MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Falmouth
CPR Onsite Year: 2011-2012
Program Area: Special Education
All corrective action must be fully implemented and all noncompliance
corrected as soon as possible and no later than one year from the issuance
of the Coordinated Program Review Final Report dated 02/24/2012.
Mandatory One-Year Compliance Date: 02/24/2013
Summary of Required Corrective Action Plans in this Report
Criterion
SE 8
Criterion Title
IEP Team composition and attendance
SE 9
SE 14
Timeline for determination of eligibility and provision of
documentation to parent
Review and revision of IEPs
SE 18B
Determination of placement; provision of IEP to parent
SE 40
Instructional grouping requirements for students aged five
and older
Procedural requirements applied to students not yet
determined to be eligible for special education
Student handbooks and codes of conduct
SE 47
CR 10A
CPR Rating
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 8 IEP Team composition and attendance
Partially Implemented
Department CPR Findings:
Student record review indicated that when a required Team member does not attend a
Team meeting: (a) the district and the parent do not always agree, in writing, that the
attendance of the Team member is not necessary because the member´s area of the
curriculum or related services is not being modified or discussed; or (b) the district and
the parent do not always agree, in writing, to excuse a required Team member´s
participation and the excused member does not provide written input into the
development of the IEP to the parent and the IEP Team prior to the meeting.
Documentation indicates that the district has developed a form contrary to regulatory
requirements that seeks a parent's written consent to excuse a required Team member,
when the member's area of the curriculum or related services are being modified and
discussed, without the excused Team member needing to submit written input into the
development of the IEP.
Description of Corrective Action:
The Director of Pupil Personnel has met with a group of administrators to develop
appropriate excusal forms. This workgroup of Assistant Principals/Team Chairs and SPED
Department Heads meets biweekly. The Coordinated Program Review and now the CAP
are areas of ongoing discussion and training in this venue. Training will be provided to
the district Team Chairpersons regarding the use of an appropriate excusal form including
written parental consent to excuse a team member, and the requirement pertaining to
written input on the part of the excused team member.
Title/Role(s) of responsible Persons:
Expected Date of
Beverly Shea, Director of Pupil Personnel
Completion:
Anne Barnes, Out of District Coordinator
11/16/2012
Evidence of Completion of the Corrective Action:
Two excusal forms were developed and will be submitted with the Corrective Action Plan.
Agendas and training materials, and attendance sheets will also be included with the CAP.
Description of Internal Monitoring Procedures:
Director of Pupil Personnel Services will be responsible for conducting 3 on-site record
reviews per school year. Each building in the district will be included in the review, during
which 6 files will be reviewed per building, with a mix of annual reviews, initial evaluations
and 3 year evaluations. A form will be developed that will include a checklist for each
area cited ?in this case that would include a check for excusal forms when a team
member is absent from a meeting. In addition to the checklist, a narrative will be written
including a summary of the findings. The development of the new excusal forms included
input from the team chairs and SPED Dept. Heads. As a result of the Coordinated
Program Review process, the PPS Director has already implemented this on-site
monitoring process. Visits were made to each building over the past several months, and
summaries were written. The next step is to develop a monitoring form for these visits.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 8 IEP Team composition and
Status Date: 03/28/2012
attendance
Basis for Partial Approval or Disapproval:
The district has met to develop an appropriate excusal form for use when a required Team
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member does not attend a Team meeting. The district also proposed training staff on the
use of the revised form. Although the district indicated the they submitted evidence of
completion with the CAP, they rather meant to propose that supporting documentation
would be submitted with progress reports. The district has developed an internal
monitoring process to ensure ongoing compliance.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By June 08, 2012, submit a copy of the revised forms used to excuse a required Team
member from a Team meeting and submit as evidence of training on excusal procedures
the following: (1) agenda; (2) signed attendance sheet(s) indicating role of staff; (3)
training materials; (4) date of the training(s). By November 9, 2012, submit a summary
report of the internal monitoring of records reviewed subsequent to the implementation
of corrective actions on the excusal of Team members. Include the following: (1) the
number of records reviewed, (2) rate of compliance, (3) description of root cause(s) of
any non-compliance. Please note when conducting internal monitoring the district must
maintain the following documentation and make it available to the Department upon
request: list of student names and grade levels for the records reviewed, date of the
review, name(s) of person(s) who conducted the review with roles and signatures.
Progress Report Due Date(s):
06/08/2012
11/09/2012
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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 record review and interviews indicate that Team meetings do not always take
place 45 days following receipt of the parent's written consent for an evaluation.
Description of Corrective Action:
The Director of Pupil Personnel Services has met with an administrative group of assistant
principals/team chairpersons to review this finding and to brainstorm about ways to
improve in this area. We will make a concerted effort to schedule meetings with enough
time to reschedule within the 45 day timeline in the event that a parent cancels at the last
minute, which is often the root cause of this issue. Training has and will be provided to
this administrative group, with building based follow-up visits as described later in the
Internal Monitoring Process section.
Title/Role(s) of responsible Persons:
Expected Date of
Beverly Shea, Director of Pupil Personnel Services
Completion:
Ann Barnes, Out of District Coordinator
11/12/2012
Evidence of Completion of the Corrective Action:
Agendas, attendance sheets and training materials from our team chair meetings will be
submitted as part of the CAP.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will be responsible for conducting 3 yearly on-site
visits to each building in the district for file reviews in order to monitor this timeline
requirement. A form will be developed with a checklist and a narrative component
describing our findings with respect to compliance in this area.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 9 Timeline for determination of
Approved
eligibility and provision of documentation
Status Date: 03/28/2012
to parent
Basis for Partial Approval or Disapproval:
Although the district met with an administrative group to discuss the finding and consider
the root causes of the non-compliance, they did not review the timelines of initial and reevaluations to reach their conclusion. Although the district indicated the they submitted
evidence of completion with the CAP, they rather meant to propose that supporting
documentation would be submitted with progress reports. The district has developed an
internal oversight and tracking system to ensure that Team meetings take place within 45
days following receipt of the parent's written consent for an evaluation.
Department Order of Corrective Action:
Review the timelines of initial evaluations and re-evaluations that have been conducted
this past school year and analyze this data to establish the root cause(s) for noncompliance. Based on this root cause analysis indicate the specific corrective actions
taken to remedy the non-compliance.
Required Elements of Progress Report(s):
By June 8, 2012, submit the outcomes of the root cause analysis with the specific
proposal for remedying the non-compliance. By November 9, 2012, submit a report of
the results of an internal review of records in which an initial evaluation or re-evaluation
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was conducted since implementation of the oversight and tracking system for compliance
with timelines. Include the following: (1) the number of records reviewed, (2) rate of
compliance, (3) description of root cause(s) of any non-compliance. Please note when
conducting internal monitoring the district must maintain the following documentation and
make it available to the Department upon request: list of student names and grade levels
for the records reviewed, date of the review, name(s) of person(s) who conducted the
review with roles and signatures.
Progress Report Due Date(s):
06/08/2012
11/09/2012
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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 record review indicated that the Team does not always meet on or before the
anniversary date of the IEP to review, revise or develop a new IEP.
Description of Corrective Action:
The Director of Pupil Personnel Services has provided training to the Assistant Principals,
Team Chairs and SPED Department Heads regarding this finding. She will continue to
provide oversight and training. As a result of working with this focus group, it was
determined that the root cause of the problem might have involved a misunderstanding
on the part of the team chair about moving the date of an annual review meeting to
match the date of a 3 year re-evaluation meeting. That misunderstanding has been
cleared up. The Director of Pupil Personnel Services will conduct on-site file reviews 3
times per year in each building in order to monitor compliance.
Title/Role(s) of responsible Persons:
Expected Date of
Beverly Shea, Director of Pupil Personnel Services
Completion:
Anne Barnes, Out of District Coordinator
11/16/2012
Evidence of Completion of the Corrective Action:
Training agendas, attendance sheets and training materials will be submitted to the DESE
as part of the CAP.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will be responsible for conducting on-site file
reviews 3 times per year in order to monitor compliance with this finding. A form will be
developed including a checklist and a narrative component to describe the on-site
findings. The Pupil Personnel Director has also met with each team chairperson to review
their procedures for scheduling meetings to increase our ability to meet time lines and to
become fully compliant.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs
Corrective Action Plan Status: Partially
Approved
Status Date: 03/28/2012
Basis for Partial Approval or Disapproval:
Although the district met with an administrative group to discuss the finding and consider
the root causes of the non-compliance, they did not review the timelines of annual
reviews and the student records of those not in compliance to reach their conclusion. The
district has developed an internal oversight and tracking system to ensure that Team
meetings take place on or before the anniversary date of the IEP.
Department Order of Corrective Action:
Review the timelines of annual reviews that have been conducted this past school year
and analyze student records to establish the root cause(s) for non-compliance. Based on
this root cause analysis indicate the specific corrective actions taken to remedy the noncompliance.
Required Elements of Progress Report(s):
By June 8, 2012, submit the outcomes of the root cause analysis with the specific
proposal for remedying the non-compliance. By November 9, 2012, submit a report of
the results of an internal review of records in which an annual review was conducted since
implementation of the oversight and tracking system for compliance with timelines.
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Include the following: (1) the number of records reviewed, (2) rate of compliance, (3)
description of root cause(s) of any non-compliance. Please note when conducting internal
monitoring the district must maintain the following documentation and make it available
to the Department upon request: list of student names and grade levels for the records
reviewed, date of the review, name(s) of person(s) who conducted the review with roles
and signatures.
Progress Report Due Date(s):
06/08/2012
11/09/2012
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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 indicates that the parent is not always provided with two copies of
the proposed IEP and placement immediately following the Team meeting.
Description of Corrective Action:
The Director of Pupil Personnel Services has met with Assistant Principals, Team
Chairpersons and SPED Department Heads to review this finding. As a result of our focus
group, we established a procedure that follows: The Team Chsirs will note on the N1 that
2 copies of the IEP has been sent out This will be monitored 3 times per year by the
Director of Pupil Personnel Services at each building as part of a file review.
Title/Role(s) of responsible Persons:
Expected Date of
Beverly Shea, Director of Pupil Personnel Services
Completion:
Anne Barnes, Out of District Coordinator
11/16/2012
Evidence of Completion of the Corrective Action:
Agendas, training materials, and attendance sheets will be submitted to the DESE as part
of the CAP. Also, copies of the newly developed compliance form including a checklist an
a narrative summary will be submitted as well.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will conduct 3 on-site reviews per year in each
building in the district in order to monitor compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 18B Determination of placement;
Status Date: 03/28/2012
provision of IEP to parent
Basis for Partial Approval or Disapproval:
The district has established a procedure to ensure that the parent is provided with two
copies of the IEP. They have met with staff, trained them in the procedure, and they
have developed an internal monitoring system.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By June 8, 2012, provide as evidence of training in the procedures to provide the parent
with two copies of the IEP the following: (1) agenda; (2) signed attendance sheet(s)
indicating role of staff; (3) training materials; (4) date of the training(s). By November 9,
2012, submit a summary report of the internal monitoring of records reviewed
subsequent to the implementation of corrective actions. Include the following: (1) the
number of records reviewed, (2) rate of compliance, (3) description of root cause(s) of
any non-compliance. Please note when conducting internal monitoring the district must
maintain the following documentation and make it available to the Department upon
request: list of student names and grade levels for the records reviewed, date of the
review, name(s) of person(s) who conducted the review with roles and signatures.
Progress Report Due Date(s):
06/08/2012
11/09/2012
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 40 Instructional grouping requirements for students aged five Partially Implemented
and older
Department CPR Findings:
Interviews and observations indicate that there is one class at the Morse Pond School that
has 17 students with disabilities with one teacher and one aide.
Description of Corrective Action:
The Director of Pupil Personnel Services will implement an on-site review at the Morse
Pond School, by visiting the classroom that had 17 students in it at the time of the DESE
visit. She will also review schedules for the students and rosters for the classroom to
ensure compliance. Training has already been provided for the administrator responsible
for these programs at the Morse Pond School. Visits will take place 3 times per year to
monitor compliance.
Title/Role(s) of responsible Persons:
Expected Date of
Beverly Shea, Director of Pupil Personnel Services
Completion:
Anne Barnes, Out of District Coordinator
11/16/2012
Evidence of Completion of the Corrective Action:
Training agendas, attendance sheets, and materials will be submitted to the DESE as part
of the CAP. Copies of the checklists associated with these on-site visits, including a
narrative summary of the findings will also be shared with the DESE.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will be responsible for conducting on-site visits to
the Morse Pond School 3 times per year to monitor compliance. A checklist and a
narrative summary of those visits will be completed.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 40 Instructional grouping
Status Date: 03/28/2012
requirements for students aged five and
older
Basis for Partial Approval or Disapproval:
Additional information submitted indicated that the district added an aide to the class at
Morse Pond School and changed one student's class schedule so that the class currently
has 16 students with one teacher and two aides. Training was provided to administrators
regarding instructional grouping requirements. A description of internal monitoring
process was provided.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By June 08, 2012, submit as evidence of training on instructional grouping requirements
the following: (1) agenda; (2) signed attendance sheet(s) indicating role of staff; (3)
training materials; (4) date of the training(s). By November 9, 2012, submit a summary
report of the internal monitoring of classes reviewed subsequent to the implementation
of corrective actions. Include the following: (1) the number of classes monitored, (2) rate
of compliance, (3) description of root cause(s) of any non-compliance (4) and the specific
corrective action taken by the district to remedy any non-compliance.
Progress Report Due Date(s):
06/08/2012
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11/09/2012
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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:
Documentation indicates that student codes of conduct do not contain the procedural
requirements applied to students not yet determined eligible for special education.
Description of Corrective Action:
In order to comply with this finding, the district developed language pertaining to the
codes of conduct that contain the procedural requirements applied to students not yet
determined eligible for special education.
Title/Role(s) of responsible Persons:
Expected Date of
Beverly Shea, Director of Pupil Personnel Services
Completion:
Anne Barnes, Out of District Coordinator
11/16/2012
Evidence of Completion of the Corrective Action:
The district will submit the newly written language to the DESE as part of the CAP, with
evidence of placement in our handbooks.
Description of Internal Monitoring Procedures:
Once the newly written language has been incorporated into our handbooks, we will know
that we have met the legal standard for this criteria.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 47 Procedural requirements applied to
Approved
students not yet determined to be
Status Date: 03/28/2012
eligible for special education
Basis for Partial Approval or Disapproval:
The district indicated that they have developed the language that will be inserted in
student handbooks regarding the procedural requirements applied to students not yet
eligible for special education. The district did not indicate that staff would be trained in
these procedures.
Department Order of Corrective Action:
Provide training to administrative staff on the procedural requirements applied to students
not yet eligible for special education.
Required Elements of Progress Report(s):
By June 8, 2012 submit a copy of the language that will be inserted in student handbooks
regarding the procedural requirements applied to students not yet eligible for special
education and evidence of staff training on these requirements, including the agenda,
training materials and sign-in sheet(s).
By November 9, 2012 submit a copy of the student handbook from each school.
Progress Report Due Date(s):
06/08/2012
11/09/2012
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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:
Documentation indicates that codes of conduct contained in elementary school handbooks
do not reference M.G.L. c. 76 s. 5 and the disciplinary measures that the school may
impose if it determines that harassment or discrimination has occurred.
Description of Corrective Action:
The District plans to add a reference to M.G.L. c.76s. 5 and the disciplinary measures that
a school may impose if it determines that harassment or discrimination has occurred, to
the elementary handbooks.
Title/Role(s) of responsible Persons:
Expected Date of
Beverly Shea, Director of Pupil Personnel Services
Completion:
Anne Barnes, Out of District Coordinator
11/16/2012
Evidence of Completion of the Corrective Action:
The district will submit this new reference to the DESE as part of the CAP along with
evidence of incorporating it into our elementary handbooks.
Description of Internal Monitoring Procedures:
Once the new information has been added to the elementary handbooks, we will know we
are in compliance with this criteria.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 10A Student handbooks and codes of
Approved
conduct
Status Date: 03/28/2012
Basis for Partial Approval or Disapproval:
The district indicated that they will add a reference to M.G.L. c. 76 s. 5 and the
disciplinary measures that the school may impose if it determines that harassment or
discrimination has occurred.
Department Order of Corrective Action:
Provide training to administrative staff on the disciplinary measures that the school may
impose if it determines that harassment or discrimination has occurred.
Required Elements of Progress Report(s):
By June 8, 2012 submit a copy of the language that will be inserted in student handbooks
regarding the disciplinary measures that the school may impose if it determines that
harassment or discrimination has occurred and evidence of staff training on these
requirements, including the agenda, training materials and sign-in sheet(s).
By November 09, 2012 submit a copy of the student handbook from each school.
Progress Report Due Date(s):
06/08/2012
11/09/2012
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