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
SE 2
Criterion Title
Required and optional assessments
SE 4
Reports of assessment results
SE 6
Determination of transition services
SE 7
Transfer of parental rights at age of majority and student
participation and consent at the age of majority
IEP Team composition and attendance
SE 8
SE 9
SE 11
Timeline for determination of eligibility and provision of
documentation to parent
School district response to parental request for independent
educational evaluation
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
SE 12
Criterion Title
Frequency of re-evaluation
SE 13
Progress Reports and content
SE 14
Review and revision of IEPs
SE 18A
IEP development and content
SE 18B
Determination of placement; provision of IEP to parent
SE 19
Extended evaluation
SE 20
Least restrictive program selected
SE 24
SE 25
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
Parental consent
SE 25A
Sending of copy of notice to Special Education Appeals
SE 29
SE 32
Communications are in English and primary language of
home
Parent advisory council for special education
SE 34
Continuum of alternative services and placements
SE 40
Instructional grouping requirements for students aged five
and older
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
Procedural requirements applied to students not yet
determined to be eligible for special education
Appropriate special education teacher licensure
SE 46
SE 47
SE 51
SE 52
SE 54
Appropriate certifications/licenses or other credentials -related service providers
Professional development
SE 55
Special education facilities and classrooms
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
CR 3
Criterion Title
Access to a full range of education programs
CR 7
CR 7A
Information to be translated into languages other than
English
School year schedules
CR 7B
Structured learning time
CR 7C
CR 8
Early release of high school seniors
Accessibility of extracurricular activities
CR 9
CR 10A
Hiring and employment practices of prospective employers
of students
Student handbooks and codes of conduct
CR 11A
Designation of coordinator(s); grievance procedures
CR 12A
CR 18
Annual and continuous notification concerning
nondiscrimination and coordinators
Counseling and counseling materials free from bias and
stereotypes
Non-discriminatory administration of scholarships, prizes
and awards
Responsibilities of the school principal
CR 21
Staff training regarding civil rights responsibilities
CR 24
Curriculum review
CR 25
Institutional self-evaluation
CR 26A
Confidentiality and student records
CR 14
CR 15
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Not Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 2 Required and optional assessments
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:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Education Team Chairs (2)
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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
4
*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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 4 Reports of assessment results
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:
Expected Date of
Teri Babetski, Director of Special Education
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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
6
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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
7
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 6 Determination of transition services
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:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Joanne Zimmermann, Education Team Leader (6 - 12)
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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
8
*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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
9
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 7 Transfer of parental rights at age of majority and student
Partially Implemented
participation and consent at the age of majority
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:
Expected Date of
Teri Babetski, Director of Special Education/Student Services
Completion:
Joanne Zimmermann, ETL
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:
Corrective Action Plan Status: Partially
SE 7 Transfer of parental rights at age of
Approved
majority and student participation and
Status Date: 10/28/2013
consent at the age of majority
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: http://www.doe.mass.edu/sped/advisories/11_1.html
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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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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 decisionmaking. 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
11
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 8 IEP Team composition and attendance
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:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Joanne Zimmermann, Linda Brownell, ETLs
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:
Corrective Action Plan Status: Partially
SE 8 IEP Team composition and
Approved
attendance
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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
12
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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
13
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 9 Timeline for determination of eligibility and provision of
Partially Implemented
documentation to parent
Department CPR Findings:
Student records and staff interviews indicated that the district does not consistently
convene IEP Team meetings within 45 school working days after receipt of parents'
written consent to initial evaluations or re-evaluations to either propose an IEP and
placement or to provide a written explanation of the finding of no eligibility.
Description of Corrective Action:
The ASRSD Special Education office has updated the internal procedure to schedule
meetings as close to day 40 as possible. In the event that the meeting needs to be
rescheduled there is still a 5 day window. ETLs will document attempts to hold team
meetings and the reason for postponements (as needed).
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD office staff
06/30/2014
Evidence of Completion of the Corrective Action:
Team meeting calendars, Consent to evaluate notation, team meeting attendance with
documentation.
Description of Internal Monitoring Procedures:
Ongoing monitoring of team meeting calendar, tracking systems through the special
education software, record reviews focusing on timelines.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 9 Timeline for determination of
eligibility and provision of documentation
to parent
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a detailed narrative description of the root cause(s) of the noncompliance and the
steps the district has taken to address the issues related to the delays in convening initial
and re-evaluation Team meetings within 45 days of receipt of parents' consent. Also,
submit a description of the internal oversight and tracking system that identifies the
person(s) responsible for oversight of the timelines and the training provided to the
persons responsible for oversight. Include the agenda, signed attendance sheets,
indicating title/role of staff and the name and title of the presenter by January 14, 2014.
Subsequent to the training, please conduct a review of student records for eligibility
timelines. Select a sample of three student records for each level, e.g., the preschool,
elementary, middle, high school and out of district placements with the most recent IEP
activity either an initial evaluation to determine eligibility, or a reevaluation. Review the
records to determine whether the 45 day timeline has been met. Submit the number of
student records reviewed by school level, the number of records that complied with the
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
14
requirements and for any record found in continued noncompliance, determine the root
cause(s) of the noncompliance and provide the district's plan to remedy the identified
noncompliance with this criterion by May 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department onsite upon request: a)
List of student names, building names and grade levels of the records reviewed: b) the
date of the review: c) Name(s) of the person(s) who conducted the review, their role(s)
and their signature(s).
Progress Report Due Date(s):
01/14/2014
05/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
15
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 11 School district response to parental request for
Partially Implemented
independent educational evaluation
Department CPR Findings:
Document review indicated that the district convenes IEP Team meetings to consider
privately funded independent educational evaluations (IEE) within 15 school working days
after receiving a copy of the assessment report, instead of convening the IEP meeting
within ten school working days after receipt of the report.
Description of Corrective Action:
ASRSD Special Ed office will schedule all IEP Team meetings within the 10 school working
days after receiving a report
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Team meeting schedules along with date stamped reports, team meeting attendance,
team meeting notes.
Description of Internal Monitoring Procedures:
Office staff meet periodically to review process /procedure. Special Ed software stores
data for monitoring.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 11 School district response to
parental request for independent
educational evaluation
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit the procedure to review private Independent Educational Evaluations within 10
school working days from receipt of the report and evidence of training for staff that
includes the training agenda, signed attendance sheets and materials presented 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 that had a private
Independent Educational Evaluation after the implementation of corrective actions.
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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
16
*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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
17
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 12 Frequency of re-evaluation
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that the district does not consistently
conduct a re-evaluation every three years for eligible students.
Description of Corrective Action:
The ASRSD Special Ed office is using the special education software data to plan for three
year re-evaluations. With the merger of the districts of Ayer and Shirley, annual and reevaluation meeting dates occasionally didn't align. The district has worked to improve
this process and keep to the timelines. Attempts to get signed consent are clearly
documented (i.e., phone calls, letters, second notices).
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD special education office staff
06/30/2014
Evidence of Completion of the Corrective Action:
Team meeting notes, signed/dated consent-to-evaluate forms, letters to parents
indicating a lapse in signing the consent, letters from parents indicating refusal to consent
to re-evaluation.
Description of Internal Monitoring Procedures:
Oversight by staff including: Special Ed software database, student files review,
correspondence between school and home.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 12 Frequency of re-evaluation
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 to ensure that
re-evaluations are conducted every 3 years unless the parent and district agree it is not
necessary. Provide 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 whose reevaluation to
determine continued eligibility for special education occurred following the implementation
of all corrective actions. Indicate the number of records reviewed at each level
(preschool, elementary, middle, high and out-of-district), 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
18
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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
19
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 13 Progress Reports and content
Partially Implemented
Department CPR Findings:
Student records indicated that at the elementary and secondary level, progress reports
are not always provided with the same frequency as district report cards; additionally,
progress reports do not consistently address student progress toward IEP goals. Student
records and staff interviews indicated that a summary of student academic achievement
and functional performance is not always provided for students who graduate or age out
of special education.
Description of Corrective Action:
Staff to be re-trained on the regulations regarding progress reports to include frequency
and content. Principals will also be reminded of the need to have these documents ready
for report card time. The district has worked to identify timelines for end of marking
periods and report card dissemination to assist special education teachers with the
timelines. District has also offered substitutes for staff to get paperwork completed.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Linda Brownell and Joanne Zimmermann, ETLs
06/30/2014
Evidence of Completion of the Corrective Action:
Special ed department building based team meeting agendas, School calendar with end of
marking period identified, completed progress reports in student files.
Description of Internal Monitoring Procedures:
Ongoing review by Special Ed office staff: notices/reminders as to timelines, meetings
with special ed staff, reminders to building principals, review of student files.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 13 Progress Reports and content
Corrective Action Plan Status: Partially
Approved
Status Date: 10/28/2013
Basis for Status Decision:
The district has plans to address the frequency and content of progress reports. The
district did not address the summary of student academic achievement and functional
performance for students who graduate or age out of special education.
Department Order of Corrective Action:
The district must establish procedures for progress reporting, a system of tracking
progress reports and a means of oversight for content, as well as conduct an internal
review of records to verify compliance with the regulations.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
progress reports and academic summaries for high school students 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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
20
Submit the results of an administrative review of student records for frequency and
content for progress reports. 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 by May 6, 2014.
For the summaries of academic achievement and functional performance, submit the
results of a separate administrative review of student records for provision of the
academic summary. Indicate the number of records reviewed for in-district and out-ofdistrict high school aged-out and graduated students. Please include 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 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 14 Review and revision of IEPs
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that annual IEP meetings to review, revise,
or develop a new IEP or refer the student for a re-evaluation are not consistently
convened on or before the anniversary date of the IEP.
Description of Corrective Action:
With the newly formed Ayer Shirley Regional School District in FY 2012 several
inconsistencies were highlighted once the special ed software programs were merged.
Several of the students had annual and three year re-evaluation dates that didn't line up.
The special ed office has worked to close the gap for these meetings by moving up the
three year re-evals to the annual dates whenever feasible. Moving forward any students
who may still have unaligned annual and re-eval dates will be discussed at the team
meeting with the intent of moving up the re-eval to the annual date.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Linda Brownell and Joanne Zimmermann, ETLs
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of IEP team meeting notes, signed consent to evaluate forms, signed IEPs, special
ed software database information
Description of Internal Monitoring Procedures:
Annual oversight by Director of Special Education and ETLs of special ed software and
office procedures.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs
Corrective Action Plan Status: Partially
Approved
Status Date: 10/28/2013
Basis for Status Decision:
The district provided information on aligning the reevaluation date with the annual review
for each student; however, ensuring that the IEP is reviewed prior to its anniversary date
was not addressed.
Department Order of Corrective Action:
The district must conduct a root cause analysis to determine why annual review meetings
are not convened prior to the anniversary date of the current IEP, establish a tracking
system, and train appropriate special education staff on holding Team meetings before
IEPs expire. Following the implementation of these corrective actions, the district will
conduct an administrative review of student records to establish that the training and
tracking system are effective.
Required Elements of Progress Report(s):
The district will provide a narrative description of the root cause analysis conducted on
convening annual review Team meetings; update the procedures for holding annual IEP
meetings consistent with the results of the root cause analysis; and train special
education staff and related services staff on these updated procedures. Provide the root
cause analysis description and evidence of training that includes signed attendance
sheets, handouts and a sample of the tracking system by January 14, 2014.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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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 convening annual
review Team meetings. Indicate the number of records reviewed at each level (preschool,
elementary, middle, high and out-of-district), 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.
This sample of records must be drawn only from those students whose annual IEP reviews
were conducted following the implementation of all corrective actions. Please submit this
to the Department 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 18A IEP development and content
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that IEP Teams do not always consider and
specifically address the skills and proficiencies needed to avoid and respond to bullying,
harassment, or teasing for students on the autism spectrum and for students whose
disability affects social skills development or makes him or her vulnerable to bullying,
harassment, or teasing.
Description of Corrective Action:
During the 2012-2013 school year the Special Education Director and ETLs received
guidance concerning the bullying regulations and how they applied to student's IEPs. The
Director and ETLs discuss at every team meeting the skills and proficiencies needed to
avoid and respond to bullying. That discussion is documented in the team meeting notes
and within the IEP. For those students who may be the target or the aggressor,
goals/benchmarks are developed for the IEP in alignment with the ASRSD grade level
social emotional units of instruction.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD Education Team Leaders (2)
06/30/2014
Evidence of Completion of the Corrective Action:
Team meeting notes, completed IEPs with statement under Additional Information,
Goals/Benchmarks directly addressing bullying and/or harassment on IEPs
Description of Internal Monitoring Procedures:
Record Reviews, IEP review at time of district signing, oversight by ETLs of liaison's to
ensure they are reflecting the team's discussion on IEPs.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18A IEP development and content
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):
Please review the Department's guidance at
http://www.doe.mass.edu/bullying/considerations-bully.html.
The district will provide a narrative description of the updated procedures related to
documenting the consideration of vulnerability to bullying and the provision of skills and
proficiencies to address or avoid bullying, harassment and teasing for students on the
autism spectrum, students whose disability affects social skills development, and students
identified as vulnerable to bullying. Additionally, the district will provide 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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
24
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 consideration of
vulnerability to bullying and the documentation and provision of skills and proficiencies to
address or avoid bullying, harassment and teasing. The district must include students on
the autism spectrum in its record sample at each level. Indicate the number of records
reviewed at each level (preschool, elementary, middle, secondary and out-of-district), 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 IDENTIFY which records meet the criteria
for each group of students covered by this requirement. 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 18B Determination of placement; provision of IEP to parent
Partially Implemented
Department CPR Findings:
Student record review and staff interviews demonstrated that the district does not
immediately propose an IEP or placement to parents following the development of the
IEP.
Description of Corrective Action:
Education Team Leaders facilitate the team discussion on eligibility, goals/benchmarks,
service delivery. Any discussion on placement happens after the previously mentioned
items are completed. Least restrictive environment is always considered. The team
leaders document the decision of the team and provide parent with a meeting summary
including service delivery, goals and placement.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Linda Brownell and Joanne Zimmermann, ETLs
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of team meeting notes, copies of meeting summary, completed IEP including
placement page.
Description of Internal Monitoring Procedures:
Ongoing monitoring of team meeting process, student file reviews, weekly meetings with
building based special ed staff.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 18B Determination of placement;
Approved
provision of IEP to parent
Status Date: 10/28/2013
Basis for Status Decision:
The district provided information on the sequence of events at the Team meeting leading
up to dissemination of a summary of the meeting with a service delivery grid, goal areas
and placement. The district did not address the immediate delivery following the IEP
Team meeting. Please see Department guidance on the immediacy standard at
http://www.doe.mass.edu/news/news.aspx?id=3182.
Department Order of Corrective Action:
The district must develop procedures for the immediate provision of the IEP, train staff
and conduct an administrative review of student records.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
providing parents with two IEP/placement copies within ten days. Additionally, provide
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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
26
Submit the results of an administrative review of student records for immediate provision
of two copies of the IEP. Indicate the number of records reviewed at each middle school
and 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 19 Extended evaluation
Partially Implemented
Department CPR Findings:
Student record review indicated that although evaluations are conducted first, IEP Teams
do not find students eligible before proposing an extended evaluation.
Description of Corrective Action:
In past years IEP teams felt that there wasn't definitive information to find a child eligible
for special education but would ask for more specific testing. This was labeled as an
extended evaluation. Under the new region, efforts have been made to consider one of
two actions: 1. Find the student eligible and write a partial IEP. Additional evaluations
would be requested and considered an extended evaluation. Once the partial IEP is
signed the services are provided while the extended evaluation is completed. The team
re-convenes to go over results and propose additional services, etc. to the IEP or 2. the
student is not found eligible and any additional evaluation requests are considered an
initial evaluation. Again the team would re-convene to review testing and go through
eligibility again. If found eligible an IEP would be written.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Linda Brownell and Joanne Zimmermann, ETLs
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of Consent to Evaluate, team meeting notes, signed IEPs or eligibility
determination forms.
Description of Internal Monitoring Procedures:
Annual oversight by the Special Education Director, ETLs and Special Ed office staff.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 19 Extended evaluation
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):
Please provide a copy of the procedures for extended evaluation utilized to train Team
Chair personnel with the agenda, handouts and signed attendance sheets 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 records for any students who have had an extended
evaluation following the implementation of all corrective actions. Report the number of
records reviewed, the number in compliance with the procedures and any steps the
district will take to correct any areas of noncompliance by May 6, 2014.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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*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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 20 Least restrictive program selected
Partially Implemented
Department CPR Findings:
Student records indicated that IEP Teams do not consistently and appropriately justify the
student's removal from the general education classroom and state why the removal is
considered critical to the student's program or the basis for the removal.
Description of Corrective Action:
The district has been working on providing support for teachers and paraprofessionals on
best practices for inclusive classrooms. More PD is planned for the 2014 school year. The
Education Team Leaders guide the team to make the appropriate recommendations on
service delivery. Additional PD will focus on the need to provide services in the least
restrictive environment. In addition, IEPs will have more explicit statements on why the
team determines that services need to be provided outside of the general ed classroom.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Linda Brownell and Joanne Zimmermann, ETLs
09/01/2014
Evidence of Completion of the Corrective Action:
Professional Development agendas, documentation, feedback. Student record review with
up-to-date signed IEPs.
Description of Internal Monitoring Procedures:
Annual presentation at building based faculty meetings by Director of Special Education
and/or Principal reviewing the regulations covering LRE. Weekly meetings with building
based special education teachers. Monitoring of student data through the special ed
software to identify potential issues.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 20 Least restrictive program selected
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):
Submit evidence of training for Team Chairs on writing the nonparticipation justification
statements for the IEP that includes but is not limited to the training agenda, handouts
and signed attendance sheets 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 reevaluation to
determine continued eligibility for special education. Indicate the number of records
reviewed at each level (preschool, elementary, middle, high and out-of-district), 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
30
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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 24 Notice to parent regarding proposal or refusal to initiate or Partially Implemented
change the identification, evaluation, or educational placement of
the child or the provision of FAPE
Department CPR Findings:
Student records indicated that the evaluation consent form is not sent out five days from
receipt of a referral. Student records and staff interviews also indicated that the narrative
description in the written notice accompanying a proposed evaluation does not
consistently include a description of rejected options considered by the IEP Team or a
description of the evaluation procedures, tests, records or reports used as a basis for the
proposed action.
Description of Corrective Action:
The notice sent to all parents along with the Consent to Evaluate has been updated to
include specific information such as a description of the evaluation procedures, tests,
records or reports used as a basis for the evaluation.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Linda Brownell and Joanne Zimmermann, ETLs
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of the Consent to Evaluate along with parent letters.
Description of Internal Monitoring Procedures:
Annual oversight by Special Ed Director and Education Team Leaders.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 24 Notice to parent regarding
Approved
proposal or refusal to initiate or change
Status Date: 10/28/2013
the identification, evaluation, or
educational placement of the child or the
provision of FAPE
Basis for Status Decision:
Although the district has updated the notice document to propose evaluations, the district
did not address timing to send the consent form out five days from the referral.
Department Order of Corrective Action:
Provide a narrative description of the tracking process of referrals to send consent to the
parent within five school working days. Also provide the procedures to complete the
notice form proposing an evaluation and evidence of training for special education staff
that includes but is not limited to the agenda, handouts and the sign-in sheet.
Required Elements of Progress Report(s):
Submit the narrative of the tracking system for referrals and sending the evaluation
consent form and notice to the parent 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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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Submit the results of an administrative review of student records, selecting files from
each school level, for evidence that within 5 school days of receiving a referral request, a
consent form is mailed out. In addition, please review the proposed evaluation notice for
initial and continued eligibility for special education for completeness. This sample must
be developed from records with eligibility determination requests that occurred following
implementation of all corrective actions.
Indicate the number of records reviewed at each level (preschool, elementary, middle,
high and out-of-district), 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 25 Parental consent
Partially Implemented
Department CPR Findings:
Student records indicated that the district does not consistently obtain parental consent
prior to conducting evaluations. In addition, record review demonstrated that the district
does not document multiple attempts or the variety of methods used to obtain parental
consent for consent forms and proposed IEPs.
Description of Corrective Action:
There have been times when staff have proceeded with evaluations without prior consent.
Staff have been educated to the proper procedure for these evaluations to be considered
as part of the eligibility for special education. The Director of Special Ed meets weekly
with building based staff and reminds special ed teachers of policies and protocols.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Signed Consent to Evaluate forms and letters to parents, Evaluation summaries
appropriately dated, IEP team meeting notes
Description of Internal Monitoring Procedures:
Oversight by Special Ed Director, record review, special ed software data management.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 25 Parental consent
Corrective Action Plan Status: Partially
Approved
Status Date: 10/28/2013
Basis for Status Decision:
The district must develop a tracking system for ensuring the receipt of signed consent
forms so that evaluations are not conducted prior to consent. The district did not address
consent to the IEP and the need to document the multiple attempts and the variety of
methods used to secure consent.
Department Order of Corrective Action:
Describe the tracking system for documenting the receipt of parental consent to
evaluations and provide evidence of staff training. Also provide training for staff on
documenting multiple attempts and methods used to obtain consent to the IEP in the
student record.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
ensuring that evaluations are conducted following the receipt of parental consent and that
the attempts and methods to obtain parental consent to the IEP are documented in the
student record. Provide evidence of staff training on these procedures, which includes but
is not 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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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Submit the results of an administrative review of student records for evaluation consent
prior to completing evaluations and to determine that attempts and a variety of methods
to secure parental consent to the IEP are documented in the student record. Indicate the
number of records reviewed at each level (preschool, elementary, middle, high and outof-district), 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 25A Sending of copy of notice to Special Education Appeals
Partially Implemented
Department CPR Findings:
Student records indicated that the district does not sent a copy of the parent notice of a
rejected IEP to the Bureau of Special Education Appeals within five days of receiving the
rejection.
Description of Corrective Action:
The Special Education office did not send a copy of the parent notice of a partially
rejected IEP to the BSEA on a consistent basis primarily for those partial rejections that
the ASRSD Special Education office felt were relatively easy fixes. Going forward all
partially rejected and fully rejected IEPs will be sent to the BSEA regardless of the reason
for the rejection(s).
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Letters to the BSEA with partially rejected or fully rejected IEPs.
Description of Internal Monitoring Procedures:
Ongoing file review, Special Ed software data review, ongoing procedure review by
Special Ed Administrative Assistants.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 25A Sending of copy of notice to
Special Education Appeals
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a narrative description of the tracking procedure for partially and fully rejected
IEPs and evidence of training for relevant special education staff that includes the training
agenda, signed attendance sheets and materials distributed 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 with a partially or fully
rejected IEP. 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
36
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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
37
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 29 Communications are in English and primary language of
Partially Implemented
home
Department CPR Findings:
Student records and staff interviews indicated that when the family's home language is
other than English, the district does not consistently translate special education
documents such as IEPs, notices, and assessment summaries into the primary language
of the home.
Description of Corrective Action:
The district has identified families who will need to have information translated into their
home language and what those languages are. The Special Education and the ELL offices
have identified and contacted translators who are able to attend team meetings, provide
evaluations to student in their primary language, translate reports and IEPs into home
languages and dedicated a budgetary line item to cover all of the previously mentioned.
The district also uses translated materials (i.e., Parent's Rights brochures) from the DESE
website. The ASRSD Special Ed office now has a list of translators and qualified
professionals who can complete achievement, cognitive and specialized services
(speech/language) in home languages other than English.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Linda Brownell and Joanne Zimmermann, ETLs
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of translated IEP forms, Assessment reports, IEPs within student files, list of
qualified translators.
Description of Internal Monitoring Procedures:
Oversight by Special Education Director and ELL Coordinator for families whose primary
language is not English, Special Ed and ELL software databases, review of student
records.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 29 Communications are in English and
primary language of home
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
translating all important documents into the family's home language. Provide evidence of
staff training (Principals, Team chairs and English Learner Education teachers) 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
38
implementation. Submit this information by January 14, 2014.
Submit the results of an administrative review of student records for translation of
important documents and interpretation at IEP meetings. Indicate the number of records
reviewed at each level (elementary, middle and secondary, 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
39
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 32 Parent advisory council for special education
Partially Implemented
Department CPR Findings:
Interviews and document review indicated that the Parent Advisory Council has not
participated in evaluating special education programs and services.
Description of Corrective Action:
In the spring of 2013 a leadership change occurred in the PAC. ASRSD administration is
reaching out to families and staff to rebuild this organization. In addition, parent
questionnaires are being sent to all families along with their child's proposed IEP to gather
feedback and recommendations pertaining to the special ed process and programming
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Ayer Shirley SEPAC meeting notices/schedule. Copies of completed parent questionnaires
and program plan.
Description of Internal Monitoring Procedures:
Collaboration with the Ayer Shirley SEPAC throughout the school year.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 32 Parent advisory council for special
education
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a narrative to update the participation of the SEPAC in the evaluation of special
education programs and services that includes a summary of the parent surveys
completed by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 34 Continuum of alternative services and placements
Partially Implemented
Department CPR Findings:
According to record review, document review and staff interviews, the range of in-district
special education programming available at the high school level consists of academic
support and one behavioral class, although the district did not submit a description of
either. Data submitted by the district and staff interviews indicated that three of the four
sections of special education academic support are not taught by appropriately licensed or
waivered teachers. Document review also demonstrated that the district does not
maintain a description of a continuum of vocationally related programs and services
available to students with disabilities who do not successfully gain admission to selective
admissions vocational-technical education school programs.
Description of Corrective Action:
The Special Education program at Ayer Shirley Regional HS has been completely revamped. All of the teaching staff is new to the district, although all four have had
previous experience working with high school age students identified as having a
disability. In addition, one more paraprofessional has been hired increasing the number of
paras from 3 to 4. An Instructional Specialist with experience working with students in a
Therapeutic setting has also been hired despite not being budgeted within the FY 2014
district budget. Program descriptions have been written for the two sub-separate
programs (Therapeutic and Transitions/Life Skills); course descriptions are written for the
Transitions/Life Skills program; the Transitions teacher is completing a training on the
McCarron Dial vocational assessment. This will be part of the vocational programming that
is being developed for this program. The course descriptions will be included in the
Program of Studies that is approved by the School Committee each year. The High
School is currently undergoing a complete building renovation project. Included in the
new design are classrooms specifically approved by DESE for the Therapeutic program,
Life Skills, Transition and Inclusion support classrooms. The district is planning to have
the budget reflect these programs with staff and support personnel.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Brian Haas, Principal ASRHS
09/01/2014
Evidence of Completion of the Corrective Action:
List of teaching staff with Massachusetts credentials, Ayer Shirley Regional HS Program of
Studies and Program descriptions, IEPs reflecting services, ASRHS building plans (if
needed).
Description of Internal Monitoring Procedures:
Oversight of program development via weekly special ed department team meetings.
Ongoing program development with building principal. Collaboration with school
counseling department to update program of studies.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 34 Continuum of alternative services
and placements
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
41
Required Elements of Progress Report(s):
Submit the names and license numbers for the high school special education staff by
January 14, 2014.
Additionally provide the program descriptions for the Therapeutic program and the
Transitions/Life Skills program, including staffing and the name and role of the person
who will supervise the paraprofessionals at the high school by January 14, 2014.
Submit a floor plan of the renovated high school with the special education programs and
services highlighted by May 6, 2014.
Progress Report Due Date(s):
01/14/2014
05/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 40 Instructional grouping requirements for students aged five
Partially Implemented
and older
Department CPR Findings:
Document review indicated that two middle school academic support classes exceed
instructional grouping requirements, as each class has 12 students assigned to one special
education teacher without a paraprofessional. Document review also demonstrated that the
high school's academic support blocks 3 and 4 for grades 10 and 11 are instructed by
paraprofessionals. Interviews with high school staff also indicated that one class for
academic support has 16 to 19 students with one teacher and no paraprofessionals, while
another class for students with significant needs is reported to have 10 students with one
teacher and no paraprofessionals. No instructional grouping data was provided for the high
school therapeutic program.
Description of Corrective Action:
In FY 2014 new and additional staff has been hired at the HS. This includes 4 new
Massachusetts certified teachers and 1 additional paraprofessional and 1 Instructional
Specialist. This brings the total number of HS special ed staff to 9, an increase from 6.
Administration has been working with the special education staff to make sure that
staff/student ratios are within the regulation. This will be an ongoing effort as classes may
change from Semester 1 to Semester 2.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Brian Haas, Principal, ASRHS
09/01/2014
Evidence of Completion of the Corrective Action:
Program descriptions, enrollment data, daily schedules for academic periods, teacher/para
schedules
Description of Internal Monitoring Procedures:
Oversight by the HS Principal and Assistant Principal in conjunction with the Director of
Special Education. Monitoring of enrollment data through the special ed software data base.
Weekly meetings with HS special education staff.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 40 Instructional grouping requirements
Approved
for students aged five and older
Status Date: 10/28/2013
Basis for Status Decision:
The district provided information on staffing at the high school. The instructional grouping
at the middle school was not addressed.
Department Order of Corrective Action:
Using the instructional grouping format in the Document Library for WBMS, compile a new
set of data for the middle and high school instructional groupings of any class that is
comprised of only IEP students.
Required Elements of Progress Report(s):
Submit the instructional grouping sheets, found in the Document Library of WBMS, for all
classes with only IEP students at the Middle School and the High School by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District 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:
Document review indicated that the district's procedures for suspension of students with
disabilities do not include students on 504 Plans.
Description of Corrective Action:
All school based student/parent handbooks will be updated to reflect the district's
procedures for suspension of students with disabilities to include students on 504 plans
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Ed
Completion:
ASRSD Building Principals
08/31/2014
Evidence of Completion of the Corrective Action:
Copies of student handbooks for elementary, middle and high school
Description of Internal Monitoring Procedures:
ASRSD Regional Leadership team will monitor progress toward making these changes
prior to handbooks going to print
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
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
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a copy of the updated information for the Middle and High Schools handbooks by
January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
44
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 47 Procedural requirements applied to students not yet
Partially Implemented
determined to be eligible for special education
Department CPR Findings:
According to document review, although the district has a procedure for disciplining
students not yet determined to be eligible for special education, this process is not
documented in the student handbook. Staff interviews also indicated that administrative
staff members are not familiar with the policy's requirements.
Description of Corrective Action:
All school based student/parent handbooks will be updated to reflect the district's
procedures for suspension of students not yet determined to be eligible for special
education. Administrative staff will become familiar with the policy's requirements.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD Building Principals
09/01/2014
Evidence of Completion of the Corrective Action:
Copies of student handbooks for elementary, middle and high school. Copies of meeting
agenda outlining this training.
Description of Internal Monitoring Procedures:
ASRSD Regional Leadership team will monitor progress toward making these changes
prior to handbooks going to print
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 47 Procedural requirements applied to
students not yet determined to be
eligible for special education
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a copy of the discipline process for students with disabilities and the procedures
for students not yet eligible for special education by January 14, 2014.
Submit evidence of training for all Principals on the procedures to be published in the
student handbook on disciplining students not yet determined eligible and provide the
training agenda, signed attendance sheets and materials shared at the training by
January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
45
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 51 Appropriate special education teacher licensure
Partially Implemented
Department CPR Findings:
Document review demonstrated that six special education teachers do not have current
state licensure.
Description of Corrective Action:
All of the staff listed (except one) as not holding the appropriate certificate have been
checked with the Department of Elementary and Secondary Education's ELAR system to
confirm that they do hold the appropriate licensure. The one staff in question is actively
pursuing this licensure and anticipates holding it by June, 2014.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Carl Mock, Superintendent
09/01/2014
Evidence of Completion of the Corrective Action:
Massachusetts DESE ELAR reports for special education teachers noted in the CPR finding.
Description of Internal Monitoring Procedures:
Superintendent's office monitors all staff licensing and certification.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 51 Appropriate special education
teacher licensure
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of a waiver for the teacher who is pursuing licensure by June 2014 and
provide a list of the other staff and any newly hired special education staff that includes
the name and license number by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 52 Appropriate certifications/licenses or other credentials -Partially Implemented
related service providers
Department CPR Findings:
Document review demonstrated that four related service providers do not have current
licensure.
Description of Corrective Action:
All of the staff listed (except one) as not holding the appropriate certificate have been
checked with the Department of Elementary and Secondary Education's ELAR system to
confirm that they do hold the appropriate licensure. The one staff in question is actively
pursuing this licensure and anticipates holding it by June, 2014.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Carl Mock, Superintendent
12/01/2014
Evidence of Completion of the Corrective Action:
Massachusetts DESE ELAR reports for the related service providers noted in the CPR
finding.
Description of Internal Monitoring Procedures:
Superintendent's office monitors all staff licensing.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 52 Appropriate certifications/licenses
or other credentials -- related service
providers
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the names and license number of the four related services staff by January 14,
2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 54 Professional development
Partially Implemented
Department CPR Findings:
Document review and staff interviews indicated that the district does not provide
professional development for all staff on required topics for special education, including
state and federal special education requirements and related local special education
policies and procedures. Document review also indicated that training is not provided for
transportation providers on individual student needs and appropriate methods of meeting
those needs.
Description of Corrective Action:
The district provides professional development to staff through a variety of ways including
but not limited to: Required Civil Rights, 504, Special Ed, Health and Safety information at
the beginning of each school year; access to Ayer Shirley SEPAC workshops (i.e., IEP 101,
Parents Rights); a full year of paraprofessional training for all paras on topics related to
the students needs; training through the Special Education Collaborative. In addition, the
Director of Special Education is able to utilize building based staff meetings to inform
teachers of special education requirements and related special education
policies/procedures
The transportation companies that work with the district provide documentation as to the
training that they provide to their drivers/monitors. The district will extend an offer to
provide additional training and will ensure documentation of what is already provided is
up-to-date.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
09/01/2014
Evidence of Completion of the Corrective Action:
Paraprofessional PD schedule, Ayer Shirley SEPAC notice about trainings, building based
staff meeting agendas, Documentation from transportation companies
Description of Internal Monitoring Procedures:
Annual oversight of professional development opportunities by Director of Special
Education, Professional Development Committee and building principals
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 54 Professional development
Corrective Action Plan Status: Partially
Approved
Status Date: 10/28/2013
Basis for Status Decision:
Specific training topics for special education are required for all staff, along with evidence
of attendance. The training for transportation that was lacking in the documentation
submitted by the district was specific to individual student needs related to health and
safety of the individual students.
Department Order of Corrective Action:
Provide an all staff training -- including general education and special education teachers
and related services staff -- on special education laws and regulations. Develop
procedures and training for transportation providers for any student receiving special
transportation on the needs and methods of meeting individual student needs.
Required Elements of Progress Report(s):
Submit evidence of training for transportation providers, before they begin transporting
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
48
any special education student receiving special transportation, on his or her needs and
appropriate methods of meeting those needs; for any such student it also provides written
information on the nature of any needs or problems that may cause difficulties. Please
provide the training agenda, signed attendance sheets and materials presented by
January 14, 2014.
Provide evidence of training for all staff (general educators, related service providers and
special education teachers) on special education laws, regulations and local policies and
procedures that includes the training agenda, signed attendance sheets and the materials
for training by May 6, 2014.
Progress Report Due Date(s):
01/14/2014
05/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
49
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 55 Special education facilities and classrooms
Partially Implemented
Department CPR Findings:
Observation at the Page Hilltop Elementary School demonstrated that students who
receive speech and language services must pass through the front of a classroom where
another group of students concurrently receives special education services, which creates
distractions and precludes student privacy.
Observations demonstrated that the high school's therapeutic classroom is identified with
stigmatizing signage as a special education program.
Description of Corrective Action:
The High School Therapeutic room no longer has any stigmatizing signage indicating that
program as a special ed program. The teacher for that program has been replaced and
the program is going through extensive re-vamping.
The classroom at Page Hilltop is in the process of being rearranged so that small group
instruction can be delivered concurrently without creating distractions and disrupting
student privacy.
Title/Role(s) of Responsible Persons:
Expected Date of
Fred Deppe, Page Hilltop Principal
Completion:
Brian Haas, ASRHS Principal
08/31/2014
Evidence of Completion of the Corrective Action:
The district will provide photos of these areas and will welcome the CPR chair in a revisit
to these two areas.
Description of Internal Monitoring Procedures:
Oversight by the Principals to ensure that these areas remain as described.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 55 Special education facilities and
classrooms
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a floor plan of the high school that indicates where the Therapeutic program is
located and how it is identified by January 14, 2014.
Provide a floor plan for Page Hilltop that delineates the two instructional spaces with
tables, chairs and dividers identified by January 14, 2014.
Submit a date and time for an onsite visit by a DESE representative, to be conducted by
May 6, 2014.
Progress Report Due Date(s):
01/14/2014
05/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 3 Access to a full range of education programs
Partially Implemented
Department CPR Findings:
Review of the district's documents and policies regarding access to a full range of
educational programs revealed that gender identity as a protected category is not
included.
Description of Corrective Action:
Gender Identity as a protected category will be included in all district documents and
policies.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD Building principals
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of the district's documents and policies.
Description of Internal Monitoring Procedures:
Regional Leadership Team will review documents/policies within their purview for
compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 3 Access to a full range of education
programs
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity, including a training agenda, signed
attendance sheets and copies of the materials by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District 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:
Document review, staff interviews and parent surveys indicated the district does not have
procedures for translating important school documents or a system of oral interpretation
to assist parents/guardians with limited English skills, including those who speak lowincidence languages.
Description of Corrective Action:
The district has identified families who will need to have information translated into their
home language and what those languages are. The Special Education and the ELL offices
have identified and contacted translators who are able to attend team meetings, provide
evaluations to student in their primary language, translate reports and IEPs into home
languages and dedicated a budgetary line item to cover all of the previously mentioned.
The district also uses translated materials (i.e., Parent's Rights brochures) from the DESE
website.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Karen Murphy, ELL Coordinator
08/31/2014
Evidence of Completion of the Corrective Action:
Copies of translated documents (i.e., IEPs, Evaluation summaries), team meeting
attendance sheets, district list of identified translators and the services they provide.
Description of Internal Monitoring Procedures:
Annual, ongoing monitoring of home language surveys, list of translators, translated
documents library.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7 Information to be translated into
languages other than English
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Develop a system to identify any parent/guardian or student that requests or requires
translation or interpretation of important documents. Please consider the home language
survey, provided to all families, as one primary source of parental request for translated
documents. Also provide evidence of staff training on the procedures for translation and
documentation of oral translations, 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.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
52
Submit the results of an administrative review of translations for parents whose home
language survey indicates a need for translation. This review can include special
education, ELE, or documents from student cumulative files. Indicate the number of files
reviewed at each level, 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
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
53
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7A School year schedules
Partially Implemented
Department CPR Findings:
Document review indicated that not all high school students are scheduled for 990 hours
of structured learning time when the students' schedules include non-directed study halls.
Document review and interviews indicated these study halls are staffed by
paraprofessionals and do not include activities directly related to a program of studies.
Description of Corrective Action:
The High School Principal and Guidance Department will review the program of studies to
make sure that 990 hours of structured learning time includes all academic support times
to include activities directly related to a program of studies.
Title/Role(s) of Responsible Persons:
Expected Date of
Brian Haas, ASRHS Principal
Completion:
08/31/2014
Evidence of Completion of the Corrective Action:
Updated Program of Studies
Description of Internal Monitoring Procedures:
Oversight by the Principal of Ayer Shirley Regional High School
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7A School year schedules
Corrective Action Plan Status: Partially
Approved
Status Date: 10/28/2013
Basis for Status Decision:
The district did not address the use of study halls staffed by paraprofessionals.
Department Order of Corrective Action:
Provide evidence of appropriate staffing for all directed study at the high school.
Required Elements of Progress Report(s):
Provide the staffing by name/licensure number for all directed studies and a new
worksheet for structured learning time signed by the Principal and the Superintendent by
January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7B Structured learning time
Partially Implemented
Department CPR Findings:
See CR 7A.
Description of Corrective Action:
The High School Principal and School Counseling Department will review the program of
studies to make sure that 990 hours of structured learning time includes all academic
support times to include activities directly related to a program of studies.
Title/Role(s) of Responsible Persons:
Expected Date of
Brian Haas, Principal ASRHS
Completion:
08/31/2014
Evidence of Completion of the Corrective Action:
Updated Program of Study, Class Schedules
Description of Internal Monitoring Procedures:
Oversight by HS Principal
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7B Structured learning time
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):
See progress reporting requirement for CR 7A.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7C Early release of high school seniors
Not Implemented
Department CPR Findings:
Document review revealed that high school seniors are released more than 12 days
before the regular scheduled closing date of the high school.
Description of Corrective Action:
The Principal will review school year calendar to ensure that high school seniors are not
released more than 12 days before the regular scheduled closing date of the high school
Title/Role(s) of Responsible Persons:
Expected Date of
Brian Haas, Principal ASRHS
Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
School year calendar with graduation information.
Description of Internal Monitoring Procedures:
Oversight by HS Principal, Superintendent and School Committee
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7C Early release of high school
seniors
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the high school calendar for SY2013-2014 that demonstrates the early release for
seniors is 12 or fewer days from the close of school by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 8 Accessibility of extracurricular activities
Partially Implemented
Department CPR Findings:
Review of the district's documents and policies regarding accessibility of extracurricular
activities revealed that gender identity is not included as a protected category.
Description of Corrective Action:
Gender Identity as a protected category will be included in all district documents and
policies regarding accessibility of extracurricular activities.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD Building principals
06/30/2014
Evidence of Completion of the Corrective Action:
Copy of updated documents and policies focusing on accessibility of extracurricular
activities.
Description of Internal Monitoring Procedures:
Regional Leadership Team will review documents/policies within their purview for
compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 8 Accessibility of extracurricular
activities
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity in district policies & documents on
extracurricular activities, including a training agenda, signed attendance sheets and
copies of the materials by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 9 Hiring and employment practices of prospective employers
Partially Implemented
of students
Department CPR Findings:
A review of the district's documents indicated that the statement signed by employers
recruiting at the high school does not include gender identity as a protected category.
Description of Corrective Action:
Gender Identity as a protected category will be included in district documents signed by
employers recruiting at the high school.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Brian Haas, ASRHS Building principal
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of the district documents
Description of Internal Monitoring Procedures:
Regional Leadership Team will review documents/policies within their purview for
compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 9 Hiring and employment practices of
prospective employers of students
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity district documents signed by
employers recruiting at the high school, including a training agenda, signed attendance
sheets and copies of the materials by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 10A Student handbooks and codes of conduct
Partially Implemented
Department CPR Findings:
Document review and staff interviews indicated that the code of conduct has not been
translated into the major languages of the district. The high school handbook and code of
conduct do not reference M.G.L. c. 76, s. 5 and do not include procedures for the
discipline of students with special needs or students with Section 504 plans. Additionally,
document review demonstrated that the high school handbook's complaint procedures do
not include discrimination complaints. The high school handbook also does not contain a
description of student due process rights in its section on student discipline.
Description of Corrective Action:
The ASRHS' code of conduct will be translated into Spanish and Portuguese (two primary
languages of families in the district). The handbook will be updated to reflect the changes
to the code of conduct that include references to M.G.L.c.76, s.5 and discipline procedures
that include students with Section 504 plans. In addition the handbook's complaint
procedures will be update to include discrimination complaints. The student discipline
section will be updated to include the description of student due process rights.
Title/Role(s) of Responsible Persons:
Expected Date of
Brian Haas, Principal Ayer Shirley Regional HS
Completion:
08/26/2014
Evidence of Completion of the Corrective Action:
Copies of Code of Conduct in Spanish and Portuguese, update student handbooks that
include the M.G. L. reference, students with Section 504 plans, complaint procedures with
discrimination complaints and student due process rights in the student discipline section.
Description of Internal Monitoring Procedures:
Oversight by HS Principal, Annual review of student handbooks prior to going to print.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 10A Student handbooks and codes of
conduct
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the copy of the student handbook with translations, the citation for M.G.L. c.76,
s.5 for the code of conduct, and appropriate procedures for discipline of students with
disabilities, due process procedures and the complaint procedures that include
discrimination. In addition, provide evidence of training for administrative staff that
includes the training agenda, signed attendance sheets and materials presented by May 6,
2014.
Progress Report Due Date(s):
05/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 11A Designation of coordinator(s); grievance procedures
Partially Implemented
Department CPR Findings:
Document review and staff interviews indicated that grievance procedures are limited to
sexual harassment and do not include complaints alleging discrimination based on sex or
disability.
Description of Corrective Action:
The grievance procedures will be updated to include complaints alleging discrimination
based on sex or disability.
Title/Role(s) of Responsible Persons:
Expected Date of
Carl Mock, Superintendent
Completion:
Mary Beth Hamel, Assistant Superintendent
08/31/2014
Evidence of Completion of the Corrective Action:
Copy of updated grievance procedure.
Description of Internal Monitoring Procedures:
Oversight by Superintendent and/or Assistant Superintendent
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 11A Designation of coordinator(s);
grievance procedures
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a copy of the grievance procedures that include discrimination based on sex or
disability and evidence of training for administrative staff including the training agenda,
signed attendance sheets and materials presented by May 6, 2014.
Progress Report Due Date(s):
05/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 12A Annual and continuous notification concerning
Partially Implemented
nondiscrimination and coordinators
Department CPR Findings:
Review of district documents revealed that the materials and other media used to
publicize the district schools do not include gender identity as a protected category in the
nondiscrimination statement.
Description of Corrective Action:
Gender Identity as a protected category will be included in all district materials and other
media used to publicize the district schools.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD Leadership Team
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of materials and web-site.
Description of Internal Monitoring Procedures:
Regional Leadership Team will review documents/policies to review for compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 12A Annual and continuous
notification concerning nondiscrimination
and coordinators
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity, including a training agenda, signed
attendance sheets and copies of the materials by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 14 Counseling and counseling materials free from bias and
Partially Implemented
stereotypes
Department CPR Findings:
A review of district documents and staff interviews indicated that gender identity is not
included as a protected class in the review of counseling materials to ensure materials are
free from stereotypes and bias.
Description of Corrective Action:
Gender Identity as a protected category will be included in all district documents and
policies.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
ASRSD Building principals
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of the district's counseling materials.
Description of Internal Monitoring Procedures:
Annual oversight by Director of Special Education and building principals
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 14 Counseling and counseling
materials free from bias and stereotypes
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity in the review of counseling
materials to ensure materials are free from stereotypes and bias. Please provide a
training agenda, signed attendance sheets and copies of the materials by January 14,
2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 15 Non-discriminatory administration of scholarships, prizes
Partially Implemented
and awards
Department CPR Findings:
Documentation and staff interviews indicated that the scholarship policy and procedures
do not include gender identity as a protected class.
Description of Corrective Action:
Gender Identity as a protected category will be included in all district scholarship policies
and procedures.
Title/Role(s) of Responsible Persons:
Expected Date of
Ayer Shirley Regional Middle and High School Building principals
Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Copies of district scholarship policies and procedures.
Description of Internal Monitoring Procedures:
Annual monitoring of scholarships by MS and HS principals.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 15 Non-discriminatory administration
of scholarships, prizes and awards
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity in the district's scholarship policies
& procedures, including a training agenda, signed attendance sheets and copies of the
materials by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 18 Responsibilities of the school principal
Partially Implemented
Department CPR Findings:
Document review demonstrated that the regionalized school district has not yet developed
a curriculum accommodation plan.
Description of Corrective Action:
The Ayer Shirley Regional School District has a developed curriculum accommodation plan
to be submitted to DESE.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
08/28/2013
Evidence of Completion of the Corrective Action:
The Ayer Shirley Regional School DCAP.
Description of Internal Monitoring Procedures:
Regional leadership team reviews DCAP annually to ensure compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 18 Responsibilities of the school
principal
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the current curriculum accommodation plan for the regional school district by
January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 21 Staff training regarding civil rights responsibilities
Partially Implemented
Department CPR Findings:
Document review indicated that gender identity as a protected category is not included in
the district-wide training on civil rights responsibilities.
Description of Corrective Action:
Gender Identity as a protected category is included in all district district-wide training on
civil rights responsibilities. ALL staff and employees were required to complete the
training and submit documentation by 9/30/2013.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Mary Beth Hamel, Assistant Superintendent
08/26/2013
Evidence of Completion of the Corrective Action:
Copy of the Civil Rights slideshow, staff acknowledgement of completion of the training.
Description of Internal Monitoring Procedures:
Annual review of the Civil Rights training to ensure any newly identified category is
reflected in the presentation.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 21 Staff training regarding civil rights
responsibilities
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/28/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity in the district's training on civil
rights responsibilities, including a training agenda, signed attendance sheets and copies of
the materials by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
65
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 24 Curriculum review
Partially Implemented
Department CPR Findings:
Document review indicated that the district process to review all educational materials for
simplistic and demeaning generalizations does not include gender identity as a protected
category.
Description of Corrective Action:
The district process to review all educational materials for simplistic and demeaning
generalizations will be updated to include gender identity as a protected category.
Title/Role(s) of Responsible Persons:
Expected Date of
Mary Beth Hamel, Assistant Superintendent
Completion:
06/30/2014
Evidence of Completion of the Corrective Action:
Copy of district review for educational materials.
Description of Internal Monitoring Procedures:
Assistant Superintendent in Support of Teaching and Learning reviews the educational
materials review process.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 24 Curriculum review
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):
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity and the procedures for review of all
educational materials including a training agenda, signed attendance sheets and copies of
the materials by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 25 Institutional self-evaluation
Partially Implemented
Department CPR Findings:
Document review indicated that the district does not annually evaluate all aspects of its K12 programming to ensure that all students, regardless of race, color, sex, gender
identity, religion, national origin, limited English proficiency, sexual orientation, disability,
or housing status, have equal access to all programs, including athletics and other
extracurricular activities.
Description of Corrective Action:
The district has developed an annual review process to be completed by the Regional
Leadership Team in the late winter/spring of each school year.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Carl Mock, Superintendent and Regional Leadership Team
06/30/2014
Evidence of Completion of the Corrective Action:
Copy of the completed annual review of the K-12 programming within the district.
Description of Internal Monitoring Procedures:
Oversight of the annual planning process by the Director of Special Education and
Regional Leadership team.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 25 Institutional self-evaluation
Corrective Action Plan Status: Partially
Approved
Status Date: 10/28/2013
Basis for Status Decision:
The district process was not identified as a review of equal access for all programs K-12.
Department Order of Corrective Action:
Develop a procedure or instrument for the Leadership Team to use to administer annually
to determine equal access of all protected categories to all k-12 district programming.
Required Elements of Progress Report(s):
Submit a copy of the instrument developed to administer to staff to ensure that all
students, regardless of race, color, sex, religion, national origin, limited English
proficiency, sexual orientation, gender identity, disability, or housing status, have equal
access to all programs, including athletics and other extracurricular activities by May 6,
2014.
Progress Report Due Date(s):
05/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 26A Confidentiality and student records
Partially Implemented
Department CPR Findings:
A review of Page Hilltop Elementary School records demonstrated that personally
identifiable information for several students is present in other students' records.
Description of Corrective Action:
The Ayer Shirley Special Education office will complete a record review of Page Hilltop
Elementary School records to remove any personally identifiable information from student
records that don't pertain to that student.
Title/Role(s) of Responsible Persons:
Expected Date of
Teri Babetski, Director of Special Education
Completion:
Special Education office staff
06/30/2014
Evidence of Completion of the Corrective Action:
Review of Page Hilltop Elementary School student records.
Description of Internal Monitoring Procedures:
Oversight by Director of Special Education and Special Ed office staff as to what is placed
in student records through intermittent student record reviews.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 26A Confidentiality and student
Approved
records
Status Date: 10/28/2013
Basis for Status Decision:
The district did not address the need to train administrative staff on maintenance of
student records requirements.
Department Order of Corrective Action:
Training needs to be provided to professional staff and the record keepers at Page Hilltop
regarding personally identifiable information in addition to the district removing any
information from records.
Required Elements of Progress Report(s):
Provide evidence of training on student record confidentiality requirements, particularly
with regard to managing personally identifiable information for Page Hilltop Elementary
School. Provide training agenda and signed attendance sheet with role identified and
materials presented by January 14, 2014.
Progress Report Due Date(s):
01/14/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
District: Ayer-Shirley Public Schools
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Ayer Shirley Regional School District/Mary Beth Hamel
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: April 1, 2015
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18
Rating: Partially Implemented
Department CPR Finding: Record review indicated that student files do not consistently contain
annual parent notification letters or home language surveys.
Narrative Description of Corrective Action: The district has created a checklist for the student's ELL
folder which includes a list of all required documents, including parent notifications. Home language
surveys in native languages will be provided to parents at the time of registration.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Karen Murphy, District ELL
Corrective Action Activity: September 30,
Coordinator
2014
Evidence of Completion of the Corrective Action: review of student ELL records
Description of Internal Monitoring Procedures: The district ELL Coordinator will conduct biannual ELL records reviews in each of the four schools to ensure that ESL teachers comply with the
ELE18. Additionally, department agendas and meeting notes will reflect the action of completing
required forms.
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 provided a revised procedure for monitoring
required documents including the annual parent notification letters and home language surveys, along
with identifying a person responsible for implementing this procedure. However, the district is also
required to illustrate how the revised policy and procedure will be disseminated to staff and how staff
will be trained on these new procedures.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
69
Department Order of Corrective Action: Provide training to all appropriate staff on the district’s
monitoring procedures to ensure that parent notification letters and home language surveys are
consistently contained within the files of English language learners.
Required Elements of Progress Report(s):
By September 30, 2014, please submit a copy of the revised checklist for the student ELL folder,
along with evidence of staff training to appropriate staff on the district’s procedures to ensure that
parent notification letters and home language surveys are consistently contained within the files of
English language learners. Evidence of training should include agenda, signed attendance sheets, and
examples of training materials.
By December 19, 2014, please submit of an administrative record review of a sample of ELL student
records for evidence that parent notification letters and home language surveys are consistently
contained within the files of English language learners. Indicate the number of records reviewed, the
number found 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 note that 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 level for the record review; b) Date of the review; c) Name of the person(s) who
conducted the review, their role(s), and their signature(s).
Progress Report Due Date(s): September 30, 2014
December 19, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Ayer Shirley School District CPR Corrective Action Plan
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