MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Holbrook
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 10/09/2012.
Mandatory One-Year Compliance Date: 10/08/2013
Summary of Required Corrective Action Plans in this Report
Criterion
SE 18A
Criterion Title
IEP development and content
SE 21
School day and school year requirements
SE 24
Notice to parent regarding proposal or refusal to initiate or
change the identification, evaluation, or educational
placement of the child or the provision of FAPE
Parent advisory council for special education
Procedures for approved and unapproved out-of-district
placements
Procedure for recording suspensions
Professional development
SE 32
SE 37
SE 44
SE 54
CR 7
Information to be translated into languages other than
English
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Not Implemented
Partially
Implemented
Not Implemented
Partially
Implemented
Not Implemented
Criterion
CR 9
CR 14
CR 16
CR 17A
CR 18
Criterion Title
Hiring and employment practices of prospective employers
of students
Counseling and counseling materials free from bias and
stereotypes
Notice to students 16 or over leaving school without a high
school diploma, certificate of attainment, or certificate of
completion
Use of physical restraint on any student enrolled in a
publicly-funded education program
Responsibilities of the school principal
CPR Rating
Not Implemented
Partially
Implemented
Not 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 the student records indicated that not all IEPs address the skills and
proficiencies needed to avoid and respond to bullying, harassment, or teasing for those
students whose disability affects social skills development, or whose disability makes him
or her vulnerable to bullying, harassment, or teasing. In the records reviewed of students
identified with a disability on the autism spectrum, not all IEP Teams considered and
specifically addressed the skills and proficiencies needed to avoid and respond to bullying,
harassment, or teasing.
Description of Corrective Action:
The Director of Pupil Personnel Services will provide professional development training for
Team Chairpersons and Special education teachers on addressing in all IEPs a student's
proficiency or deficiency when dealing with issues of bullying harassment or teasing.
Whenever the IEP Team evaluation indicates that a student's disability affects social skills
development, or when the student's disability makes him or her vulnerable to bullying,
harassment, or teasing, the IEP must address the skills and proficiencies needed to avoid
and respond to bullying, harassment, or teasing. For students identified with a disability
on the autism spectrum, the IEP Team must consider and specifically address the skills
and proficiencies needed to avoid and respond to bullying, harassment, or teasing.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
01/18/2013
Evidence of Completion of the Corrective Action:
Training will be conducted by the Director of Pupil Personnel Services. The agenda,
training materials, and attendance sheet will be provided.
Description of Internal Monitoring Procedures:
IEP checklists will include the monitoring of the statement to addressing bullying,
harassment and teasing. Director of Pupil Personnel Services will randomly check 10 IEPs
monthly to determine compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18A IEP development and content
Corrective Action Plan Status: Approved
Status Date: 12/07/2012
Basis for Partial Approval or Disapproval:
The district stated it will provide professional development training to special education
staff on addressing the skills and proficiencies needed to avoid and respond to bullying,
harassment, or teasing for those students whose disability affects social skills
development, or whose disability makes him or her vulnerable to bullying, harassment, or
teasing. For students identified with a disability on the autism spectrum, the IEP Team will
consider and specifically address the skills and proficiencies needed to avoid and respond
to bullying, harassment, or teasing.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit copies of the updated IEPs for student records identified as non-compliant from
the student record review.
Provide training on the requirements of IEP development and content and the
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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requirements of addressing the skills and proficiencies needed to avoid and respond to
bullying, harassment, or teasing. Please submit evidence of staff training, including an
agenda and signed attendance sheets (indicating role of staff and date). This progress
report is due by February 1, 2013.
Following the implementation of the district's corrective actions, please submit the results
of an internal review of student records from all levels to ensure that staff are
appropriately addressing skills and proficiencies needed to avoid and respond to bullying,
harassment, or teasing. Submit the number of records reviewed since the training, the
number of IEPs in compliance with addressing the skills and proficiencies needed to avoid
and respond to bullying, harassment, or teasing, a description of the root cause(s) for any
noncompliance, and specific action taken by the district to remedy any noncompliance.
This progress report is due April 26, 2013.
*Please note when conducting internal monitoring that the district must maintain the
following documentation and make it available to the Department upon request: a) List of
the 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):
02/01/2013
04/26/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 21 School day and school year requirements
Partially Implemented
Department CPR Findings:
A review of student records indicated that the district does not consistently address the
school day and school year requirements on the IEP. Specifically, in some cases, the
"extended school day/year" section was left blank or there was a statement that the IEP
Team will reconvene and address this section later in the school year.
Description of Corrective Action:
The Director of Pupil Personnel Services will provide professional development training for
Team Chairpersons, special education teachers and related service providers on school
day and school year requirements.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
01/18/2013
Evidence of Completion of the Corrective Action:
Training will be conducted by the Director of Pupil Personnel Services. The agenda,
training materials, and attendance sheet will be provided.
Description of Internal Monitoring Procedures:
IEP checklists will include monitoring of extended school year. Director of Pupil Personnel
Services will randomly check 10 IEPs monthly to determine compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 21 School day and school year
Status Date: 12/07/2012
requirements
Basis for Partial Approval or Disapproval:
The district stated they will provide professional development training for special
education staff on appropriately addressing school day and school year requirements.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide training on the requirements of appropriately addressing school day and school
year requirements. Please submit evidence of staff training, including an agenda and
signed attendance sheets (indicating role of staff and date). This progress report is due by
February 1, 2013.
Following the implementation of the district's corrective actions, please submit the results
of an internal review of student records from all levels to ensure that staff are
appropriately addressing the school day and school year requirements on the IEP. Submit
the number of records reviewed since the training, the number of IEPs in compliance with
addressing the school day and school year requirements, a description of the root
cause(s) for any noncompliance, and specific action taken by the district to remedy any
noncompliance. This progress report is due April 26, 2013.
*Please note when conducting internal monitoring that the district must maintain the
following documentation and make it available to the Department upon request: a) List of
the 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).
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Progress Report Due Date(s):
02/01/2013
04/26/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 24 Notice to parent regarding proposal or refusal to initiate or Partially Implemented
change the identification, evaluation, or educational placement of
the child or the provision of FAPE
Department CPR Findings:
Record review indicated that the Notice of Proposed School District Action (N1) does not
always address what evaluation procedure, test, record or report was used as a basis for
the proposed action. In some cases the district replied "N/A" for what rejected options
were considered and why each option was rejected.
Description of Corrective Action:
The Director of Pupil Personnel Services will provide professional development training for
Team Chairpersons and special education teachers on the Notice of Proposed School
District Action (N-1). All required elements will be addressed.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
01/18/2013
Evidence of Completion of the Corrective Action:
Training will be conducted by the Director of Pupil Personnel Services. The agenda,
training materials, and attendance sheet will be provided.
Description of Internal Monitoring Procedures:
IEP checklists will include monitoring of the completion of the Notice of Proposed School
District Action (N1). The Director of Pupil Personnel Services will randomly check 10 IEPs
monthly to determine compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 24 Notice to parent regarding
Status Date: 12/07/2012
proposal or refusal to initiate or change
the identification, evaluation, or
educational placement of the child or the
provision of FAPE
Basis for Partial Approval or Disapproval:
The district stated it will provide professional development training to all special education
staff regarding appropriately addressing all elements of the Notice of Proposed School
District Action (N1).
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit evidence of staff training, including an agenda and signed attendance sheets
(indicating role of staff and date). This progress report is due by February 1, 2013.
Following the implementation of the district's corrective actions, please submit the results
of an internal review of student records from all levels to ensure that staff are
appropriately addressing all elements of the Notice of Proposed School District Action
(N1). Submit the number of records reviewed since the training, the number of IEPs in
compliance with addressing all elements of the Notice of Proposed School District Action
(N1), a description of the root cause(s) for any noncompliance, and specific action taken
by the district to remedy any noncompliance. This progress report is due April 26, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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*Please note when conducting internal monitoring that the district must maintain the
following documentation and make it available to the Department upon request: a) List of
the 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):
02/01/2013
04/26/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 32 Parent advisory council for special education
Not Implemented
Department CPR Findings:
A review of the documentation and interviews indicated that the school district had one
meeting with parents of special education students in September to discuss a parent
advisory council (PAC), but at the present time the PAC lacks established by-laws,
officers, and operational procedures. The PAC is not advising the district on matters that
pertain to the education and safety of students with disabilities or participating in the
planning, development or evaluation of the school district's special education programs.
Annual training has not been provided regarding the rights of students and their parents
and guardians under state and federal special education laws.
Description of Corrective Action:
A Special Education Parent Advisory Council has been established in the district since the
Coordinator Program Review.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
12/03/2012
Evidence of Completion of the Corrective Action:
The district will submit the Holbrook Public Schools SEPAC workshops and meeting
schedule, flyers, agendas and sign-in sheets.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel will monitor this process to ensure compliance
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 32 Parent advisory council for special
Approved
education
Status Date: 12/07/2012
Basis for Partial Approval or Disapproval:
The district stated that it has established a district-wide Parent Advisory Council (PAC),
however, the district did not state if the PAC has established by-laws, officers, and
operational procedures. The district also did not state how the PAC is participating in
advising the district on matters that pertain to the education and safety of the students
with disabilities or how the PAC is participating in the planning, development or evaluation
of the school district's special education programs. The district did not state if annual
training has been provided regarding the rights of students and their parents and
guardians under state and federal special education laws.
Department Order of Corrective Action:
Address if the PAC has established by-laws, officers, and operational procedures. Also,
advise of plans for the PAC to participate in advising the district on matters pertaining to
the education and safety of students with disabilities, as well as participating in the
planning, development or evaluation of the school district's special education programs.
Provide the date of the training.
Required Elements of Progress Report(s):
By February 1, 2013, please submit evidence that the district has established a districtwide Parent Advisory Council (PAC). Submit evidence of the PAC's by-laws, officers, and
operational procedures, district workshops and meeting schedule, flyers, agendas and
sign-in sheets. Please provide evidence that the PAC is advising the district on matters
that pertain to the education and safety of students with disabilities and is participating in
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the planning, development or evaluation of the school district's special education
programs. Indicate the date of the annual training regarding the rights of students and
their parents and guardians under state and federal special education laws.
Progress Report Due Date(s):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 37 Procedures for approved and unapproved out-of-district
Partially Implemented
placements
Department CPR Findings:
Record review indicates that the school district does not consistently document when the
district monitors the provision of services and programs of students in public and private
out-of-district placements.
Description of Corrective Action:
The Director of Pupil Personnel Services will meet with the Out of District Coordinator
monthly to ensure the monitoring of the provision of services to and the programs of
individual students placed in public and private out-of-district programs. Documentation
of monitoring plans and all actual monitoring will be placed in the files of every eligible
student who has been placed out-of-district. To the extent that this monitoring requires
site visits, such site visits are documented and placed in the student files for review.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
01/31/2013
Evidence of Completion of the Corrective Action:
Meeting agendas and sign-in sheets will be provided. A copy of the revised Out of District
Monitoring Plan form will be submitted.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will randomly check out of district student records
monthly to determine compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 37 Procedures for approved and
Status Date: 12/07/2012
unapproved out-of-district placements
Basis for Partial Approval or Disapproval:
The district stated that it will revise the Out of District Monitoring Plan form and meet with
the Out of District Coordinator monthly to ensure the monitoring of the provision of
services to and the programs of individual students placed in public and private out-ofdistrict programs.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Following the implementation of the district's corrective actions, please submit the results
of an internal review of out of district student records from all levels to ensure that
documentation of monitoring plans and all actual monitoring is placed in the files of every
eligible student who has been placed out-of-district. Submit the number of records
reviewed, a description of the root cause(s) for any noncompliance, and specific action
taken by the district to remedy any noncompliance.
Also submit a copy of the monitoring form.
This progress report is due February 1, 2013.
*Please note when conducting internal monitoring that the district must maintain the
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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following documentation and make it available to the Department upon request: a) List of
the 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):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 44 Procedure for recording suspensions
Not Implemented
Department CPR Findings:
Documentation and interviews indicate that the district does not have procedures to
record the number and duration of suspensions from any part of the student's program.
Description of Corrective Action:
The Director of Pupil Personnel Services will meet with the Principals and Team
Chairpersons to develop written procedures to record the number and duration of
suspensions from any part of the student's program, including suspensions from special
transportation prescribed by the IEP.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
01/31/2013
Evidence of Completion of the Corrective Action:
Written procedures for recording suspensions will be submitted.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will randomly check the records of suspended
students to determine compliance.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 44 Procedure for recording
Status Date: 12/07/2012
suspensions
Basis for Partial Approval or Disapproval:
The district stated the Director of Pupil Personnel Services will meet with the Principals
and Team Chairpersons to develop written procedures to record the number and duration
of suspensions from any part of the student's program, including suspensions from special
transportation prescribed by the IEP.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 1, 2013, submit a copy of the developed procedures to record the number
and duration of suspensions from any part of the student's program, including
suspensions from special transportation prescribed by the IEP. Also submit evidence of
training to appropriate staff on these procedures.
Progress Report Due Date(s):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 54 Professional development
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicate that not all staff members, including both
special education and general education, are trained on: state and federal special
education requirements and related local special education policies and procedures.
Description of Corrective Action:
The Director of Pupil Personnel Services will provide professional development to all staff
members, including both special education and general education on state and federal
special education requirements and related local education policies and procedures.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
05/17/2013
Evidence of Completion of the Corrective Action:
The agenda, training materials, and attendance sheet will be provided.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will ensure compliance of SE 54.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 54 Professional development
Corrective Action Plan Status: Approved
Status Date: 12/07/2012
Basis for Partial Approval or Disapproval:
The district stated that professional development will be provided to all staff members,
including both special education and general education, on state and federal special
education requirements and related local special education policies and procedures.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide training to all staff members, including both special education and general
education, on state and federal special education requirements and related local special
education policies and procedures. Please submit evidence of staff training, including an
agenda and signed attendance sheets (indicating role of staff and date). This progress
report is due by February 1, 2013.
Progress Report Due Date(s):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook 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
Not Implemented
English
Department CPR Findings:
Documentation and interviews indicate that the district does not have procedures for
translations and interpretations into languages other than English. The district uses a
statement translated into several languages which states: "If you need this document
translated contact the central office." However, there are no procedures for translating
those documents. In addition, the district does not have a system of oral interpretation to
assist parents with limited English skills, including those who speak low-incidence
languages.
Description of Corrective Action:
The Director of Pupil Personnel Services and the guidance counselors will develop an
interpretation and translation procedure so that information and notices can be translated
into a language understood by students and parents. Principals and guidance counselors
will be trained on the procedure. They will then train the staff at each of the buildings.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
Principals
05/17/2013
Evidence of Completion of the Corrective Action:
Evidence of completion will be a written translation and interpretation procedure, meeting
agendas and sign-in sheets.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel will check in with principals monthly to ensure important
information and documents are translated into a language understood by parents and
students.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 7 Information to be translated into
Status Date: 12/07/2012
languages other than English
Basis for Partial Approval or Disapproval:
The district stated that the Director of Pupil Personnel Services and the guidance
counselors will develop an interpretation and translation procedure so that information
and notices can be translated into a language understood by students and parents.
Principals and guidance counselors will be trained on the revised procedures then train the
staff at each of the buildings.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit the revised procedures on interpretation and translation that will ensure that
information and notices can be translated into a language understood by parents and
students. Please provide training to all appropriate staff members on translation and
interpretation procedures. Please submit evidence of staff training, including an agenda
and signed attendance sheets (indicating role of staff and date). This progress report is
due by February 1, 2013.
Progress Report Due Date(s):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 9 Hiring and employment practices of prospective employers
Not Implemented
of students
Department CPR Findings:
A review of documentation indicated that the district does not have prospective employers
who recruit at the high school sign a statement that the employer complies with federal
and state laws prohibiting discrimination in hiring and employment.
Description of Corrective Action:
The district will develop a statement for employers recruiting at the school to sign that
ensures the employer complies with applicable federal and state laws prohibiting
discrimination in hiring or employment practices and the statement specifically includes
the following protected categories: race, color, national origin, sex, handicap, religion and
sexual orientation.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
High School Principal
02/08/2013
Evidence of Completion of the Corrective Action:
The Director of Pupil Personnel Services will provide training to the high school principal
and guidance counselors on the use of the form. The agenda and sign-in sheet will be
provided. The district will provide a copy of the statement.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel Services will review a sample of completed employer
forms on a monthly basis to ensure form is being used.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 9 Hiring and employment practices of
Status Date: 12/07/2012
prospective employers of students
Basis for Partial Approval or Disapproval:
The district stated that it will develop a statement for employers recruiting at the school
to sign that ensures the employer complies with applicable federal and state laws
prohibiting discrimination in hiring or employment practices and the statement specifically
includes the following protected categories: race, color, national origin, sex, handicap,
religion and sexual orientation.
***When revising the statement for prospective employers, ensure that the newly added
protective category of "gender identity" is included in the nondiscrimination statement.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a copy of the revised statement by February 1, 2013.
Progress Report Due Date(s):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 14 Counseling and counseling materials free from bias and
Partially Implemented
stereotypes
Department CPR Findings:
Interviews with staff members and a review of the district's documents indicate that the
district does not have a process to ensure that limited English proficient students have the
opportunity to receive information provided by guidance counselors in a language that the
student understands.
Description of Corrective Action:
A process will be developed to ensure that counseling will be provided to limited English
proficient students in a language they understand and to facilitate their access to all
programs and services offered in the district.
An interpretation and translation procedure will be written to establish a systematic
process so that information and notices can be translated into a language understood by
students and parents. Principals and counselors will be trained on the procedure.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel
Completion:
02/08/2013
Evidence of Completion of the Corrective Action:
Evidence of completion will be a written translation and interpretation procedure, meeting
agendas and sign-in sheets.
Description of Internal Monitoring Procedures:
The Director of Pupil Personnel will check in with principals monthly to ensure students
have the opportunity to receive information provided by guidance counselors in a
language that the student understands.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 14 Counseling and counseling
Status Date: 12/07/2012
materials free from bias and stereotypes
Basis for Partial Approval or Disapproval:
The district stated that procedures will be developed to ensure that counseling will be
provided to limited English proficient students in a language they understand and to
facilitate their access to all programs and services offered in the district. An interpretation
and translation procedure will be written to establish a systematic process so that
information and notices can be translated into a language understood by students and
parents. Principals and counselors will be trained on the procedure.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit the developed procedures that ensure that counseling is and will be provided to
limited English proficient students in a language they understand to facilitate their access
to all programs and services offered in the district. Provide evidence of training to
appropriate staff on these procedures.
Progress Report Due Date(s):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 16 Notice to students 16 or over leaving school without a
Not Implemented
high school diploma, certificate of attainment, or certificate of
completion
Department CPR Findings:
A review of district documentation and staff interviews indicate that the district does not
send an initial notice to both parents and students within ten days from the fifteenth
consecutive unexcused absence for a student 16 or over. Also, the notice does not state
that the student and the parent or guardian may meet with a representative of the district
within ten days from the date the notice was sent or that at the request of the parent or
guardian, the district may consent to an extension of the time for the meeting of not
longer than fourteen days. Instead, the notice states that the parent or student may meet
with a school representative within 14 days from the date the notice was sent, not
allowing any time for an extension if requested.
Documentation and interviews also demonstrate that for former students who have left
school within the past two years and who have not yet earned their competency
determination and who have not transferred to another school, the district has not sent
annual written notices to the student at their last known address to inform them of the
availability of publicly funded post-high school academic support programs and to
encourage them to participate in those programs. The letter submitted is not an annual
letter regarding students who have not earned their competency determination. The letter
to parents concerns MCAS testing and the availability of options for students who have
not passed MCAS. There are no procedures for sending annual notices to students who
have not attended school within the past two years.
Description of Corrective Action:
The district will revise the Notice to students 16 or over leaving school without a high
school diploma, certificate of attainment, or certificate of completion. Within ten days
from a student's fifteenth consecutive unexcused absence, the school will provide written
notice to students age 16 or over and their parents or guardians. The notice is in English
and the family's native language and states that the student and the parent or guardian
may meet with a representative of the district within ten days from the date the notice
was sent. At the request of the parent or guardian, the district may consent to an
extension of the time for the meeting of not longer than fourteen days.
A list of former students and their last known addresses will be developed by the guidance
department of students who have not yet earned their competency determination and
who have not transferred to another school. This list will be maintained on a regular basis
to ensure that it is current.
The district will send annual written notice to former students who have not yet earned
their competency determination and who have not transferred to another school to inform
them of the availability of publicly funded post-high school academic support programs
and to encourage them to participate in those programs.
At a minimum, the district will send annual written notice by first class mail to the last
known address of each such student who attended a high school in the district within the
past two years.
The Director of Pupil Personnel Services will provide professional development to the
guidance staff and High school principal on procedures.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
High School Principal
02/08/2013
Evidence of Completion of the Corrective Action:
The evidence of completion will be the revised Notice to students 16 or over leaving
school without a high school diploma certificate of attainment or certificate of completion
and the revised letter sent to students who have not earned their competency
determination. A list of students to whom the letter has been sent to for year one and for
year two will be provided. The agenda and sign in sheet will be provided from the
guidance staff meeting.
Description of Internal Monitoring Procedures:
Each term, the Director of Pupil Personnel Services and the high school principal will
receive a copy of the list of students who have left the high school who have not yet
earned their competency determination and who have not transferred to another school.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 16 Notice to students 16 or over
Status Date: 12/07/2012
leaving school without a high school
diploma, certificate of attainment, or
certificate of completion
Basis for Partial Approval or Disapproval:
The district stated that it will revise the annual notice to students 16 or over leaving
school without a high school diploma, certificate of attainment, or certificate of
completion. In addition, a list of former students and their last known addresses will be
developed by the guidance department of students who have not yet earned their
competency determination and who have not transferred to another school. This list will
be maintained on a regular basis to ensure that it is current. The district will send annual
written notice to former students who have not yet earned their competency
determination and who have not transferred to another school to inform them of the
availability of publicly funded post-high school academic support programs and to
encourage them to participate in those programs.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide a copy of the revised letter to students 16 years or older. Provide a copy of
the annual written notice to former students who have not yet earned their competency
determination and who have not transferred to another school. Submit evidence of
required staff training, including an agenda and signed attendance sheets (including role
of staff and date). Submit this progress report by February 1, 2013.
Please provide a report of the students to whom the letters were sent (include the first
and last initial of the student and date the letter(s) was sent). This progress report is due
April 26, 2013.
Progress Report Due Date(s):
02/01/2013
04/26/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
19
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 17A Use of physical restraint on any student enrolled in a
Partially Implemented
publicly-funded education program
Department CPR Findings:
Staff interviews and documentation indicate that physical restraint training consistent with
regulatory requirements does not occur annually within the first month of the school year.
In addition, the training is only conducted at the high school level and not all staff
participate in the training. Employees hired after the school year begins do not receive
training on the regulatory requirements related to physical restraint within a month of
their employment. School personnel are not familiar with the staff authorized to serve as
school-wide resources to help ensure the proper administration of physical restraints. In
addition, the district has not developed and implemented reporting procedures for
administrators and parents consistent with the regulations. Specifically, the form for
maintaining a log of restraints lasting over five minutes or where injury to the staff or
student occurs is a special education behavior incident report form.
Description of Corrective Action:
The district will provide physical restraint training to all staff consistent with regulatory
requirements within the first month of the school year. Employees hired after the school
year begins will receive training within the first month of their employment. The Director
of Pupil Personnel Services will be notified as employees are hired after the school year
begins by the Superintendent's Administrative Assistant. Logs of restraint will be
maintained in each of the buildings.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
01/18/2013
Evidence of Completion of the Corrective Action:
The agenda, training materials, and attendance sheet will be provided. A sample of the
individual confirmation sheets of restraint training signed by staff and the restraint log
form will be submitted.
Description of Internal Monitoring Procedures:
Agenda, training materials and attendance sheets will be maintained by the Director of
Pupil Personnel Services. The Director of Pupil Personnel Service will ensure new staff
members are trained.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 17A Use of physical restraint on any
Approved
student enrolled in a publicly-funded
Status Date: 12/07/2012
education program
Basis for Partial Approval or Disapproval:
The district stated that it will provide physical restraint training to all staff within the first
month of the school year. New employees hired after the school year begins will receive
training within the first month of their employment. Newly hired employees training will
be monitored by the Director of Pupil Personnel Services. However, the district did not
address how it will inform school personnel of the staff authorized to serve as school-wide
resources to help ensure the proper administration of physical restraints. In addition, the
district has not developed and implemented reporting procedures for administrators and
parents consistent with the regulations.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
20
Department Order of Corrective Action:
Develop procedures for notifying school personnel of the staff authorized to serve as
school-wide resources to help ensure the proper administration of physical restraints.
Develop reporting procedures for administrators and parents consistent with the
regulations. Specifically, revise or develop a form for maintaining a log of restraints
lasting over five minutes or where injury to the staff or student occurs.
Required Elements of Progress Report(s):
February 1, 2013, submit a copy of the revised procedures for ensuring school personnel
are familiar with staff authorized to serve as school-wide resources to help ensure the
proper administration of physical restraints. Also submit a copy of the reporting
procedures for administrators and parents consistent with the regulations (form for
maintaining a log of restraints lasting over five minutes or where injury to the staff or
student occurs). Submit evidence of physical restraint training for all staff. Submit the
agenda and signed attendance sheets (indicating role of staff) for evidence of training.
By April 26, 2013, submit a report of the results of an internal review of staff records of
employees hired after the school year began and include the following: 1) Number of
records reviewed; 2) Number of records in which staff were provided annual physical
restraint training consistent with regulatory requirements; 3) Results of the root cause
analysis of any non-compliance; and 4) Specific actions taken by the district to remedy
any non-compliance.
Progress Report Due Date(s):
02/01/2013
04/26/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
21
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 18 Responsibilities of the school principal
Partially Implemented
Department CPR Findings:
Interviews with staff and documentation indicate that the district's Curriculum
Accommodation Plan does not include appropriate supports for linguistic minority
students.
Description of Corrective Action:
The Director of Pupil Personnel Services and the building principals will revise the
Curriculum Accommodation Plan to include appropriate services for linguistic minority
students. Staff will receive training to be informed of the updated Curriculum
Accommodation Plan.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Pupil Personnel Services
Completion:
Principals
05/17/2013
Evidence of Completion of the Corrective Action:
The revised Curriculum Accommodation Plan will be submitted. Training agenda and signin sheets will be provided.
Description of Internal Monitoring Procedures:
The agenda and sign in sheets will be sent to the Director of Pupil Personnel Services.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 18 Responsibilities of the school
Status Date: 12/07/2012
principal
Basis for Partial Approval or Disapproval:
The district will submit a copy of the revised Curriculum Accommodation Plan to include
appropriate services for linguistic minority students. Staff will receive training on the
updated and revised Curriculum Accommodation Plan (CAP).
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 1, 2013, submit a copy of the revised Curriculum Accommodation Plan to
include appropriate services for linguistic minority students. Provide training to all staff
members on the revised Curriculum Accommodation Plan. Please submit evidence of staff
training, including an agenda, and signed attendance sheets (indicating role of staff and
date).
Progress Report Due Date(s):
02/01/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
District: Holbrook Public School District
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Holbrook Public Schools/Julie Hamilton
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: August 20, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Rating: Partially Implemented
Criterion & Topic: ELE 1 Annual Assessment
Department CPR Finding: A review of student records indicated that the district does not
consistently assess the English proficiency of all limited English proficient (LEP) students. There was
no evidence of MELA-O or MEPA results in some student records.
Narrative Description of Corrective Action:
In September the curriculum director will check with each building’s ELL teachers to be sure that
home language surveys have gone home to all students (when applicable). The curriculum director will
also meet with the ELL teachers to create a checklist which includes all of the requirements for this
program (MELA-O, MEPA, etc…). The checklist will be placed in all ELL student folders and will be
monitored by the curriculum director. In June, all folders will undergo a final review by the director of
curriculum.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
ELL Teachers
Corrective Action Activity:
Home Language Survey-check that this
Curriculum Director
document has been sent to parents by Sept. 10th
Development of checklist-September 30
Monthly monitoring of folders-(*person
responsible: Curriculum Director
June-final review of folders
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Evidence of Completion of the Corrective Action:
* Final review-June 2014
A copy of the checklist will be sent electronically to the DESE for review
The curriculum director will check with each building’s ELL teacher to confirm that the survey has
gone home (notes from this meeting will be collected and saved with dates included to show when the
surveys went home)
June-Minutes will be collected/submitted from the end of the year meeting which will be held to
review folders
Description of Internal Monitoring Procedures: The curriculum director will review all records
monthly (after dept. meetings) and will report to the superintendent with details about progress towards
attaining the outlined goals. *Updates will be sent to the DESE
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 1
Status of Corrective Action:
Approved Partially Approved [X] Disapproved
Basis for Partial Approval or Disapproval: The district did not clarify how it will ensure that the
English proficiency of all limited English proficient (LEP) students is assessed annually using the
ACCESS. The district’s newly developed checklist will monitor that the required documentation is
present in the ELL student records.
Department Order of Corrective Action: Develop specific procedures for annually identifying and
assessing the English proficiency of all LEP students using the ACCESS. A checklist of students
identified as LEP should be provided to the curriculum director and reviewed mid-year to ensure that
all students have been annually assessed using the ACCESS and results documented and placed in the
student records.
Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Procedures for annually assessing the English proficiency of all LEP students;
 Evidence of staff training on the new procedures, forms etc (agendas, training materials, signed
attendance sheets);
 Description of an internal monitoring process to ensure future compliance.
By May 5, 2014 please submit the following for Progress Report 2:
Conduct an internal review of student records from each level and submit the following information:
 The number of student records reviewed;
 The number of records that are compliant;
 For all records not in compliance, determine and report the root cause(s) of the noncompliance; and
 The district’s plan to remedy the non-compliance.
*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):
February 20, 2014 & May 5, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
24
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 5 Program Placement and
Rating: Partially Implemented
Structure
Department CPR Finding: Documentation reviewed indicated that the district did not develop an
ESL curriculum. In this regard, the district should note that the Department has new regulations in
place which may affect its corrective action plan (CAP). Please refer to:
http://www.doe.mass.edu/rettell/ for more information.
Concerning hours of ESL services, documentation reviewed indicated that except for ELLs at MEPA
(Massachusetts English Proficiency Assessment) levels 4 and 5 in the elementary grades, the hours of
ESL instruction that all other ELLs in elementary school receive are inconsistent with Department
guidance. Also, the hours of ESL instruction that middle and high school ELLs receive are not clear as
the number of days of ESL instruction per week were not specified (Please refer to
http://www.doe.mass.edu/mcas/mepa/guidance.html - p. 5).
Please see ELE 15 for comments on Professional Development Requirements.
The Department concluded that the district does not have a fully implemented SEI Program as
required by Chapter 71A. The district has not developed an ESL curriculum, the hours of ESL
instruction provided to most ELLs are not consistent with Department guidance, and content area
teachers instructing ELLs have not completed all of the required SEI Category Trainings.
Narrative Description of Corrective Action: As a district we are making great strides towards
corrective action in this area. This fall, we have enrolled 9 of our teachers in the tier 1 cohort of
teachers who will be receiving RETELL licensure. Students who are identified as needing ELL
services have been placed with teachers who have had category trainings in the past and are currently
enrolled in RETELL courses. In addition, ELL teachers have been working on an aligned curriculum
and will meet on all professional development days during this school year to tweak the curriculum and
add additional resources/lessons. By the end of the second week of school, the curriculum director will
meet with all ELL teachers to review their service delivery grids for compliancy to the outlined state
guidelines for weekly instruction.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: ELL teachers
Corrective Action Activity:
RETELL cohort (Sept. 2013)
Curriculum Directors
Sept. 10th (service delivery grids submitted)
Regular Education Teachers
Sept. 26-June12th Curriculum work
Superintendent
Evidence of Completion of the Corrective Action: DESE list of certified teachers/evidence of
Coursework
Copies of service delivery grids
Copy of curriculum for ELL (submitted)
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Description of Internal Monitoring Procedures:
The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE
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 [X]
Disapproved
Basis for Partial Approval or Disapproval: The district did not propose any plan to address the
concern identified in the CPR report regarding the ESL services
Department Order of Corrective Action:
Ensure that the hours of ESL instruction are consistent with Department guidance.
The Department accepts the district’s plan 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 for professional development.
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.
Progress Report Due Date(s): February 20, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 7 Parent Involvement
Rating: Not Implemented
Department CPR Finding: A review of documentation, student records and interviews indicated that
the district has not developed ways to include parents or guardians of limited English proficient (LEP)
students in matters pertaining to their children’s education.
Narrative Description of Corrective Action:
The director of curriculum in collaboration with the
ELL teachers from each building will set up a calendar of events which will include parent nights and
workshops. The calendar will include a date for sending out written correspondence regarding each
event to all families of ELL students in their home/primary language. In addition to these parent events
and workshops, the ELL department will create an ELL Handbook which will be sent home to all
parents. This handbook (similar to Title One), will contain a program overview, program
implementation, contact information, parent involvement information and program evaluation
documents
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Curriculum Director
Calendar of Events-Oct. 1st
ELL teachers
ELL Handbook-Nov.1st
Superintendent
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Evidence of Completion of the Corrective Action:
Calendar submitted for DESE review
ELL Handbook submitted for DESE review
Materials/agendas from all workshops will be
collected
Description of Internal Monitoring Procedures: The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 7
Status of Corrective Action:
Approved [X] Partially Approved Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Calendar of events, ELL handbook;
 Evidence of notices translated into major languages spoken in the district;
 Evidence of staff training (agendas, training materials, signed attendance sheets).
Progress Report Due Date(s): February 20, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 8 Declining Entry to a
Program
Rating: Not Implemented
Department CPR Finding: A review of documentation, student records and interviews indicated that
students whose parents have declined entry to a Sheltered English Immersion (SEI) program are not
receiving English language support.
Narrative Description of Corrective Action: To address this issue, the Ell teacher will meet with
any parents who wish to opt out of having their students receive ELL services (though they qualify).
During this meeting, the ELL teacher will supply the parent with an ELL handbook and will outline the
positive aspects and benefits of having the child enrolled in and participating in the program (for at
least a limited time). If the parents still opt to deny the child services, a waiver form will be given to
the parent/guardian to sign. All attempts will be made (although services were declined), to place the
child into a classroom where the teacher is RETELL certified and the Ell teacher works closely in an
inclusion setting. The ELL teacher will then create an individual success plan for the child to ensure
that his/her needs are being met.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Title/Role of Person(s) Responsible for
Implementation: Ell teacher
Curriculum Director
Expected Date of Completion for Each
Corrective Action Activity:
Meetings with parents (as needed)
Superintendent
Evidence of Completion of the Corrective Action: Parent waivers-signed/Meeting dates recorded
Individualized Student Success Plans
Class rosters-where ELL students are placed
Description of Internal Monitoring Procedures:
The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 8
Status of Corrective Action:
Approved Partially Approved [X] Disapproved
Basis for Partial Approval or Disapproval: Waiver forms are not an alternative for parents who have
decided to have their child “opt out” of an ELE program.
Department Order of Corrective Action: Develop procedures for monitoring students whose parents
have declined entry to a Sheltered English Immersion (SEI) program. In those procedures, include a
process for informing parents of how they are kept apprised of their child’s progress and indicate how
students are provided meaningful access to the curriculum.
Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Newly-developed procedures;
 Evidence of staff training on the new procedures, forms etc (agendas, training materials, signed
attendance sheets);
 Copies of monitoring forms;
 Description of an internal monitoring process to ensure future compliance.
By May 5, 2014 please submit the following for Progress Report 2:
Conduct an internal review of ELL student records for students whose parents have chosen to opt out
and submit the results of the internal record review and report:
 The number of student records reviewed;
 The number of records that are compliant;
 For all records not in compliance, determine and report the root cause(s) of the noncompliance; and
 The district’s plan to remedy the non-compliance.
*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): February 20, 2014 & May 5, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
28
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 10 Parental Notification
Rating: Partially Implemented
Department CPR Finding: A review of documentation and interviews indicated that upon
identification of a student as limited English proficient (LEP), the district does not annually provide
notice to the parents or guardians either in English or, when requested, in the primary language of the
home. The district does not inform parents of the reasons for the identification of the student as LEP,
the child’s level of English proficiency, program placement, the method of instruction, the parents’
right to apply for a waiver or to decline enrollment of their child in the ELL program. The district does
not provide parents and guardians of LEP students with progress reports in the same frequency as
general education reporting. The district does not provide report cards in a language understandable
to parents whose primary language is not English.
Narrative Description of Corrective Action: To address this issue, the curriculum director will meet
with each ELL teacher to ensure that all students required to be screened for ELL services
(WIDA/ACCESS) have been screened and that parent notification letters have gone home to
appropriate student homes. The documents outlining the reasons for the identification of the student as
LEP, the child’s level of English proficiency, program placement, the method of instruction, the
parents’ right to apply for a waiver or to decline enrollment of their child in the ELL program will be
sent home in the home/primary language requested. In addition, the ELL handbook will be sent to
parents as well. This handbook will include information such as: a program overview, program
implementation, contact information, parent involvement information and program evaluation
documents. At each outlined date (per the district calendar) progress reports and report cards will be
sent home to parents in the primary/home language when requested.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Curriculum Director
Parent Notification Letter (Sept.-June *as soon
as a student is identified…enrollment is
ongoing)
ELL teachers
Superintendent
Handbooks-sent home with parent notification
Progress Reports/report cards-per calendar dates
Evidence of Completion of the Corrective Action:
List of notification letters sent home by date
Review of progress reports/report cards by curriculum director
(before each calendar marked date for sending the documents home to parents/guardians (meeting
notes kept for review)
Description of Internal Monitoring Procedures:
The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
29
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 10
Status of Corrective Action:
Approved [X] Partially Approved Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Provide a copy of the revised parent notification letter;
 Evidence of staff training on the new procedures of sending annual notice, progress reports and
report cards to the parents or guardians either in English or, when requested, in the primary
language of the home (agendas, training materials, signed attendance sheets);
 Copies of translated annual notices, progress reports and report cards;
 Description of an internal monitoring process to ensure future compliance.
By May 5, 2014 please submit the following for Progress Report 2:
Conduct an internal review of student records at each level ensuring that the records contain the parent
notification letter, copies of translated annual notices, progress reports and report cards. Submit the
results of the internal record review and report:
 The number of student records reviewed;
 The number of records that are compliant;
 For all records not in compliance, determine and report the root cause(s) of the noncompliance; and
 The district’s plan to remedy the non-compliance.
*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): February 20, 2014 & May 5, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 11 Equal Access to Academic
Programs and Services
Rating: Partially Implemented
Department CPR Finding: A review of the documentation indicated that classroom teachers are not
sufficiently trained in sheltering English content. Therefore, students with limited English proficiency
are not taught to the same academic standards and curriculum as all students and are not provided
with the same opportunities to master such standards.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
30
Narrative Description of Corrective Action:
This fall, in meeting with the state requirements, we
have enrolled 9 of our teachers in the tier 1 cohort of teachers who will be receiving RETELL
licensure. Students who are identified as needing ELL services have been placed with teachers who
have had category trainings in the past and are currently enrolled in RETELL courses. In addition,
ELL teachers have been working on an aligned curriculum and will meet on all professional days
during this school year to tweak the curriculum and add additional resources/lessons. Copies of this
curriculum will be given to all classroom teachers. During grade level team meetings, ELL teachers
will share this curriculum with all classroom teachers.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Curriculum Director
Corrective Action Activity:
Ell Teachers
9 Teachers ENROLLED (Aug.27, 2013)
Regular education/inclusion
Teachers
ELL Curriculum Sept.30
Grade level meetings (Sept.-June 2014)
Superintendent
Evidence of Completion of the Corrective Action:
Curriculum director will outline the district’s RETELL licensure plan (state report)
Curriculum director will be sure that all teachers have received the ELL curriculum (teacher sign off
sheet)
Curriculum director will attend grade level meetings monthly to review content being shared regarding
ELL curriculum. (Minutes of grade level meeting/notes saved)
Description of Internal Monitoring Procedures:
The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 11
Status of Corrective Action:
Approved [X] Partially Approved Disapproved
Basis for Partial Approval or Disapproval: See ELE 5.
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 collaborative)
Criterion & Topic: ELE 12 Equal Access to
Nonacademic and Extracurricular Programs
Rating: Partially Implemented
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Department CPR Finding: Interviews indicated that information is not always provided to ELL
students about extracurricular activities and school events in a language that they understand.
Narrative Description of Corrective Action:
Our district will be addressing this issue in several
ways. First off, we will be training our school administrative assistants to use translation software at the
building level which will ensure that any communications which are sent home will be in the child’s
primary/home language. Any documents that are sent district-wide (out of central office) will be
translated before being disseminated to buildings. As part of our parent/guardian outreach (workshops
etc…) we will make it a priority to mention any extra-curricular opportunities and upcoming school
events at these forums.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Curriculum Director
Administrative Assistant training-9/23/13
ELL
Parent workshops (being developed through
regular education staff
calendar-Oct.1, 2013)
Evidence of Completion of the Corrective Action:
Sign in sheet from training 9/23 (narrative description of training attached)
Calendar published on website (dates outlined in calendar)
Sign in sheets and overview of all ELL parent/guardian workshops held during the 2013-14 school year
Description of Internal Monitoring Procedures:
The curriculum director will report progress within this goal to the superintendent on a monthly basis
with updates sent to the DESE
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 12
Status of Corrective Action:
Approved [X] Partially Approved Disapproved
Basis for Partial Approval or Disapproval:
N/A
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Evidence of notices translated into the major languages spoken in the district regarding
extracurricular activities and school events;
 Evidence of staff training (agendas, training materials, signed attendance sheets).
Progress Report Due Date(s): February 20, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 13 Follow-up Support
Rating: Partially Implemented
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Department CPR Finding: A review of documentation and interviews indicated that the district does
not consistently monitor students for two years after the students exit the English learner education
program.
Narrative Description of Corrective Action: To address this issue the curriculum director will work
with the district’s ELL teachers (ELL coordinator) to develop a monitoring system for ELL students
who have exited the program. This tool will be reviewed several times a year to be sure that students
are properly monitored once they have met the exiting criteria (for 2 years). In June these tools will be
collected and summative reviewed by the curriculum director . The development and implementation
of these tools will also be a part of the suggested SMARTGOALS for all ELL teachers in the district.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Curriculum director
Development of monitoring system-Oct 1, 2013
ELL Teachers
Review of monitoring tool Sept-June 2014
Superintendent
Evidence of Completion of the Corrective Action:
Copy of monitoring system (list of students who have been placed on system…dates for when they
exited ELL program)
Meeting dates/ notes of meetings with ELL staff members
Description of Internal Monitoring Procedures: The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 13
Status of Corrective Action:
Approved [X] Partially Approved Disapproved
Basis for Partial Approval or Disapproval:
N/A
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Newly-developed monitoring procedures;
 Evidence of staff training on the new procedures, forms etc (agendas, training materials, signed
attendance sheets);
 Copies of monitoring forms;
 Description of an internal monitoring process to ensure future compliance.
By May 5, 2014 please submit the following for Progress Report 2:
Conduct an internal review of FLEP student records and submit the results of the internal record review
reporting:
 The number of student records reviewed;
 The number of records that are compliant;
 For all records not in compliance, determine and report the root cause(s) of the noncompliance; and
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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
The district’s plan to remedy the non-compliance.
*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): February 20, 2014 & May 5, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Rating: Partially Implemented
Criterion & Topic: ELE 15 Professional
Development Requirements
Department CPR Finding: Documentation reviewed did not include a multi-year Sheltered English
Immersion (SEI) PD training plan. However, teachers in the district, particularly elementary school
teachers, have completed some SEI Category Training (1-3), but no Category 4. Except for one middle
school teacher who completed Category, 3 all other middle and high school teachers have not
completed any Category Training.
The district should note that the Department’s regulations concerning SEI professional development
requirements have changed. Please refer to: http://www.doe.mass.edu/retell/ for more information.
Narrative Description of Corrective Action: To address this issue, the curriculum director (in
collaboration with the ELL teachers/professional development committee members in the district) will
create an SEI plan to train all teachers in district in RETELL.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Curriculum director
Corrective Action Activity:
ELL teachers
Professional Development Plan Nov.1, 2013
Regular Education Staff
Professional Development Committee Members
Superintendent
Evidence of Completion of the Corrective Action:
Completed document-professional development plan
Description of Internal Monitoring Procedures: The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 15
Status of Corrective Action:
Approved [X]
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: See ELE 5
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Department Order of Corrective Action: N/A
Required Elements of Progress Report(s):
Progress Report Due Date(s):
None required.
N/A
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 17 Program Evaluation
Rating: Not Implemented
Department CPR Finding: Documentation and staff interviews indicated that the district has not
conducted periodic reviews of the effectiveness of its ELE program.
Narrative Description of Corrective Action: At each meeting conducted monthly with the ELL
staff and curriculum director, checklists, folders and all requirements will be reviewed. An end of the
year survey instrument will be sent to all parents of ELL students regarding their impressions of the
program and its effectiveness.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Curriculum Director
Corrective Action Activity:
Monthly meetings (as outlined in calendar)
ELL Teachers
Survey Monkey-May, 2014
Parents/guardians
Review of Survey results (June meeting)
Evidence of Completion of the Corrective Action: Copy of meeting notes
Survey
Description of Internal Monitoring Procedures: The curriculum director will review all survey
data and records monthly (after meetings) will report to the superintendent *A summative report will
be sent to the DESE
by July 1 2014
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 17
Status of Corrective Action:
Approved [X] Partially Approved Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Schedule of monthly ELL meetings for 2013-2014 school year;
 Instrument used to determine effectiveness of ELE program;
By May 5, 2014 please submit the following for Progress Report 2:
 Copy of the completed ELL program evaluation.
Progress Report Due Date(s): February 20, 2014 & May 5, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by collaborative)
Criterion & Topic: ELE 18 Records of LEP Students
Rating: Partially Implemented
Department CPR Finding: The review of student records indicated that home language surveys,
MEPA and MELA-O results, initial and annual parental notification letters, and English Language
Development progress reports are not always placed in students’ ELE files. In addition, translated
documents are not consistently found in the student files.
Narrative Description of Corrective Action: (see ELE 1) In response to this identified issue, the
curriculum director will check with each building’s ELL teachers to be sure that home language
surveys have gone home to all students (whenever applicable). The curriculum director will also meet
with the ELL teachers to create a checklist which includes all of the paperwork and requirements for
this program (MELA-O, MEPA, etc…). The checklist will be placed in all ELL student folders and
will be monitored by the curriculum director. In June, all folders will undergo a final review by the
director of curriculum
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Curriculum director
Home Language Survey-check that this
ELL teachers
document has been sent to parents by Sept. 10th
Development of checklist-September 30
Monthly monitoring of folders-(*person
responsible: Curriculum Director
June-final review of folders
Evidence of Completion of the Corrective Action:
* Final review-June 2014
A copy of the checklist will be sent electronically to the DESE for review
The curriculum director will check with each building’s ELL teacher to confirm that the survey has
gone home (notes from this meeting will be collected and saved with dates included to show when the
surveys went home)
June-Minutes will be collected/submitted from the end of the year meeting which will be held to
review folders
Description of Internal Monitoring Procedures:
The curriculum director will report progress
within this goal to the superintendent on a monthly basis with updates sent to the DESE
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18
Status of Corrective Action:
Approved [X] Partially Approved Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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Required Elements of Progress Report(s):
By February 20, 2014 please submit the following for Progress Report 1:
 Evidence of staff training on the new procedures, forms etc (agendas, training materials, signed
attendance sheets)
By May 5, 2014 please submit the following for Progress Report 2:
Conduct an internal review of LEP student records and submit the results of the internal record review
reporting:
 The number of student records reviewed;
 The number of records that are compliant;
 For all records not in compliance, determine and report the root cause(s) of the noncompliance; and
 The district’s plan to remedy the non-compliance.
*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):
February 20, 2014 & May 5, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holbrook CPR Corrective Action Plan
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