MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Hamilton-Wenham
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 10/17/2013.
Mandatory One-Year Compliance Date: 10/17/2014
Summary of Required Corrective Action Plans in this Report
Criterion
SE 18A
Criterion Title
IEP development and content
SE 18B
Determination of placement; provision of IEP to parent
SE 20
Least restrictive program selected
SE 22
IEP implementation and availability
SE 54
Professional development
SE 55
Special education facilities and classrooms
CR 3
Access to a full range of education programs
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
CR 6
Criterion Title
Availability of in-school programs for pregnant students
CR 7A
School year schedules
CR 7B
Structured learning time
CR 8
Accessibility of extracurricular activities
CR 9
Hiring and employment practices of prospective employers
of students
Student handbooks and codes of conduct
CR 10A
CR 12A
CR 18
Annual and continuous notification concerning
nondiscrimination and coordinators
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 15
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
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 18A IEP development and content
Partially Implemented
Department CPR Findings:
A review of student records indicated that, in some instances, the IEP Team did not
specifically address the skills and proficiencies needed to avoid and respond to bullying,
harassment, or teasing for students whose disability affects social skills development,
when the student's disability makes him or her vulnerable to bullying, harassment or
teasing, or for students identified with a disability on the autism spectrum.
Description of Corrective Action:
Team Chairpersons will be re-trained in how to reference the specific skills and
proficiencies in IEPs that are needed to respond to and avoid bullying, harassment or
teasing to ensure 100% compliance. Additionally, the district will redevelop its protocol to
guide this discussion and consideration at all team meetings.
Title/Role(s) of Responsible Persons:
Expected Date of
Director of Student Services
Completion:
Team Chairpersons
05/01/2014
Evidence of Completion of the Corrective Action:
Training agendas, memos and sign-in sheets; copy of district designed checklist to be
used at all team meetings.
Data collected from file reviews in January 2014 and April 2014.
Copy of redeveloped protocol to guide this discussion at all team meetings.
Description of Internal Monitoring Procedures:
Director and Chairpersons will conduct file reviews and all team meeting summary sheets
for all students with ASD diagnosis but also for students for whom criteria is relevant.
File reviews will occur in January 2014 and April 2014 for compliance. The district will
report the number of files reviewed at each level and the level of compliance found in
both January 2014 and April 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18A IEP development and content
Corrective Action Plan Status: Approved
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of the staff training, including attendance (with name and role), agenda,
and any training materials regarding IEP development that specifically addresses bullying.
This progress report is due February 3, 2014.
Conduct an internal record review, post training, of files in which skills to avoid bullying,
harassment and teasing were documented and addressed in the IEPs. Include in this
sample students with ASD as well as students whose disabilities disability affects social
skills development or who are vulnerable to bullying, harassment or teasing.
Please provide an analysis of this review to include the number of records reviewed, and
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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the number of records found to be non-compliant. For any records found to be noncompliant, please provide an analysis of the root cause(s) and any steps that the district
has taken to remedy the non-compliance. This progress report is due April 28, 2014.
*Please note that when 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 record review; b) Date of the review; c) Name of the
person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
02/03/2014
04/28/2014
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 18B Determination of placement; provision of IEP to parent
Partially Implemented
Department CPR Findings:
A review of student records and interviews confirmed that the district does not always
provide the parent with two copies of the proposed IEP and proposed placement following
development at the Team meeting.
Description of Corrective Action:
Chairpersons will be re-trained on the regulation that parents are to be provided with two
copies of the proposed IEP and proposed placement following the development of an IEP
at a Team Meeting. The district currently provides parent with one complete copy of the
proposed IEP and Placement Page and a second copy of both signature pages and request
that parents return the signature pages and keep the remaining paperwork.
Title/Role(s) of Responsible Persons:
Expected Date of
Director of Student Services
Completion:
Team Chairpersons
05/15/2014
Evidence of Completion of the Corrective Action:
Meeting agendas sign-in sheet and memo from training with Team chairperson on
November 13, 2013.
Copy of district protocol to be provided to DESE.
Data from results record review in mid January 2014 and Mid April 2014. The district will
maintain a list of student files reviewed, names of reviewer, and dates for review by the
Department upon request.
Description of Internal Monitoring Procedures:
In January and April of 2014, 15 student files will be randomly selected and reviewed for
compliance in this area.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 18B Determination of placement;
Status Date: 11/25/2013
provision of IEP to parent
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of the staff training, including attendance (with name and role), agenda,
and any training materials regarding the immediate provision of two copies of the
proposed IEP and placement to the parent. This progress report is due February 3, 2014.
Conduct an internal record review, post training, of files in which two copies of the
proposed IEP and placement were provided to the parent and clearly documented in the
student record. Provide an analysis of this review to include the number of records
reviewed and the number of records founds to be non-compliant. For any records found to
be non-compliant, provide an analysis of the root cause(s) and any steps that the district
has taken to remedy the non-compliance. This progress report is due April 28, 2014.
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*Please note that when 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 record review; b) Date of the review; c) Name of the
person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
02/03/2014
04/28/2014
06/23/2014
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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:
A review of student records indicated that the Non-participation Justification statement in
the IEP does not always indicate why the removal of the student from the general
education classroom is considered critical to the student's program and the basis for the
IEP Team's conclusion that education of the student in a less restrictive environment, with
the use of supplementary aids and services, could not be achieved satisfactorily.
Description of Corrective Action:
Team Chairs and student liaisons will be trained on the need to include documentation in
all IEPs for students who are removed from the general education setting and serviced in
any manner outside of the general education setting. Documentation MUST include
specific information regarding why student is not able to receive service in the general
education setting without supplementary aids and services.
Title/Role(s) of Responsible Persons:
Expected Date of
Director of Student Services
Completion:
Team Chairpersons
05/15/2014
Principals
Evidence of Completion of the Corrective Action:
Agenda, handouts, memos, participant sign in sheet
Result of random file review to be completed in January 2014 and April 2014
Description of Internal Monitoring Procedures:
A random review of IEPs generated between November 15, 2013 and January 15, 2014
and again between January 15, 2014 and April 15, 2014 will be completed to ensure
implementation of said criteria.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 20 Least restrictive program selected
Corrective Action Plan Status: Approved
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of the staff training conducted regarding Non-participation Justification
statements, including attendance (with name and role), agenda and any training
materials. This progress report is due February 3, 2014.
Conduct an internal record review of files with IEPs developed post training for evidence
that Non-participation Justification Statements clearly indicate why removal of the student
from the general education classroom is considered critical to the student's program and
the basis for the IEP Team's conclusion. Please provide an analysis of this review to
include the number of records reviewed and the number of records found to be noncompliant. For any records found to be non-compliant, please provide an analysis of the
root cause(s) and any steps that the district has taken to remedy the non-compliance.
This progress report is due April 28, 2014.
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*Please note that when 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 record review; b) Date of the review; c) Name of the
person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
02/03/2014
04/28/2014
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 22 IEP implementation and availability
Partially Implemented
Department CPR Findings:
Interviews confirmed that when an IEP has been accepted by the student's parents the
district has, at times, delayed full implementation of the IEP at the beginning of the
school year. In particular, at the elementary level, related services have been delayed for
as long as one month while classroom teachers and service providers work out logistics
regarding scheduling.
Description of Corrective Action:
The district will conduct a training and develop a procedure to ensure that all IEP services
are implemented as identified in all student IEPs on the first day of school while logistics
regarding scheduling are being worked out.
Title/Role(s) of Responsible Persons:
Expected Date of
Director of Student Services
Completion:
Principals
07/01/2014
Team chairpersons
Evidence of Completion of the Corrective Action:
Meeting agendas, sign in sheets and memos identifying mandate for immediate provision
of services.
Copy of procedure developed.
Description of Internal Monitoring Procedures:
Building Principals and Team Chairperson to communicate to all staff about this regulation
by 1 December 2013.
Procedure to be developed by related service staff to identify how services will be
implemented prior to the establishment of regular schedule at the beginning of a school
year by January 15, 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 22 IEP implementation and
Status Date: 11/25/2013
availability
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of the staff training, including attendance (with name and role), agenda,
and any training materials regarding the requirement that related services on all IEPs are
provided at the beginning of the school year. This progress report is due February 3,
2014.
Develop a sample of approximately 10-15 elementary students whose current, consentedto IEPs in September 2013 included related services. Cross-reference this sample of
students to the service providers & students September 2013 related services schedules
for evidence of full implementation of the students? IEPs. Based on the results of the
analysis, provide the district’s determination of the root cause(s) of the noncompliance,
the steps the district proposes to take to correct the root cause(s), and a timeline for the
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implementation of those corrections. Please include in the district's analysis how long
(e.g., how many weeks, etc) it took for each IEP to be fully implemented in September
2013. This progress report is due February 3, 2014.
*Please note that when 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 record review; b) Date of the review; c) Name of the
person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
02/03/2014
04/28/2014
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 54 Professional development
Partially Implemented
Department CPR Findings:
While the district was able to provide evidence of special education professional
development, interviews confirmed that paraprofessionals do not receive training on state
and federal special education requirements and related local special education policies and
procedures, analyzing and accommodating diverse learning styles of all students in order
to achieve an objective of inclusion in the general education classroom, and methods of
collaboration among teachers, paraprofessionals and teacher assistants to accommodate
diverse learning styles of all students in the regular classroom.
Description of Corrective Action:
The district will provide all special education teaching assistants with professional
development in the areas of state and federal regulations, accommodating needs of
diverse learners and methods of collaboration among teachers and teaching assistants at
the secondary level. The district currently provides training in these areas for all teaching
assistants at the elementary level.
Title/Role(s) of Responsible Persons:
Expected Date of
Director of Student Services
Completion:
Building Principals
07/01/2014
Special Education Team Chairpersons
Evidence of Completion of the Corrective Action:
Sign in sheets, meeting agendas and supporting documents
Leadership Team meeting agenda and Memo regarding communication with principals of
this requirement
Description of Internal Monitoring Procedures:
The Director of Student Services will receive and review agendas, sign in sheets and
supporting handouts by January 1, 2014.
Principals will be informed of this requirement at Leadership Team meeting on November
13, 2013.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 54 Professional development
Corrective Action Plan Status: Approved
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of the paraprofessional staff training, including attendance with name,
agenda, and any training materials regarding state and federal special education
requirements and related local special education policies and procedures This progress
report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
04/28/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hamilton-Wenham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 55 Special education facilities and classrooms
Partially Implemented
Department CPR Findings:
Onsite verification confirmed signage identifying spaces where special educational
services are provided, which stigmatizes students receiving such services. In particular,
counseling services at the middle school are provided in a room labeled "School
Psychologist" and occupational therapy services at the Winthrop Elementary School are
conducted in a room labeled "OT."
Description of Corrective Action:
Removal of all stigmatizing signage at Miles River Middle School and Winthrop Elementary
Schools has already occurred with the start of the 2013-2014 school year.
Title/Role(s) of Responsible Persons:
Expected Date of
Katherine Harris, Director of Student Services
Completion:
Building Principals
12/01/2013
Evidence of Completion of the Corrective Action:
There are no signs identifying special education service delivery spaces in any schools
following random walk-troughs by director and principals. The district will submit a
statement of assurance from building principals or Superintendent of Schools that all
signage has been removed upon request from the Department.
Description of Internal Monitoring Procedures:
In conjunction with Building Principals, signs have been removed.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 55 Special education facilities and
Status Date: 11/25/2013
classrooms
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The Department will conduct site visits at both the middle school and Winthrop
Elementary School to verify that signage identified during the CPR has been removed. A
Department representative will coordinate this visit with the special education director by
February 3, 2014.
Progress Report Due Date(s):
02/03/2014
04/28/2014
06/23/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 3 Access to a full range of education programs
Partially Implemented
Department CPR Findings:
A review of the district's documents and policies regarding access to a full range of
education programs confirmed that "gender identity" as a protected category was not
included.
Description of Corrective Action:
Gender Identity will be added to all district documents and policies regarding access to a
full range of education programs.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
Director of Human Resources
08/01/2014
Evidence of Completion of the Corrective Action:
Evidence will be 100% completion of the inclusion of gender identity in all policies and
documents such as school, student, and district handbooks, on school and district
websites, and in any other communication provided to staff, families and community
relevant to this topic.
Description of Internal Monitoring Procedures:
Notification of all principals/assistant principals and the Director of Human Resources in
December, 2013 to review all handbooks and documents and note all places where
gender identity must be included and after the annual review in Spring, 2014, and prior to
the final printing, review to insure all information has been updated prior to dissemination
at the start of 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 3 Access to a full range of education
Status Date: 11/25/2013
programs
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's updated policy regarding students' equal access to
general education programming that now includes "gender identity" as a protected class.
This progress report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 6 Availability of in-school programs for pregnant students
Partially Implemented
Department CPR Findings:
A review of the district's pregnancy policy confirmed that there is no language contained
within stating that once a student has given birth, the student is permitted to return to
the same academic and extracurricular program as before the leave.
Description of Corrective Action:
The district's pregnancy policy will be reviewed and updated to include language stating,
"once a student has given birth, the student is permitted to return to the same academic
and extracurricular program as before."
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
Policy Committee, Hamilton-Wenham School Committee
06/30/2014
Evidence of Completion of the Corrective Action:
An updated pregnancy policy that contains the required language and has been approved
by the School Committee.
Description of Internal Monitoring Procedures:
By December, 2013, the School Committee will be informed the pregnancy policy does
not meet compliance and must be updated to include the required language by June 30,
2014. The review of the policy will be monitored through the district's process of
approving policies at School Committee meetings, i.e. two public reviews and readings
and voting to approve the policy.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 6 Availability of in-school programs
Status Date: 11/25/2013
for pregnant students
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's pregnancy policy that contains all required language.
This progress report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hamilton-Wenham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7A School year schedules
Partially Implemented
Department CPR Findings:
Interviews indicated that the district is not meeting the required 990 hours of structured
learning time at the high school. See CR 7B.
Description of Corrective Action:
The high school's Directed Study course will be reviewed along with the schedule. The
Directed Study course will be structured to include specific tasks/activities directly related
to a program of study that will document and ensure accountability for students' time on
learning so that structured learning time meets the required 990 hours a year.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
High School Principal
06/30/2014
Assistant High School Principal
Evidence of Completion of the Corrective Action:
Evidence will be documents signed by students and teachers indicating and verifying
students are engaged in task-specific structured learning time for the total amount of
time of the study.
Description of Internal Monitoring Procedures:
Monthly review of documents collected from teachers and weekly observations of the
Directed Study period.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7A School year schedules
Corrective Action Plan Status: Approved
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
See required elements of progress reporting for CR 7B.
Progress Report Due Date(s):
02/03/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7B Structured learning time
Partially Implemented
Department CPR Findings:
Interviews with district staff confirmed that at the high school, students sign up for a
course titled "Directed Study," but in reality this is a non-directed study and does not
include activities directly related to a program of studies. It was also reported that
students consistently receive passes out of the "Directed Study" to go to the library or
cafeteria. The district is counting the "Directed Study" towards its structured learning time
requirements.
Description of Corrective Action:
The high school's Directed Study course will be reviewed along with the schedule. The
Directed Study course will be structured to include specific tasks/activities directly related
to a program of study that will document and ensure accountability for students' time on
learning so that structured learning time meets the required 990 hours a year.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
High School Principal
06/30/2014
High School Assistant Principal
Evidence of Completion of the Corrective Action:
Documents indicating students who have a Directed Study are engaged in task-specific
structured learning time for the total amount of time of the study.
Description of Internal Monitoring Procedures:
Monthly review of documents collected from students and weekly observations of the
Directed Study period.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7B Structured learning time
Corrective Action Plan Status: Approved
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit all documents regarding policy and procedures, supporting the restructuring of the
high school's Directed Study course, along with examples of specific tasks/activities that
are directly related to a program of study, and ensures student accountability. This
progress report is due February 3, 2014.
Submit an analysis, post implementation of these newly developed procedures, of the
monthly reviews collected by the district. This progress report is due April 28, 2014.
Progress Report Due Date(s):
02/03/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hamilton-Wenham 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:
A review of the district's documents and policies regarding accessibility of extracurricular
activities confirmed that "gender identity" as a protected category was not included.
Description of Corrective Action:
All district documents and policies regarding accessibility of extracurricular activities will
be reviewed and amended to include gender identity as a protected category.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
High School Principal
08/01/2014
Director of Athletics
Evidence of Completion of the Corrective Action:
Evidence will include all amended documents and policies showing the inclusion of gender
identity in the language of the district's nondiscriminatory statement.
Description of Internal Monitoring Procedures:
The review of all district documents such as school, student, and staff handbooks and
policies regarding accessibility of extracurricular actives will begin with a December, 2013
notification that gender identity must be added to policies regarding extracurricular
activities and conclude after a review and verification of the documents .
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 8 Accessibility of extracurricular
Status Date: 11/25/2013
activities
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's updated policy regarding student accessibility to
extracurricular activities that now includes "gender identity" as a protected class. This
progress report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 9 Hiring and employment practices of prospective employers
Partially Implemented
of students
Department CPR Findings:
A review of the district's documents confirmed that the statement signed by employers
recruiting at the school does not include "gender identity" as a protected category.
Description of Corrective Action:
Gender identity will be included in the statement signed by prospective employers who
recruit for and/or participate in career days, work-study and apprenticeship training
programs as well as offer cooperative work experiences.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
Director of Human Resources
06/30/2014
Evidence of Completion of the Corrective Action:
Evidence will be the revised statement/document that includes gender identity as a
protected category.
Description of Internal Monitoring Procedures:
The form will be revised in January, 2014 and distributed at Leadership Meeting for use at
all buildings where prospective employers recruit students for and/or participate in career
days, work-study and apprenticeship training programs as well as offer cooperative work
experiences.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 9 Hiring and employment practices of
Status Date: 11/25/2013
prospective employers of students
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's updated policy regarding the hiring and employment
practices of prospective employers and the statement signed by employers recruiting at
the school for evidence of "gender identity" as a protected category. This progress report
is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hamilton-Wenham 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:
A review of the student handbooks and codes of conduct confirmed that "gender identity"
as a protected category was not included in the non-discrimination policy.
Description of Corrective Action:
The middle school handbook and code of conduct and the high school handbook and code
of conduct will be revised to include gender identity as a protected category.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
High School Principal
08/01/2014
Middle School Principal
Evidence of Completion of the Corrective Action:
Evidence will be the final versions of the 2014-2015 middle school handbook and code of
conduct and the high school handbook and code of conduct that include the inclusion of
gender identity as a protected category.
Description of Internal Monitoring Procedures:
Notification of high school and middle school principals in December, 2013 to review the
handbook and code of conduct and note all places where gender identity must be included
and after the annual review in the Spring, 2014 and prior to the final printing, review to
insure all information was updated prior to dissemination at the start of 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 10A Student handbooks and codes of
Status Date: 11/25/2013
conduct
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the relevant sections of the district's updated student handbook
showing that "gender identity" as a protected category has been added. This progress
report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
04/28/2014
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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:
A review of the district's documents confirmed that the notice in written materials and
other media used to publicize a school did not indicate that the district does not
discriminate on the basis of "gender identity."
Description of Corrective Action:
Written materials and other media used to publicize schools and or school programs such
as vocational education, and notifications to applicants, students, parents, and staff will
be revised to include gender identity in the non-discrimination statement.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
Director of Human Resources
06/30/2014
All Principals
Evidence of Completion of the Corrective Action:
Evidence of notification of all administrators and secretaries that gender identity must be
included in the non-discrimination statement on written materials and in media such as
school websites when communicating with students, parents, employees and the
community about school programs and or to publicize a school.
Description of Internal Monitoring Procedures:
Discussion of the revision of materials and other media at the December, 2013 Leadership
Meeting and a written follow-up requesting submission of all revised documents to the
Assistant Superintendent by June 30, 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 12A Annual and continuous
Status Date: 11/25/2013
notification concerning nondiscrimination
and coordinators
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's updated policy used for annual and continuous
notification concerning nondiscrimination and coordinators that now includes "gender
identity" as a protected category. This progress report is due February 3 2014.
Progress Report Due Date(s):
02/03/2014
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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:
A review of the district's documents and policies regarding non-discriminatory
administration of scholarships, prizes and awards confirmed that "gender identity" as a
protected category was not included.
Description of Corrective Action:
All district documents and policies pertaining to the administration of scholarships, prizes,
and awards will be revised to include gender identity as a protected category in the nondiscrimination statement.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
High School & Middle Principals
06/30/2014
Head of Guidance
Evidence of Completion of the Corrective Action:
Evidence will be the completion of the revision of all documents and policies pertaining to
the administration of scholarships, prizes, and awards.
Description of Internal Monitoring Procedures:
Discussion of the revision at the December, 2013 Leadership Meeting. Follow-up written
notification requesting confirmation of completion.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 15 Non-discriminatory administration
Status Date: 11/25/2013
of scholarships, prizes and awards
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's updated policy regarding non-discriminatory
administration of scholarships, prizes and awards that now includes "gender identity" as a
protected category. This progress report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
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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:
A review of student records and interviews confirmed that the district does not always
include documentation on the use of instructional support services for the student as part
of the evaluation information reviewed by the Team when determining eligibility.
Description of Corrective Action:
Each school's Team will document the use of instructional support services for students
when evaluating information during Team meetings to determine eligibility.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
Director of Student Services
06/30/2014
All Principals
Evidence of Completion of the Corrective Action:
When appropriate, all student records include the inclusion of instructional support
services for students as part of the information reviewed by the Team when determining
eligibility.
Description of Internal Monitoring Procedures:
The principal and Team at each school is notified in December, 2013 to include, when
appropriate, documentation of the use of instructional support services as part of the
evaluation information reviewed when determining eligibility. Student records will be
reviewed in February, 2014 and May, 2014 to confirmed Team compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 18 Responsibilities of the school
Status Date: 11/25/2013
principal
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence that all principals and relevant personnel such as Team Chairs are
notified that data resulting from instructional supports is included when IEP Teams
convene to discuss students' initial eligibility for special education services. This progress
report is due February 3 2014.
Create a sample of student records in which students received instructional support and
were evaluated for special education eligibility following the implementation of all
corrective actions. Review these records for evidence that data on the students'
instructional supports was included and considered during the Team process for
determining eligibility. Please provide an analysis of this review to include the number of
records reviewed, and the number of records found to be non-compliant. For any records
found to be non-compliant, please provide an analysis of the root cause(s) and any steps
that the district has taken to remedy the non-compliance. This progress report is due April
28, 2014.
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*Please note that when 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 record review; b) Date of the review; c) Name of the
person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
02/03/2014
04/28/2014
06/23/2014
09/15/2014
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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:
While the district was able to provide evidence of staff training regarding civil rights
responsibilities, a review of the district's documents and policies confirmed that the
prevention of discrimination and harassment on the basis of "gender identity" was not
included in the training.
Description of Corrective Action:
Civil rights training for all staff will include the prevention of discrimination and
harassment on the basis of gender identity.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
Director of Human Resources
06/30/2014
All Principals
Evidence of Completion of the Corrective Action:
Inclusion of the prevention of discrimination and harassment as it pertains to gender
identity in all civil rights documents and training.
Description of Internal Monitoring Procedures:
Review and revision of civil rights documents completed by June, 2014. The inclusion of
the prevention of discrimination and harassment on the basis of gender identity in all civil
rights training by June, 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 21 Staff training regarding civil rights
Approved
responsibilities
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
While the Department accepts the corrective action proposed by the district that it will
include gender identity as a protected class to its staff training regarding civil rights
responsibilities by June, 2014, it will be required that district show evidence that this
information has been disseminated to all district staff this school year.
Department Order of Corrective Action:
Inform all district staff during the 2013-2014 school year that gender identity as a
protected class has been added in regards to civil rights responsibilities.
Required Elements of Progress Report(s):
Provide evidence, such as a staff memo or faculty meeting, that the district has informed
and disseminated to all staff that gender identity as a protected class is now included in
the district's civil rights responsibilities. This progress report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 24 Curriculum review
Partially Implemented
Department CPR Findings:
A review of the district's documents confirmed that while individual teachers review
educational materials for simplistic and demeaning generalizations, "gender identity" was
not included as one of the categories in the curriculum review.
Description of Corrective Action:
All staff informed that all reviews of educational materials and curricula must include
reviewing for gender identity.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
All Principals
06/30/2013
Evidence of Completion of the Corrective Action:
Agendas from January, 2014 faculty meetings and from curriculum meetings held during
this year.
Description of Internal Monitoring Procedures:
Notification of all staff at January, 2014 faculty meetings and at curriculum meetings
during the year.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 24 Curriculum review
Corrective Action Plan Status: Approved
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence from the January, 2014 faculty meeting that all teaching staff were
informed to include gender identity as a protected class when reviewing educational
materials for simplistic and demeaning generalizations. This progress report is due
February 3, 2014.
Progress Report Due Date(s):
02/03/2014
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 25 Institutional self-evaluation
Partially Implemented
Department CPR Findings:
While the district was able to provide evidence of an institutional self-evaluation, a review
of the district's documents revealed that "gender identity" as a protected category was
not included in this institutional self-evaluation process.
Description of Corrective Action:
An annual institutional self-evaluation will be conducted to evaluate all PK-12 programs to
ensure all programming adheres to the non-discriminatory regulations regarding gender
identity.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
10/17/2014
Evidence of Completion of the Corrective Action:
Evidence will include a summary of the results of the institutional self-evaluation.
Description of Internal Monitoring Procedures:
Review for gender identity will be conducted during the annual review of the District
Strategic Plan, District Blueprint, and School Improvement Plans and completed by
October, 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 25 Institutional self-evaluation
Corrective Action Plan Status: Approved
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the district's plan to conduct its annual self-evaluation for the 2013-2014 SY 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
full access to all district programming. This progress report is due February 3, 2014.
Progress Report Due Date(s):
02/03/2014
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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:
Interviews with district staff, as well as on-site verification, confirmed that the
confidentiality of student records is compromised at both the high school and the middle
school due to the fact that fax machines receiving sensitive student information, such as
hospital discharge summaries and social services reports, are located in the schools' main
offices where students, parent volunteers, and unauthorized personnel have access.
Description of Corrective Action:
A plan will be developed and implemented to ensure the confidentiality of student
information faxed to the middle and high school.
Title/Role(s) of Responsible Persons:
Expected Date of
Assistant Superintendent for Learning
Completion:
High School and Middle School Principals/Assistant Principals
06/30/2014
Evidence of Completion of the Corrective Action:
Evidence will be a summary of the solution implemented to eliminate the compromising of
confidential student records faxed to the middle and high school.
Description of Internal Monitoring Procedures:
Development of plan by January, 2013 and completion of the implementation of the plan
by June, 2014.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 26A Confidentiality and student
Approved
records
Status Date: 11/25/2013
Basis for Partial Approval or Disapproval:
The district's plan to ensure confidentiality of faxed MS/HS student information must be
approved and implemented well before June 2014.
Department Order of Corrective Action:
Submit a detailed proposal of the district's plan that ensures the confidentiality of faxed
student information in the middle and high schools. In addition, the district will provide
evidence of this plan's implementation.
Required Elements of Progress Report(s):
Submit a detailed proposal to ensure the confidentiality of student information faxed to
the middle and high school administrative staff. The Department will conduct site visits at
both the middle school and high school to verify that student confidentiality, particularly
faxed information, is no longer compromised. The Department will conduct the visit
following the receipt of the February 3, 2013 progress report.
Progress Report Due Date(s):
02/03/2014
04/28/2014
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
HAMILTON-WENHAM REGIONAL SCHOOL DISTRICT
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Celeste Bowler, Assistant Superintendent for Learning
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 17, 2015
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 5 Program Placement &
Rating: Partially Implemented
Structure
Department CPR Finding: Documentation submitted by the district indicated that ELL students at
proficiency levels one, two and three receive 50-90 minutes of direct ESL instruction per day at the
district’s elementary schools. Current hours of ESL instruction for level one and two students at the
district’s elementary schools are insufficient and, therefore, inconsistent with Department guidelines.
Please see the “Transitional Guidance on Identification, Assessment, Placement, and Reclassification
of English Language Learners August 2013” as found on
http://www.doe.mass.edu/ell/guidance_laws.html.
Document review indicated that the district does not have an ESL curriculum used for direct ESL
instruction or a plan to develop one that is aligned to the Massachusetts Curriculum Frameworks and
the WIDA ELD Standards. See the Department’s WIDA English Language Development Standards
Implementation Guide (Part I) at http://www.doe.mass.edu/ell/wida/Guidance-p1.pdf
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Narrative Description of Corrective Action: The district will review the daily minutes of direct ESL
instruction and make modification based on:
Incoming ELL students W-APT results
Each student’s language proficiency level as determined by the ACCESS
District assessments (WIDA MODEL Assessment and district measures
Student)
Each students class/course assignment (i.e. taught by an SEI endorsed teacher)
Recommended minutes of daily direct ESL instruction as prescribed in the DESE’s “Transitional
Guidance on Identification, Assessment, Placement, and Reclassification of English Language
Learners August 2013” as found on http://www.doe.mass.edu/ell/guidance_laws.html.
All students’ minutes of daily direct ESL instruction will comply with DESE’s guidelines.
The district will develop an ESL curriculum aligned to the Massachusetts Curriculum
Frameworks and the WIDA ELD Standards.
Title/Role of Person(s) Responsible for
Implementation: Celeste Bowler, Assistant
Superintendent for Learning
Expected Date of Completion for Each
Corrective Action Activity: September, 2014:
Instructional minutes
April 17, 2015: ESL Curriculum
Evidence of Completion of the Corrective Action: ESL Tutor Logs of daily minutes of direct ESL
instruction for each ELL.
ESL curriculum
Description of Internal Monitoring Procedures: Tutor Logs are submitted twice a month. The Assistant
Superintendent for Learning will conduct a monthly review of all logs.
The Assistant Superintendent for Learning will monitor the progress of individuals and or work group
assigned to develop the ESL curriculum by reviewing meeting dates and reviewing the curriculum
document to assess the progress toward completion.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 5
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s):
1) Please provide a detailed plan that shows that the district is providing sufficient ESL
instruction to all ELL students during the 2013-2014 school year based on the Department's
Transitional Guidance on Identification, Assessment, Placement, and Reclassification of
English Language Learners found at http://www.doe.mass.edu/ell/TransitionalGuidance.pdf
2) Please complete district information in the attached spreadsheet labeled ELL List by school for
each ELL student in the district.
3) Submit a plan that includes information about a process for reviewing or developing ESL
curriculum that integrates WIDA ELD standards. a plan for WIDA implementation including
information such as WIDA training opportunities for the district staff, responsible district
staff, meeting dates, minutes and signing sheets and timelines for implementation
Progress Report Due Date(s): July 11, 2014; October 6, 2014
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 10 Parent Notification
Rating: Partially Implemented
Department CPR Finding: A review of student records indicated that the district does not always
send notice to parents indicating their child’s level of English proficiency upon initial identification,
nor was there evidence that progress reports are always sent to parents in the same manner and
frequency as general education reporting.
Narrative Description of Corrective Action: The Assistant Superintendent for Learning will send a
reminder to all ESL Tutors informing them that parents must be notified of their child’s English
proficiency upon initial identification and/or of their child’s progress using the specific forms identified
in the ELL Handbook and that a copy of all notifications must be placed in students’ ELL folder. The
Assistant Superintendent for Learning will conduct a review of files at least twice a year (at the
beginning of the school year and or after initial screening and during the middle of the school year after
the administration of the WIDA MODEL Assessments) to assess compliance.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Celeste Bowler, Assistant
Corrective Action Activity: April 17, 2015
Superintendent for Learning
Evidence of Completion of the Corrective Action: Notification sent to ESL Tutors. Copies of parent
notifications and results from review of files.
Description of Internal Monitoring Procedures: Written notification to all ESL Tutors and review of
ELL students’ folders.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 10 Parent Notification
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: Not Applicable
Department Order of Corrective Action: Not Applicable
Required Elements of Progress Report(s):
Provide a copy of the district’s notice to inform parents of their child’s English proficiency upon initial
identification. The Department has developed a template notice for district use, available in 10
languages at http://www.doe.mass.edu/ell/resources.html. This progress report is due July 11, 2014.
Provide a copy of the district’s proposed progress report for reporting on ELLs’ progress in English as
a Second Language (ESL). Progress reports must be translated as indicated on families’ home language
surveys. This progress report is due July 11, 2014.
Conduct an internal record review of ELLs identified by the district following the implementation of
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the corrective actions, ensuring that initial notice of student identification is issued to parents. Report
the number of ELE records reviewed at each level and the number that contained the annual parent
notification letter. If any non-compliance is identified, the district will report the root cause and its
proposed plan of action to remedy any noncompliance for each student record reviewed. This progress
report is due October 6, 2014.
Conduct a second internal record review of ELL records from the final marking period of 2013-2014,
ensuring that progress reports for this marking period are issued to parents and translated as needed.
Report the number of ELE records reviewed at each level and the number that contained the annual
parent notification letter. If any non-compliance is identified, the district will report the root cause and
its proposed plan of action to remedy any noncompliance for each student record reviewed. This
progress report is due October 6, 2014.
*Please note when conducting internal monitoring the district must maintain the following
documentation and make it available to the Department upon request a) List of student names
and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, their role(s) and signature(s).
Progress Report Due Date(s): July 11, 2014; October 6, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18 Records of ELL Students
Rating: Partially Implemented
Department CPR Finding: A review of student records indicated that some files were missing the
following elements: information about the students’ previous school experiences, copies of initial
parent notification letters, progress reports, and report cards.
Narrative Description of Corrective Action: The Assistant Superintendent for Learning will send a
reminder to all ESL Tutors informing them that copies of the following elements must be placed in
each ELL student’s folder: information about students’ previous school experiences, initial parent
notification letters, progress reports, report cards.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Corrective Action Activity: September 30,
Implementation: Celeste Bowler, Assistant
2014: Notification of ESL Tutors
Superintendent for Learning
June 30, 2015: Inclusion of all identified
elements
Evidence of Completion of the Corrective Action: Notification sent to ESL Tutors. Copies of
information about students’ previous school experiences, initial parent notification letters, progress
reports, and report cards and results from review of ELL students ‘files.
Description of Internal Monitoring Procedures:
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18 Records of ELL
Students
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The district did not propose an internal monitoring
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procedure to ensure that records of ELL students contain all required documents.
Department Order of Corrective Action: Develop a system of internal oversight and tracking to
ensure that ELL records contain all required documents; identify the person(s) responsible for
oversight and the training provided to the persons responsible for oversight.
Required Elements of Progress Report(s):
Submit a description of the internal oversight and tracking system for ensuring that ELL records
contain all required documents; provide the name of the person(s) responsible for oversight and the
training provided to the persons responsible. Evidence of training may include memoranda, meeting
agendas, signed attendance sheets, and examples of training materials. This progress report is due July
11, 2014.
Conduct an internal record review of ELL files following the implementation of the corrective actions,
ensuring that information about the students’ previous school experiences (if available), copies of
initial parent notification letters, progress reports, and report cards are present in student files. Report
the number of ELE records reviewed at each level and the number that contained the annual parent
notification letter. If any non-compliance is identified, the district will report the root cause and its
proposed plan of action to remedy any noncompliance for each student record reviewed. This progress
report is due October 6, 2014.
*Please note when conducting internal monitoring the district must maintain the following
documentation and make it available to the Department upon request a) List of student names
and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, their role(s) and signature(s).
Progress Report Due Date(s): July 11, 2014; October 6, 2014
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