corrective Action:
Curriculum Guide
Attendance at meetings
Agenda for Professional Development Day
Description of Internal Monitoring Procedures:
Meeting to be held in June to establish timeline and work schedule
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion:
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
The district corrective action focused on curriculum development, and did not address the provision of
hours of ESL instruction that are consistent with Department guidance. In addition, the district did not
address how it will make Sheltered English Immersion (SEI) professional development training
available to content area teachers.
Department Order of Corrective Action:
Please provide the following:
Hours of ESL instruction consistent with Department guidance.
SEI professional development to content area teachers.
Required Elements of Progress Report(s):
Please provide to the Department the following by January 8, 2013:
Provide the Department with evidence that all ELL students receive sufficient ESL instruction,
consistent with the students’ levels of English proficiency and Department guidance
(http://www.doe.mass.edu/mcas/mepa/2009/guidance.doc).
Please provide to the Department the following by April 13, 2013:
Provide the Department with the district’s new ESL/ELD curriculum, which should be aligned
with all Massachusetts Curriculum Frameworks (e.g., English/Language Arts, mathematics,
science, social studies) and the WIDA English language development standards.
See http://www.wida.us/standards/eld.aspx.
Provide the Department with evidence that ELLs receive subject matter content that is based
on the current Massachusetts Curriculum Frameworks in English/Language Arts, mathematics,
science and social studies.
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Provide the Department the plan for making the SEI cohort training available to the core
academic teachers of ELLs and the building administrators who supervise such teachers and to
arrange for the participation of such teachers and administrators in the training.
Progress Report Due Date(s): January 8, 2013 and April 13, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 9
Rating: Partially Implemented
Instructional Grouping
Department CPR Finding: Documentation show that the district only groups students of different
ages together for ESL instruction if it best serves the needs of ELLs. It is unclear what criteria are
used for such groupings.
Also, the onsite team found that ESL/ELD instruction provided to ELLs is not consistent with the
students’ English proficiency level. See also ELE 5.
The district should note that for any grouping of ELLs for the purpose of ESL/ELD instruction, the
students’ English proficiency assessment (MEPA level) must be considered. For instance, the district
can mix students by grade levels, but care must be taken that the students’ English proficiency level is
similar. For example, ELLs in levels 1 and 2 can be grouped together as well as ELLs in levels 4 and5.
However, ELLs in level 3 should be mixed only with other level 3 English proficient students. Thus, the
district can mix students by up to three grade levels as long as students’ level of English proficiency is
similar. Other factors could also be considered for grouping ELLs such as the students’ maturity,
literacy level, and/or cultural background.
Narrative Description of Corrective Action:
A meeting will take place with ELL Staff, Guidance and Director of Academics to review placing
criteria. Procedures will be developed, along with guidelines that demonstrate that care is taken
for the criteria. This meeting will take place in June of 2012. In August 2012, student schedules
will be reviewed by guidance personnel to ensure that the guidelines for placement for ESL
instruction.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Director of Pupil Personnel
Corrective Action Activity:
Services
10/1/12
Bilingual Teacher/Counselor
Guidance Staff
Director of Academics
Evidence of Completion of the Corrective Action:
Guideline for placing criteria
Attendance of meetings
Description of Internal Monitoring Procedures:
ESL class data will be analyzed to see if these procedures had the desired impact on the
placement
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CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 9
Instructional Grouping
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: None
Required Elements of Progress Report(s):
See ELE 5.
Progress Report Due Date(s): See ELE 5.
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 10
Rating: Partially Implemented
Parental Notification
Department CPR Finding: The onsite team has found through documentation review and staff
interviews that the parent notification level does not indicate the English proficiency of the LEP
student.
Narrative Description of Corrective Action:
Parental Notification Letters will be updated to include the students’ level.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Bilingual/Teacher counselor
10/1/12
Evidence of Completion of the Corrective Action:
Updated Letters
Description of Internal Monitoring Procedures:
After assessments are completed Parent notification letters will be reviewed to ensure that LEP
level is indicated.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 10
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The district will modify Parent Notification Letters to
include the English proficiency of the LEP student and conduct an internal review to verify
inclusion of students’ LEP levels. The Department accepts the district’s corrective action for this
criterion.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will submit a copy of the modified Parent Notification Letter illustrating the inclusion of
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the LEP student’s English proficiency level. Please provide this to the Department by January 8,
2013.
Additionally, please submit evidence of an administrative record review to ensure use of the revised
Parent Notification Letter. Provide a detailed summary of the record review to ESE including the total
number of records reviewed, the number of records found in compliance and the number of any records
identified for noncompliance. If continued noncompliance was identified, please determine a root cause
of noncompliance and indicate the corrective action to address such noncompliance. Please submit the
results of the review completed by the ELL Director to ESE on or before April 13, 2013.
*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).The district will provide evidence that
report cards and progress reports (in the native language if necessary) of LEP students are
included in the LEP student records.
Progress Report Due Date(s): January 8, 2013 and April 13, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 11
Rating: Partially Implemented
Equal Access to Academic Programs and Services
Department CPR Finding: The onsite team found through documentation review and staff interviews
that the district does not instruct LEP students according to their proficiency levels. Therefore, the
district does not use grade appropriate content objectives for LEP students that are based on the
district curriculum. In addition, please see ELE 5.
Narrative Description of Corrective Action:
The Bilingual/ Teacher Counselor and ELL Teacher will be provided with time to develop
curriculum for the districts ELL program. The developed curriculum will include coordination
with lead teachers in the Content areas. The Curriculum will be presented to all content area
teachers during professional development during the 2012-2013 school year.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Director of Pupil Personnel Services
2/28/13
Director of Academics
ELL Teacher
Bilingual Teacher/Counselor
Evidence of Completion of the Corrective Action:
Curriculum Guide
Attendance at meetings
Agenda for Professional Development Day
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Description of Internal Monitoring Procedures:
Meeting to be held in June to establish timeline and work schedule
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 11
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
The district will develop an ELE curriculum and coordinate its implementation through
professional development training of content area teachers. The district’s actions will ensure the
use of grade appropriate content objectives for LEP students based on the district curriculum.
The Department accepts the district’s corrective action for this criterion.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Progress Report Due Date(s): SEE ELE 5
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18
Rating: Partially Implemented
Records of LEP Students
Department CPR Finding: The onsite team through record and documentation reviews has found
that the LEP student records do not include progress reports and report cards (in the native language,
if necessary).
Narrative Description of Corrective Action:
Report Card and Progress report comments will be translated into students’ native language and
will be kept in students files.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Registrar
Director of Pupil Personnel Services
10/31/12
Bilingual Teacher/Counselor
Evidence of Completion of the Corrective Action:
Copies of report cards
Description of Internal Monitoring Procedures:
Record Review for LEP students to ensure that progress reports and report cards are included in
their native language.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The district has instituted the practice of including
report cards and progress reports in the LEP student records. The district has also indicated that
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report cards and progress reports will be translated into the native language of the student and
that internal monitoring will be conducted to ensure compliance. The Department accepts the
district’s corrective action for this criterion.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit evidence to ESE of staff training to liaisons including agenda, training
materials/documentation and signed attendance sheets for this finding to ensure student records of
LEP students contain the required documentation. Submit evidence to ESE on or before January 8,
2013.
Additionally, please submit evidence of an administrative record review to ensure translations of
documents are being provided when needed. Provide a detailed summary of the record review to ESE
including the total number of records reviewed, the number of records found in compliance and the
number of any records identified for noncompliance. If continued noncompliance was identified, please
determine a root cause of noncompliance and indicate the corrective action to address such
noncompliance. Please submit the results of the review completed by the ELL Director to ESE on or
before April 13, 2013.
*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).The district will provide evidence that
report cards and progress reports (in the native language if necessary) of LEP students are
included in the LEP student records.
Progress Report Due Date(s): January 8, 2013 & April 13, 2013
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