MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Hill View Montessori Charter Public
(District)
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 03/14/2012.
Mandatory One-Year Compliance Date: 03/14/2013
Summary of Required Corrective Action Plans in this Report
Criterion
SE 2
Criterion Title
Required and optional assessments
SE 11
SE 14
School district response to parental request for independent
educational evaluation
Review and revision of IEPs
SE 18B
Determination of placement; provision of IEP to parent
SE 25
Parental consent
SE 26
Parent participation in meetings
SE 36
IEP implementation, accountability and financial
responsibility
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
CR 7
CR 10A
Criterion Title
Information to be translated into languages other than
English
Student handbooks and codes of conduct
CR 10B
Bullying Intervention and Prevention
CR 24
Curriculum review
CR 25
Institutional self-evaluation
CPR Rating
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 always complete all of the required
assessments consented to by the parent. In some cases, parents consented to an
observation of the student which was not always conducted by school personnel.
Description of Corrective Action:
Challenges with lack of program oversight and limited resources led to many errors within
the assessment process at HVM. As a result, all assessments consented to be not always
completed. Formal observations and Educational Assessments A and B were missing from
student files. In one case, the consent for assessments was missing from the file. Training
for staff and oversight of the deadlines will prevent future errors.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
Psychologist
06/30/2012
Evidence of Completion of the Corrective Action:
The Special Education Director and the Psychologist (completes the testing) will meet with
each Team Chairperson to review the criteria for proposing assessments in the area of
suspected disability. All future consent forms will include all the appropriate assessments
which will be completed within the required timeline. Select records from the CPR will be
remedied by sending out a new Notice of Proposed Action to replace the missing
assessments. With consent, these assessments will be completed and reviewed at a
meeting. For the future, and evaluation monitoring checklist will be attached to all
consent forms with places to record the proposed assessments, the dates of completion,
and the required meeting date.
Description of Internal Monitoring Procedures:
Student records reviewed within the CPR will be corrected immediately. All consent forms
will be reviewed by either the Special Education Director or Psychologist before being sent
home as well as within the assessment process. All evaluations proposed between
approval of the CAP and December 31, 2012 will be provided for review, including the
monitoring checklist.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 2 Required and optional assessments
Corrective Action Plan Status: Approved
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district's proposed corrective action to ensure that consent
forms include the necessary required assessments (and other assessments as
appropriate) and verifies that these assessments are completed by the charter school.
The Department also accepts that the district will correct all files identified in the CPR as
having missing assessments.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide evidence of staff training, including attendance (with the name and role),
agenda, and any training materials. This progress report is due October 29, 2012.
Please provide evidence that missing assessment identified in the CPR have been
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Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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completed. This progress report is due October 29, 2012.
Conduct a sample student record review of initial and re-evaluations after all other
corrective actions have been implemented. HVM will report the results the review of files
where consent was obtained and testing completed between September and November
2012. 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 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 January 21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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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:
Student records indicated in some instances, the charter school did not propose
assessments for the purposes of conducting an initial evaluation. Instead, parents sought
an Independent Educational Evaluation (IEE) which the charter school used as the sole
criterion for the purposes of determining eligibility. In addition, student records indicated
that the district did not always reconvene the team within 10 days to consider the
assessor's recommendations as part of the IEP Team process.
Description of Corrective Action:
Through review of past practices, it appears that some parents may have been
encouraged to consider an IEE which was reviewed as the sole criterion for eligibility in
the school setting. While HVM funded these evaluations, the school never completed its
own evaluation. These practices have since been changed with the addition of a
psychologist on staff and improved programmatic oversight. Protocols for proposing
evaluation has been reviewed with the Team Chairpersons and all evaluation consent
forms are reviewed by the Psychologist and/or the Special Education Director. Following a
school evaluation, the need for an IEE will be determined by the Team and following state
guidelines, including having parents submit financial information. All IEEs that are
received will be date stamped to ensure that the meeting will be held within 10 school
days.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
Psychologist
12/31/2012
Team Chairperson
Evidence of Completion of the Corrective Action:
HVM will propose all evaluations from the school district before an IEE would be
considered. This will be evidenced in the student records with the appropriate consent
forms. All proposed evaluations will be approved by the psychologist and/or the Special
Education Director before being sent. The Team Chairperson for the assigned student will
ensure that the meeting invitation will be sent within 10 days which will also be part of
the student record.
Description of Internal Monitoring Procedures:
HVM will review all assessments completed in the last school year to determine whether
the parents were satisfied with the evaluation. If not, the discussion of an IEE will be
initiated. For each IEE that is completed at parent expense, the Team will be convened on
time in order to consider the new findings.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 11 School district response to
Approved
parental request for independent
Status Date: 05/30/2012
educational evaluation
Basis for Partial Approval or Disapproval:
The district indicated it has added a school psychologist to its staff. However, it is not
clear to the Department what procedures the district follows when an Independent
Educational Evaluation (IEE) is sought by a parent and how the appropriate staff were
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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made aware of these procedures. Further, the district must ensure its IEE procedures are
consistent with state and federal regulation under 603 CMR 28.04(5) and 34 CFR
300.502.
Department Order of Corrective Action:
Please develop the district's procedures for the receipt, tracking, and convening of IEP
Teams to review Independent Educational Evaluations (IEEs). Please conduct a staff
training regarding this criterion and the district's newly developed procedures. Please
review Administrative Advisory SPED 2001-3 and SPED 2004-1 that can be found on the
Department's website prior to the development of the district's procedures and staff
training.
Required Elements of Progress Report(s):
Please provide the district's procedures and protocols regarding IEEs. Please provide
evidence of a staff training, including attendance (with the name and role), agenda, and
any materials presented. This progress report is due October 29, 2012.
The district must conduct a review of student records after all other corrective actions
have been implemented. HVM will report the results of a student record review of files
where an IEE was proposed and/or completed between September and November 2012.
Please provide an analysis of this review to include the number of records reviewed and
the number of records found in compliance. For any records found 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 January 21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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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 indicated that in some cases, an IEP Team meeting was not held on or
before the anniversary date of the IEP to review, revise, or develop a new IEP or refer the
student for a re-evaluation, as appropriate.
Description of Corrective Action:
In the last year, HVM has struggled with the oversight and resources within its Special
Education Department. Cuts to the teaching staff were made in the middle of the year,
forcing an increase in some teacher's caseload. Due to these challenges, some IEPs were
not reviewed before the anniversary date. Changes in staffing and improved oversight
have already led to improvements in these findings. However, training will be provided to
review all required deadlines, including the anniversary date.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
12/31/2012
Evidence of Completion of the Corrective Action:
All IEPs will be reviewed before its anniversary date. This will be verified through the
creation of monitoring reports from the online student information program,
SEMSTRACKER.
Description of Internal Monitoring Procedures:
Student records from approval of the CAP and December 31, 2012 will be reviewed to
ensure all IEPs are reviewed by the TEAM before its anniversary date. Following this date,
a random sampling of student records will be chosen to document the sustainability to the
provided training.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs
Corrective Action Plan Status: Partially
Approved
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district's corrective action regarding the increase in staff to
ensure oversight and monitoring of annual and reevaluation IEP timelines, as well as staff
training regarding this criterion. However, the district must provide a more detailed
description of its proposed monitoring process and its use of SEMSTRACKER.
Department Order of Corrective Action:
Please develop and explain the district's monitoring and tracking system for all annual and
reevaluation IEP timelines.
Required Elements of Progress Report(s):
Please provide a detailed description of the district's tracking and monitoring process
regarding annual and re-evaluation IEP meetings. Please provide evidence of staff
training; including attendance (with the name and role), agenda, and any training
materials. This progress report is due October 29, 2012.
The district must conduct a review of student records after all other corrective actions
have been implemented. HVM will report the results of a student record review of files
where annual and revaluation IEP Team Meetings were conducted between September
and November 2012. Please provide an analysis of this review to include the number of
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records reviewed and the number of records found in compliance. 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 January
21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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Hill View Montessori Charter Public (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 records indicated that the district does not always provide the parent with two
copies of the IEP immediately following the development of the IEP.
Description of Corrective Action:
In review of student records, parents were not always provided with two copies of the IEP
immediately following the IEP meeting. These practices were most likely the result of
large case loads assigned to each Team Chairperson and/or lack of awareness of the
regulations for provision of the IEP to parents. With a change of the Special Education
Administrator, the Team Chairpersons have been informed that they are to provide the
IEP to parents in 10 school days if there has been a draft provided or 3 school days if
there is no draft. Regardless of whether a draft is provided, all parents are provided with
the Service Delivery grid, meeting notes describing the goals, and the Team
Determination of Placement. This practice has been in place since the fall of this school
year and may be verified through a review of students records.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
Team Chairperson
12/31/2012
Evidence of Completion of the Corrective Action:
The Team Chairpersons have completed training within this current school year, but
additional training for new staff will occur in August 2012. All parents will be provided with
two copies of the IEP, on time, which is verified with the date of the N1 and the signature
of the Special Education Director.
Description of Internal Monitoring Procedures:
Adherence to the timelines and provision of the IEP may be verified through a random
sampling of student records. Before the end of the calendar year, 10 student records will
be chosen for review. The data gathered will be charted and provided to the DESE for
review.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 18B Determination of placement;
Approved
provision of IEP to parent
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The Department agrees that ongoing training regarding this criterion will help to ensure
full compliance in future cases and approves the district's corrective action that it will
conduct a training in August 2012 to specifically address this. However, the Department
asks that the district develop a method to properly document that two copies of the IEP
have been provided to the parent.
Department Order of Corrective Action:
Please provide evidence of a tracking system that accurately documents that all parents
are provided two copies of the IEP immediately following the development of the IEP.
Required Elements of Progress Report(s):
Please provide evidence of the district's method for documenting that two copies of the
IEP have been provided to the guardian(s) immediately following the development of the
IEP. Please provide evidence of a staff training, including attendance (with the name and
role), agenda, and any materials presented. This progress report is due October 29, 2012.
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The district must conduct a review of student records after all other corrective actions
have been implemented. HVM will report the results of a student record review of files, in
which IEPs were developed between September and November, 2012. 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 January 21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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Hill View Montessori Charter Public (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:
A review of student records determined that the district does not always obtain parental
consent prior to conducting assessments.
Description of Corrective Action:
Challenges with lack of program oversight and limited resources led to many errors within
the assessment process at HVM. As a result, there were some assessments completed
without a consent form. In review of the selected file, the parents attended a meeting to
review the testing which implies that consent was gained but the paperwork was
misplaced. Starting this school year, the student records were moved into the office of the
Special Education Director for decreased access by individuals and for improved oversight.
Training for staff and time for filing will prevent future errors.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
Team Chairperson
12/31/2012
Evidence of Completion of the Corrective Action:
The Special Education Director and the Psychologist (completes the testing) will meet with
each Team Chairperson to review the criteria for proposing assessments in the area of
suspected disability. All future assessments will not be initiated unless consent is gained.
The Special Education Director and the Psychologist will approve the initiation of all
evaluations to all assessors, including the date of approval. For immediate action, the
missing N1 form will be created and provided to parents for delayed approval. A
monitoring checklist will be added to all evaluations to ensure that all assessments are
approved and completed within the appropriate timeframe.
Description of Internal Monitoring Procedures:
Student records reviewed within the CPR will be corrected immediately. All consent forms
will be reviewed by either the Special Education Director or Psychologist before being sent
home as well as within the assessment process. All evaluations proposed between
approval of the CAP and December 21, 2012 will be provided for review, including the
monitoring checklist.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 25 Parental consent
Corrective Action Plan Status: Approved
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district's proposed corrective action to ensure that all
assessments are conducted only after consent is obtained from the student's parents and
that these assessments are completed by the charter school. The Department also
accepts the corrective action that the district will conduct training regarding this criterion.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide evidence of staff training, including attendance (with the name and role),
agenda, and any training materials. This progress report is due October 29, 2012.
The district must conduct a review of student records after all other corrective actions
have been implemented. HVM will report the results of a student record review of files
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where parental consent was obtained between September and November 2012. Please
provide an analysis of this review to include the number of records reviewed and the
number of records found in compliance. 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 January 21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 26 Parent participation in meetings
Partially Implemented
Department CPR Findings:
A review of student records determined that the district does not always notify the parent
in writing of the IEP Team meeting early enough to ensure that parents have an
opportunity to attend. In some instances, IEP Team meeting notices were dated the day
of the meeting or the day before the IEP meeting.
Description of Corrective Action:
The HVM staffs are committed to ensuring parent participation and call or email parents
first to find a mutually agreed upon time, rather than sending out a date that may not be
possible. As a result, some parents offer a date that within that week, or even the
following day. In order to gain participation, the teachers will accept the date offered and
had to send home meeting invitations in the backpack for verification. In addition, it is
difficult to coordinate meetings with part-time related services staff which also leads to a
delay in the meeting invitations due to waiting for a response from each professional.
HVM will change these instances by requiring all meeting invitations to be distributed at
least 5 - 10 days in advance and mailed to the home address. Team Chairpersons will be
required to meet with the Special Education Director to participate in training in the
importance of this criteria as well as to offer technical assistance.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
Team Chairperson
12/23/2012
Evidence of Completion of the Corrective Action:
The Team Chairperson will be responsible for adhering to the deadline of a 5-10 day
notification for a meeting.
Description of Internal Monitoring Procedures:
Review of student records to ensure that meeting invitations were distributed promptly
with enough notice for parents to attend. Records will be selected at random and 10
records will be reviewed to determine whether the timelines are being adhered to. These
records will be selected following approval of the CAP through December 2012.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 26 Parent participation in meetings
Corrective Action Plan Status: Partially
Approved
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
While the regulation states that the district notifies parent(s) in writing of any Team
meeting early enough to ensure that they have an opportunity to attend, the Department
recommends a longer period of time than 5-10 days for planning IEP meetings in order to
avoid scheduling conflicts and ensure parental participation. It is also not clear to the
Department what procedures the district will follow to adhere to the deadline it has set.
Department Order of Corrective Action:
Please provide the district's procedures for sending and tracking IEP Team meeting
invitations to parents.
Required Elements of Progress Report(s):
Please provide the district's procedures for sending and tracking IEP Team meeting
invitations to parents. Please provide evidence of a staff training, including attendance
(with the name and role), agenda, and any materials presented. This progress report is
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due October 29, 2012.
The district must conduct a review of student records after all other corrective actions
have been implemented. HVM will report the results of a student record review of files
where meeting invitations were sent between September and November 2012. Please
provide an analysis of this review to include the number of records reviewed and the
number of records found in compliance. For any records found 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 January 21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 36 IEP implementation, accountability and financial
Partially Implemented
responsibility
Department CPR Findings:
Student records and documentation indicated that in circumstances where the charter
school accessed the family's private insurance for the purposes of completing evaluations,
the charter school did not obtain consent or inform the parent that the parent's refusal to
permit the charter school to access their private insurance does not relieve the charter
school of its responsibility to ensure that all required services are provided at no cost to
the parents.
Description of Corrective Action:
Through review of past practices, it appears that some parents may have been
encouraged to consider an IEE which was reviewed as the sole criterion for eligibility in
the school setting. While HVM funded these evaluations, the school never completed its
own evaluation. These practices have since been changed with the addition of a
psychologist on staff and improved programmatic oversight. Protocols for proposing
evaluation has been reviewed with the Team Chairpersons and all evaluation consent
forms are reviewed by the Psychologist and/or the Special Education Director. Following a
school evaluation, the need for an IEE will be determined by the Team and following state
guidelines, including having parents submit financial information, as described in the
Parent’s Notice of Procedural Safeguards. Additionally, when IEEs are deemed necessary,
HVM will develop a signature form for parents who grant permission to access their
insurance and HVM will pay the balance.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
12/31/2012
Evidence of Completion of the Corrective Action:
The new procedures and forms will be shared with the Special Education Team
Chairpersons; they will be trained on the proper protocols. All templates and forms will be
provided for review. If the protocols need to be used, then the documentation will be
provided for review.
Description of Internal Monitoring Procedures:
HVM will review all assessments completed in the last school year to determine whether
the parents were satisfied with the evaluation. If not, the discussion of an IEE will be
imitated. All blank templates will be provided to the DESE for review.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 36 IEP implementation, accountability
Approved
and financial responsibility
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The district indicated it has added a school psychologist to its staff and the Department
accepts staff training as part of the corrective action for this criterion. However, it is not
clear to the Department what protocols have been developed in determining both the
need for an Independent Educational Evaluation (IEE) and the process for obtaining
consent to access the parent's private insurance.
Department Order of Corrective Action:
Please provide the district's procedures for Independent Educational Evaluations (IEE) and
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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the process for obtaining consent to access a parent's private insurance.
Required Elements of Progress Report(s):
Please provide the district's procedures regarding IEEs and the process for obtaining
consent when accessing the private insurance. Please provide evidence of a staff training,
including attendance (with the name and role), agenda, and any materials presented. This
progress report is due October 29, 2012.
The district must conduct a review of student records after all other corrective actions
have been implemented. HVM will report the results of a student record review of files
where an IEE was requested and/or completed; please conduct a student record review to
verify consent was obtained to access the parent(s) private insurance Please select a
sample of records from September 2012 through November 2012. Please provide an
analysis of this review to include the number of records reviewed and the number of
records found in compliance. For any records found non-compliant, please provide an
analysis of the root cause(s) and any steps that the district has taken to remedy the noncompliance. This progress report is due January 21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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Hill View Montessori Charter Public (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:
Student records and staff interviews indicated that the district does not consistently
provide information regarding academic and nonacademic programs to those families
requiring translated materials. Additionally, staff interviews indicated that the district does
not have a system to secure translations for those families who speak low- incidence
languages. Furthermore, a review of documentation as well as staff interviews indicated
that not all of the promotional and recruitment materials being disseminated to residents
in the area served by the school are translated into the major languages spoken by
residents with limited English skills.
Description of Corrective Action:
HVM has a small LEP population, but we have learned that all materials provided to
current parents and the community needs to be translated into the dominant language of
the city (Spanish). Prior to this review, we had only been translating documents for
specific families who requested home communications in a language other than English.
Recruitment material and materials distributed to the community will be translated into
Spanish before distribution. HVM will also translate weekly communications into Spanish.
We are currently using a text translator. There have been no written or followed
procedures to secure translations for families who speak low-incidence languages. This
will be remedied with a request to Catholic Charities.
Title/Role(s) of responsible Persons:
Expected Date of
ELL Program Director
Completion:
Principal
12/31/2012
Evidence of Completion of the Corrective Action:
HVM will provide examples of translated recruitment materials. We will also provide
evidence of a written agreement with Catholic Charities. We have also utilized the
Haverhill District Schools to access individuals to complete oral translations. HVM is also
considering a translation software which will provide a better quality translation than the
text translator.
Description of Internal Monitoring Procedures:
HVM will review all Home Language surveys to ensure that all communications are in a
language which can be understood. A sampling of materials may be selected to show that
translations are happening regularly and appropriately.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 7 Information to be translated into
Approved
languages other than English
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action that the district will have recruitment
documents and weekly communication translated in the major language of the community
which is Spanish. The Department also accepts that the district will contract with Catholic
Charities for translation services. However, it is not clear to the Department the
procedures for the monitoring and tracking of Home Language Surveys for the purpose of
identifying families who require translation services.
Department Order of Corrective Action:
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Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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Please provide evidence that the district has developed a tracking and monitoring system
for the purpose of identifying families who require translation services.
Required Elements of Progress Report(s):
Please provide a detailed narrative of the district's tracking and monitoring system,
including responsible personnel, and any forms that are used. This progress report is due
October 29, 2012.
Please provide samples of translated recruitment materials. This progress report is due
October 29, 2012.
Please provide evidence that the district has secured the services of an agency that
provides translation services. This progress report is due October 29, 2012.
Conduct a sample student record review of files after all other corrective actions have
been implemented where translation services were requested and provided between
September and November 2012. 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 January 21, 2013.
Progress Report Due Date(s):
10/29/2012
01/21/2013
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Hill View Montessori Charter Public (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:
The document review identified that although the student handbook does contain a
detailed student code of conduct, it does not contain the appropriate procedures for the
discipline of students with Section 504 Accommodation Plans.
Description of Corrective Action:
The Student and Family Handbook do not contain appropriate procedures for the discipline
of students with a Section 504 Accommodation Plan. The Code includes assurances for
students with disabilities, but the language needs to be revised for 504 students and
students currently being evaluated. This process will be completed with a study group
comprised of teachers at all levels and administrators. The Board of Trustees will have to
approve the changes.
Title/Role(s) of responsible Persons:
Expected Date of
Principal
Completion:
Board of Trustees
09/30/2012
Evidence of Completion of the Corrective Action:
The Code of Conduct will be revised, and it will be provided in amended form to the
families, once approved by the Board of Trustees. This revised document will be provided
in the new Student and Family Handbook to be distributed to parents and guardians no
later than September 30, 2012.
Description of Internal Monitoring Procedures:
The revised Code of Conduct will be distributed to staff and adhered to by the school
administrators.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 10A Student handbooks and codes of
Status Date: 05/30/2012
conduct
Basis for Partial Approval or Disapproval:
The Department accepts the district's corrective action in regards to discipline language
for students on 504 Plans being added to the student handbook.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide a copy of the student handbook amendment that contains discipline
language specific to those students who have 504 Plans. This progress report is due
October 29, 2012.
Progress Report Due Date(s):
10/29/2012
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 10B Bullying Intervention and Prevention
Partially Implemented
Department CPR Findings:
Although the student and parent handbook does include a description of the district's
Bullying Plan, the plan does not articulate the obligations of the faculty in the event that a
staff member identifies bullying.
Description of Corrective Action:
The Student and Family Handbook do not include the entire Bullying Prevention and
Intervention Plan (BPIP). As such, the language about reporting was missing from the
handbook. A "student friendly" description of bullying and the plan was not included
either. Both of these elements will be revised with the consultation of teachers and the
School Social Worker and presented to the Executive Director as an amendment to the
current Students and Family Handbook. HVM is implementing the Steps to Respect
program and will use the same language and vocabulary within the handbook.
Title/Role(s) of responsible Persons:
Expected Date of
Principal
Completion:
School Social Worker
09/30/2012
Evidence of Completion of the Corrective Action:
The amendment will be sent to parents explaining the required changes. The changes will
then be included in the Student and Family Handbook distributed for the 2012-2013
school year.
Description of Internal Monitoring Procedures:
The Administration will seek feedback from the parents receiving the handbook to make
sure the bullying plan and protocol are clear and well defined. Additionally, the School
Social Worker completes an annual training for parents which can elicit this information.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 10B Bullying Intervention and
Status Date: 05/30/2012
Prevention
Basis for Partial Approval or Disapproval:
The Department accepts the district's corrective action in regards to amending and
updating handbook language specific to the reporting of bullying incidents witnessed by
school personnel.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide a copy of the amended sections of the handbook. Please provide evidence
that school personnel were made aware of the amending language. Please include the
agenda and signed attendance sheet (with the name and role of staff). This progress
report is due October 29, 2012.
Progress Report Due Date(s):
10/29/2012
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 24 Curriculum review
Partially Implemented
Department CPR Findings:
Staff interviews verified that the district does not have a formal process to ensure that
teachers review all educational materials for simplistic and demeaning generalizations
lacking intellectual merit, on the basis of race, color, sex, religion, national origin and
sexual orientation.
Description of Corrective Action:
HVM has not implemented a formal process to ensure that educational materials are free
from bias and demeaning generalizations. While curriculum is reviewed annually, this
specificity has never been included. We are a Montessori Charter Public School, and
curriculum materials are provided and reviewed by the training centers. We have newly
purchased a Guided Reading program which should be free from bias and generalization
via the publisher. However, all materials will be reviewed in each classroom and in each
subject area. An ongoing curriculum alignment process will assist on the feasibility of this
process.
Title/Role(s) of responsible Persons:
Expected Date of
Principal
Completion:
12/31/2012
Evidence of Completion of the Corrective Action:
The review process will be outlined for teacher prior to implementation. Checklists will be
provided to collect data. Teachers will review their curriculum in the last year through
reflection and curriculum alignment. Any warranted changes will be reflected in teaching
practices and the District Curriculum Accommodation Plan (DCAP).
Description of Internal Monitoring Procedures:
HVM will make available the staff checklists used for data collection. The DCAP will be
presented as a draft document until approved by the Board of Trustees.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 24 Curriculum review
Corrective Action Plan Status: Approved
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action proposed by the district regarding this
criterion, including the implementation of a checklist to track and monitor curriculum to
ensure that it is free of any simplistic and demeaning generalizations. The Department
also agrees that the district should conduct ongoing curriculum alignment and these
updates will be included in the DCAP.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide a copy of the monitoring checklist as well as the results of the data
collected. Please submit a copy of the DCAP (draft copy if not yet approved by Board of
Trustees) and highlight any changes/updates that were made. Both of these documents
are due October 29, 2012.
Please provide evidence of staff training on the district's DCAP. Please include the agenda,
training materials and staff sign-in sheet (with the name and role of staff). This progress
report is due January 21, 2013.
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Progress Report Due Date(s):
10/29/2012
01/21/2013
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Hill View Montessori Charter Public (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:
Staff interviews indicated that the district does not have procedures to evaluate its
program annually to ensure that all students, regardless of race, color, sex, 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:
HVM does not have consistent procedures to evaluate our program. We use parents
surveys to assess the HVM program and its Special Education program, but this does not
include elements of equity or equal access. In practice, we ensure that all communications
to the home are in the preferred format (paper or electronic) and the language of the
home. These procedures are not defined in writing. A revision of the District
Accommodation Plan (DCAP) is required. A written procedure to evaluate programs will be
created and implemented. Review of information already present in the Student and
Family Handbook will aide this process.
Title/Role(s) of responsible Persons:
Expected Date of
Principal
Completion:
12/31/2012
Evidence of Completion of the Corrective Action:
The curriculum review process will be initiated in June of this year so that changes to the
DCAP will be made over the summer. There is a chance that information within the
Student and Family Handbook will need to be updated before distribution to families.
Description of Internal Monitoring Procedures:
The written procedures will be shared as well as the updated DCAP and Student and
Family Handbook.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 25 Institutional self-evaluation
Corrective Action Plan Status: Approved
Status Date: 05/30/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action proposed by the district regarding this
criterion, including the creation of a written evaluation process to be added to the District
Curriculum Accommodation Plan (DCAP).
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide evidence of a written evaluation process and include a copy of the
update(s), highlighting where changes/updates were made. This progress report is due
January 21, 2013.
Progress Report Due Date(s):
01/21/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
Charter School or District: Hill View Montessori Charter School
Corrective Action Plan Forms
Program Area: English Learner Education
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: November 1, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 5 Program Placement and
Structure
Rating: Partially Implemented
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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Department CPR Finding: Hill View Montessori Charter School has a low incidence of English
language learners (less than ten). According to documentation reviewed, ELE students are provided
instruction in multiage classrooms (grades 1-3) and grades (4-6), except in Kindergarten where ESL
instruction is provided in each classroom (Push-in method).
The school submitted a curriculum and reported that it supplements it with additional resources.
Documents also indicated and onsite interviews verified that the ESL teacher supplements the general
education curriculum with ancillary resources she has created. Please note that the district’s SEI
program will need to be strengthened in accord with the various elements required by the RETELL
(Rethinking Equity and Teaching for English Language learners) initiative. Refer to the RETELL link
at: http://www.doe.mass.edu/retell/ for additional information.
Concerning hours of instruction, documentation and interviews indicated that English language
learners are not provided with ESL instruction that is consistent with Department guidelines (Refer to
http://www.doe.mass.edu/mcas/mepa/guidance.html - pg. 5). The school states that ELE students
receive ESL services consistent with their level of English proficiency; however, documentation
submitted did not include the student’s level of English proficiency.
See ELE 15 for comments on SEI Professional Development training.
In sum, the school has not developed an ESL curriculum, ELLs in the school may not be receiving
direct hours of ESL instruction that are consistent with Department guidelines, and content area
teachers instructing ELLs have not completed their training in any of the SEI Categories (See ELE 15).
Consequently, the Department concludes that the school does not have an ELE program that is
consistent with Chapter 71A.
Narrative Description of Corrective Action:
The District has procedures to ensure that suspected ELL students are tested in a timely manner
as well as the tests that determine eligibility. Training for teachers and principal will be
conducted in accordance with the DESE requirements.
Documentation will be collected demonstrating that ELL students are receiving ESL services
consistent with their level of English proficiency.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Principal or Coordinator of
Corrective Action Activity: June 1, 2013
Special Education
Evidence of Completion of the Corrective Action:
The principal and technology coordinator will develop a data base system to collect ELL student
data throughout the year. Testing and timeline data will be collected and sent to DESE. The
district will develop a computerized spreadsheet which allows for information about ELL
students. Data will include the date the student entered the district, the date they were tested and
the results of the testing will be collected and recorded on a data sheet and will be submitted to
the Building Principal and Coordinator of Special Education. A data spreadsheet will be sent to
the DESE.
Description of Internal Monitoring Procedures:
The date of entrance of possible ELL students and the date they were tested will be submitted to
the Technology Coordinator for input into the Data base. October 1st and March 1st of each year,
the data will be reviewed by the principal and data coordinator to ensure that all timelines are
being followed.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Hill View Montessori Charter Public (District) CPR Corrective Action Plan
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CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 5 Program Placement
and Structure
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
1. Testing the students for the purpose of identification or progress monitoring cannot be a
remedy for the noncompliance described in the Department’s CPR finding for ELE 5.
2. The district reports in its proposed CAP that documentation will be collected demonstrating
that ELL students are receiving ESL services consistent with their level of English proficiency.
The proposed corrective action is not detailed enough to address the concern identified in the
CPR report regarding the ESL services.
3. Since the new regulations as they pertain to WIDA were passed prior to the on-site visit, the
Department will be neither approving nor disapproving any curriculum documents/plans that
were made for on-site visits conducted before the state’s adoption of the WIDA standards in
June 2012. The Department will be communicating with all districts during the upcoming
school year to provide them with further guidance on developing Department approved
ESL/ELD curriculum. No further submission is required at this time.
4. The Department accepts the district’s plan under ELE 15 to ensure that all core academic
teachers with ELLs and administrators that supervise core academic teachers of ELLs are
endorsed. No further submission is required at this time.
1) Department Order of Corrective Action: 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 Guidance on using MEPA Results to Plan Sheltered English
Immersion (SEI) Instruction and make Reclassification Decisions for Limited English
Proficient (LEP) Students from September 2009 found at
http://www.doe.mass.edu/mcas/mepa/2009/guidance.doc
2) Please complete district information in the attached spreadsheet labeled ELL List for each ELL
student in the district.
Required Elements of Progress Report(s): See above.
Progress Report Due Date(s): October 7, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 11Equal Access to Academic
Rating: Partially Implemented
Department CPR Finding: A review of documentation indicated the LEP students enrolled do not
have content teachers who have received training in all four categories for sheltering content as
required by the Department; therefore, LEP students do not have equal access to a full range of
academic opportunities. Additionally, interviews indicated that the district does not provide the LEP
students enrolled with credit for the ESL instruction they receive.
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Narrative Description of Corrective Action:
At the K-8 level the district does ensure the ELL students are taught to the same academic
standards as all other students. The district will need to collect documentation and submit it to
the DESE. In addition, the district
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Principal or Coordinator of
Corrective Action Activity: June 2013
Special Education
Evidence of Completion of the Corrective Action:
The district will complete a list of ELL students, their grade, and the programs and support
services that they are presently receiving.
Description of Internal Monitoring Procedures:
The Principal and Coordinator of Special Education will examine the data collected and
determine if ELL students have access to programs. The review of this data will be summarized
and sent to the DESE.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 11Equal Access to
Academic
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
The district did not propose a plan of corrective action addressing how it will ensure that LEP students
will receive credit for the ESL instruction they receive.
Department Order of Corrective Action:
Develop a plan for ensuring that LEP students receive credit for the ESL instruction they receive.
Required Elements of Progress Report(s): By October 7, 2013, the district will submit a plan on
how it will ensure that LEP students receive course credit for ESL instruction.
By December 20, 2013, the district will conduct an internal review and report the number of students
who receive ESL instruction and the number of those students who received course credit. If any nocompliance is identified, the district will identify and report the root cause of the non-compliance, a
plan of action to remedy it and the specific actions taken for each student file reviewed to ensure full
compliance with this criterion.
See ELE 5 & ELE 15 regarding district plan for staff training.
*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 person(s) who conducted the review, their roles(s),
and their signature(s).
Progress Report Due Date(s): October 7, 2013; December 20, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 12 Equal Access to
Extracurricular
Rating: Partially Implemented
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Department CPR Finding: Interviews indicated that not all information regarding nonacademic and
extracurricular programs is provided to those families in their primary language. Additionally,
student records and staff interviews indicated that the district does not consistently provide information
regarding academic and nonacademic programs to those families requiring translated materials.
Furthermore, staff interviews indicated that the district does not have a system to secure translations
for those families who speak low- incidence languages. Moreover, a review of documentation as well
as staff interviews indicated that not all of the promotional and recruitment materials being
disseminated to residents in the area served by the school are translated into the major languages
spoken by residents with limited English skills.
Narrative Description of Corrective Action:
The district has access to computer system that provides information to families of ELL student
in their native language. Weekly school notes (Wednesday Notes) are emailed to all parents in the
district.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Principal or Technology
Corrective Action Activity: June 2013
Coordinator
Evidence of Completion of the Corrective Action:
Data will be collected (notices and information given to families of ELL students) regarding
extracurricular activities and school events for a period of four months and submitted to the
DESE.
Description of Internal Monitoring Procedures:
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 12 Equal Access to
Extracurricular
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit copies of translated information pertaining to nonacademic and extracurricular programs, as
well as the system used to secure translations for families that speak low-incidence languages. Also
submit copies of translated promotional and recruitment materials. Submit the documents in English
and in translation.
Progress Report Due Date(s): October 7, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 15 Professional Development
Rating: Partially Implemented
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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Department CPR Finding:
The school’s plan for SEI professional development encompassed only one year of planning: 20112012; therefore, the school’s plan will need to be revised. The revisions must incorporate the
upcoming SEI professional development changes as stipulated by the RETELL initiative. Please refer
to the following link: http://www.doe.mass.edu/retell/ for additional information.
Concerning content area teachers, the school reported several teachers who have completed one of the
Sheltered English Immersion (SEI) category trainings and four teachers who have completed two or
more of the SEI categories. However, documents and interviews indicated that ELLs do not receive
instruction from teachers who have been trained in the four categories as required
Narrative Description of Corrective Action:
The district has provided staff with the opportunities for ELL training in all categories. The district is in
the process of developing a list of teachers who have had category training and those who will be
trained through the Department of Education RETELL training program that will take place in the near
future.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Principal
Corrective Action Activity: June 2013
Evidence of Completion of the Corrective Action:
The principal will develop a list of staff that instruct ELL students and their level of training. A
list of ELL students who are assigned trained teachers for all contents area subjects will be sent
to the DESE.
The principal will track ELL training and ensure that HVM has a trained general education
teacher at each grade level and for each subject area (middle school).
Description of Internal Monitoring Procedures:
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 15 Professional
Development
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The Department approves the corrective action as
designed and requires no further progress reporting.
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): None required.
Progress Report Due Date(s): N/A
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 17 Program Evaluation
Rating: Not Implemented
Department CPR Finding: Documentation submitted indicated that the district has not completed
periodic evaluations of the quality and effectiveness of the ELE program.
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Narrative Description of Corrective Action:
The district will develop a periodic evaluation system that informs HVM and DESE of the
quality and effectiveness of the ELE program. Periodic review of ELL students academic
progress, work samples, and teacher observations and written input will be developed and
reported to the DESE at the end of the school year.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Principal and/or Coordinator
Corrective Action Activity: June 2013
of Teaching and Learning
Evidence of Completion of the Corrective Action:
A report will be written and submitted to the DESE at the end of the each school year.
Description of Internal Monitoring Procedures:
Information on the progress of ELL students will be collected at the end of each term and
reviewed by the principal and coordinator of teaching and learning.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 17 Program Evaluation
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By October 7, 2013, the district will submit a copy of its proposed ELE program evaluation tool that
will be used to evaluate its ELE program.
By December 20, 2013, the district will submit a copy of its ELE program evaluation.
Progress Report Due Date(s): October 7, 2013; December 20, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18 Student Records
Rating: Partially Implemented
Department CPR Finding: The review of student records indicated that some records were missing
information regarding the student’s previous school experience, home languages surveys, and evidence
of either initial or annual notifications to the parent
Narrative Description of Corrective Action:
The district has already made a decision to keep all ELL records in the special education office.
All ELL files will need to be examined to determine what specific information has or has not
been collected. Incomplete files need to be addresses. Copies of each ELL student’s MEPA report
from the Spring of 2012 have been received at the special education office. Parent notification
letters will be sent out in a timely fashion and copies will be kept on file.
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Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Principal and/or director of
Corrective Action Activity: June 2013
special education
Evidence of Completion of the Corrective Action:
A report showing the results of the audited files will be sent to DESE
Description of Internal Monitoring Procedures:
Record review yearly on all ELL students
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18 Student Records
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By October 7, 2013, the district will submit evidence (agenda, signed attendance sheets) indicating that
training was conducted on the requirements of maintaining ELE student records.
By December 20, 2013, after staff training has been conducted, the district will conduct an internal
review of ELE student records for consistent evidence of student’s previous school experience (if
applicable), home language surveys, and initial and/or annual notifications to the parent and will report:
the number of records reviewed at each level and the number of records that contained all required
documents. If any ongoing non-compliance is identified, report the root cause, a plan to remedy the
ongoing non-compliance and the specific actions taken to ensure full compliance for each student
record reviewed.
*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 person(s) who conducted the review, their roles(s),
and their signature(s).
Progress Report Due Date(s): October 7, 2013; December 20, 2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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