MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Holyoke
CPR Onsite Year: 2012-2013
Program Area: Special Education
All corrective action must be fully implemented and all noncompliance
corrected as soon as possible and no later than one year from the issuance
of the Coordinated Program Review Final Report dated 03/20/2013.
Mandatory One-Year Compliance Date: 03/20/2014
Summary of Required Corrective Action Plans in this Report
Criterion
SE 2
Criterion Title
Required and optional assessments
SE 3
SE 4
Special requirements for determination of specific learning
disability
Reports of assessment results
SE 6
Determination of transition services
SE 7
Transfer of parental rights at age of majority and student
participation and consent at the age of majority
IEP Team composition and attendance
SE 8
SE 9
Timeline for determination of eligibility and provision of
documentation to parent
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
SE 10
Criterion Title
End of school year evaluations
SE 12
Frequency of re-evaluation
SE 13
Progress Reports and content
SE 14
Review and revision of IEPs
SE 18A
IEP development and content
SE 18B
Determination of placement; provision of IEP to parent
SE 20
Least restrictive program selected
SE 24
SE 25
Notice to parent regarding proposal or refusal to initiate or
change the identification, evaluation, or educational
placement of the child or the provision of FAPE
Parental consent
SE 27
Content of Team meeting notice to parents
SE 29
Communications are in English and primary language of
home
Continuum of alternative services and placements
SE 34
SE 37
SE 40
SE 41
SE 46
Procedures for approved and unapproved out-of-district
placements
Instructional grouping requirements for students aged five
and older
Age span requirements
SE 51
Procedures for suspension of students with disabilities when
suspensions exceed 10 consecutive school days or a pattern
has developed for suspensions exceeding 10 cumulative
days; responsibilities of the Team; responsibilities of the
district
FAPE (Free, appropriate, public education): Equal
opportunity to participate in educational, nonacademic,
extracurricular and ancillary programs, as well as
participation in regular education
Appropriate special education teacher licensure
SE 54
Professional development
SE 48
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
SE 55
Criterion Title
Special education facilities and classrooms
CR 3
Access to a full range of education programs
CR 7
Information to be translated into languages other than
English
Accessibility of extracurricular activities
CR 8
CR 9
CR 10
Hiring and employment practices of prospective employers
of students
Anti-Hazing Reports
CR 10A
Student handbooks and codes of conduct
CR 11A
Designation of coordinator(s); grievance procedures
CR 12A
CR 18
Annual and continuous notification concerning
nondiscrimination and coordinators
Counseling and counseling materials free from bias and
stereotypes
Non-discriminatory administration of scholarships, prizes
and awards
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
CR 20
Staff training on confidentiality of student records
CR 21
Staff training regarding civil rights responsibilities
CR 23
Comparability of facilities
CR 24
Curriculum review
CR 25
Institutional self-evaluation
CR 26A
Confidentiality and student records
CR 14
CR 15
CR 16
CR 17A
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 2 Required and optional assessments
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that the district does not consistently
provide educational assessments, including a history of the student's educational progress
in the general curriculum and teacher assessment that addresses attention skills,
participation behaviors, communication skills, memory and social relations with groups,
peers and adults. Student records also indicated that in some cases, the district did not
complete consented-to assessments in the area of suspected disability.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 02 Required and
Optional Assessments.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion #2.
By 01MAR14, review 1 completed evaluation IEP from each team leader (13) for inclusion
of an educational assessment and completion of consented to assessments.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/20/2014
Evidence of Completion of the Corrective Action:
Updated Special Education Handbook documents - SE 02 Required and Optional
Assessments, SE 22 Generation of Draft and Completed IEPs, SE 22 SpEd Admin Review
and Mailing of Completed IEPs to the Parent/Guardian, and PD attendance sheet(s) for all
personnel identified in the Description Section. Review data for each submitted
evaluation IEP packet.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
02 and SE 22, and complete review of 13 submitted evaluation IEP packets.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 2 Required and optional assessments
Corrective Action Plan Status: Partially
Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
The district's proposal does not describe a method to internally track receipt of consent
forms and the completion of all assessments indicated on the consent form on an ongoing
basis.
Department Order of Corrective Action:
Establish a method to track receipt of consent forms and the completion of all
assessments indicated on the consent form. Please note increased sample size for each
Team Leader for internal monitoring.
Required Elements of Progress Report(s):
The district will provide a narrative description of their new procedures related to the
completion of Educational Assessment A and B forms along with evidence of staff training
on these procedures, which will include but not be limited to a training agenda,
attendance sheet and copies of the materials presented. Please submit this to the
Department on or before by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
4
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of 3 student records for each Team Leader.
Indicate the number of records reviewed, the number found to be compliant, an
explanation of the root cause for any continued noncompliance and a description of
additional corrective actions taken by the district to address any identified noncompliance.
Please submit this to the Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
5
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 3 Special requirements for determination of specific learning
Partially Implemented
disability
Department CPR Findings:
Student records and staff interviews indicated that the district does not consistently
complete the required written eligibility determination and the four components used to
determine eligibility: Historic review and educational assessment (SLD 1), Area of concern
and evaluation method (SLD 2), Exclusionary factors (SLD 3) and Observation (SLD 4) for
students suspected of having a specific learning disability.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 03 Requirements
for completion of SLD forms.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 03.
By 01MAR14, review 1 submitted evaluation IEP from each team leader in which the
student was found eligible due to an SLD.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/20/2014
Evidence of Completion of the Corrective Action:
Updated document - SE 03 Requirements for completion of SLD forms, and PD attendance
sheet(s) for all personnel identified in the Description Section, reviews of submitted
evaluation IEPs in which the student was found eligible due to an SLD.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
03, and complete review of submitted evaluation IEPs from each team leader in which the
student was found eligible due to an SLD.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 3 Special requirements for
Approved
determination of specific learning
Status Date: 05/09/2013
disability
Basis for Partial Approval or Disapproval:
The district's proposal does not describe a method to internally track completion of SLD
forms for a determination of SLD.
Department Order of Corrective Action:
Establish a method to internally track the completion of all components of the SLD
eligibility process. Please note increased sample size for each Team Leader for internal
monitoring.
Required Elements of Progress Report(s):
The district will provide a narrative description of their new procedures related to the
completion of forms and the written determination for specific learning disabilities (SLD)
form along with evidence of staff training on these procedures, which will include but not
be limited to a training agenda, attendance sheet and copies of the materials presented.
Please submit this to the Department on or before by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
6
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of three student records for completion of
SLD forms from each Team Leader. Indicate the number of records reviewed, the number
found to be compliant, an explanation of the root cause for any continued noncompliance
and a description of additional corrective actions taken by the district to address any
identified noncompliance. Please submit this to the Department on or before by January
6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
7
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 4 Reports of assessment results
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that assessment summaries do not always
include the procedures employed or diagnostic impressions and do not provide details that
identify the student's educational needs or offer explicit means of meeting the needs.
Student records also indicated that the assessment summaries are not always available
for parents two days prior to the Team meeting.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 04 Contents for
Assessment Reports; send to each evaluator, a letter describing requirements of them to
meet this criteria.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion #4.
By 01MAR14, all related service provider supervisors or designees where no supervisor
exists, shall review 1 completed assessment from each related service therapist/assessor
to evaluate compliance with this criterion.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/20/2014
Evidence of Completion of the Corrective Action:
Updated document - SE 04 Contents for Assessment Reports, and PD attendance sheet(s)
for all personnel identified in the Description Section. A completed review of a completed
assessment by each related service therapist/assessor.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
04, and collect and review each completed review.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 4 Reports of assessment results
Corrective Action Plan Status: Partially
Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
The district's proposal does not describe a method to internally track completion of
assessment reports and the assessment summary availability if parents request them two
days prior to the Team meeting. Note increased sample size from 1 record to 2 per
individual.
Department Order of Corrective Action:
Establish an internal oversight and tracking system to ensure that assessment summaries
contain all required content and are available two days prior to IEP meetings should
parents request them. This internal oversight system will be an ongoing part of district
practices.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
content for assessment reports (procedures employed, diagnostic impressions, details on
educational needs and a description of how to meet the needs), as well as availability of
assessment summaries prior to Team Meetings along with evidence of staff training on
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
8
these procedures, which will include but not be limited to a training agenda, attendance
sheet and copies of the materials presented. Please submit this to the Department on or
before by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of two student records for each assessor
for 1) content of assessment summaries and 2) their completion/availability 2 days prior
to the date of the IEP meeting. Indicate the number of records reviewed, the number
found to be compliant, an explanation of the root cause for any continued noncompliance
and a description of additional corrective actions taken by the district to address any
identified noncompliance. Please submit this to the Department on or before by January
6, 2014
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
9
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 6 Determination of transition services
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that 14-year old students are not
consistently invited to Team meetings. Student record review also demonstrated that
Transition Planning Forms are not annually updated for all students of transition age.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 22 IEP
Implementation and Availability.
Prior to15SEP13, provide professional development to all: team leaders on the
requirements of SE Criterion #6, On 12APR 13, provide professional development by DDS
personnel to team leaders on transition planning.
By 01MAR14, review 1 submitted IEP, for a student age 14 or older, for each team leader
working with students age 14 or older.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/20/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 22 IEP Implementation and Availability, PD attendance
sheet(s) for all personnel identified in the Description Section, and completed reviews of
each reviewed IEP for a student age 14 or older
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
22, and collect and evaluate each completed review.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 6 Determination of transition services
Corrective Action Plan Status: Partially
Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
The district's proposal does not describe a method to internally track the annual review of
the TPF on an ongoing basis.
Department Order of Corrective Action:
Establish a method to internally track the completion and annual updating of the TPF on
an ongoing basis.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
inviting 14 year old students to IEP Team meetings and the process used to update
Transition Planning Forms annually along with evidence of staff training on these
procedures, which will include but not be limited to a training agenda, attendance sheet
and copies of the materials presented. Please submit this to the Department on or before
by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
10
Submit the results of an administrative review of student records for (a) invitation to the
Team meeting and (b) annual updates to the Transition Planning Form. Indicate the
number of records reviewed at each middle school and high school, the number found to
be compliant, an explanation of the root cause for any continued noncompliance and a
description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this to the Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
11
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 7 Transfer of parental rights at age of majority and student
Partially Implemented
participation and consent at the age of majority
Department CPR Findings:
Student records and staff interviews indicated that notice informing parents of the
transfer of educational decision-making rights from the parent/guardian to the student is
not consistently provided one year prior to students turning 18 years of age. According to
student record review, the district does not consistently implement procedures to obtain
consent from students with educational decision-making rights to continue special
education services.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 07 Transfer of
Parental Rights.
Prior to 15SEP13, provide professional development to all: team leaders on the
requirements of SE Criterion #7. By 01MAR14, review 1 submitted IEP, for a student age
17 or older, for each team leader working with students age 17 or older.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/01/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 07 Transfer of Parental Rights, PD attendance sheet(s) for all
personnel identified in the Description Section, and completed reviews of each reviewed
IEP for a student age 17 or older
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
07, and collect and evaluate each completed review.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 7 Transfer of parental rights at age of
Approved
majority and student participation and
Status Date: 05/09/2013
consent at the age of majority
Basis for Partial Approval or Disapproval:
The district's proposal does not describe a method to internally track student's decisionmaking, thereby enabling the district's subsequent action.
Department Order of Corrective Action:
Establish a method to track the consent to continue IEP services if the student maintains
decision making or completion of the form for shared or delegated decision making with
the addition of signatures from the school representative and a witness. Please note
increased sample size for internal monitoring.
Required Elements of Progress Report(s):
Provide a copy of the training agenda and sign-in sheet as evidence of high school staff
training regarding notifying families one year prior to the student reaching age 18 of the
transference of educational decision-making to the student upon attainment of age of
majority. Also include in the training the district's responsibility to secure consent from
the student for continued IEP services or consent that matches the decision making made
by the student by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
12
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Subsequent to the training on age of majority, submit the results of an administrative
review of student records for age of majority. Indicate the number of records reviewed at
each high school, the number found to be compliant, an explanation of the root cause for
any continued noncompliance and a description of additional corrective actions taken by
the district to address any identified noncompliance. Please submit this to the Department
on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
13
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 8 IEP Team composition and attendance
Partially Implemented
Department CPR Findings:
Student records indicated that required IEP Team members are not consistently excused
with parental consent; in addition, there was no evidence of the required Team members
providing written input to the parent and the IEP Team for the development of the IEP
prior to the meeting. Required Team members who were not excused included both
special and general education teachers.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 08 IEP Team
Composition and Attendance. Prior to 15SEP13, provide professional development to all:
team leaders, related service provider supervisors, related service providers, and special
and general education teachers on the requirements of SE Criterion 08.
By 01MAR14, review 1 submitted IEP from each team leader in which a required team
member was not signed in on the attendance sheet.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 08 IEP Team Composition and Attendance, PD attendance
sheet(s) for all personnel identified in the Description Section, and completed reviews
each submitted IEP in which a required team member was not signed in on the
attendance sheet.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
08, and collect and evaluate each completed review.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 8 IEP Team composition and
Approved
attendance
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
The district's proposal does not describe a method to internally track excusal of required
Team members on an ongoing basis.
Department Order of Corrective Action:
Establish a method to track excusal of required Team members in writing and submission
of written input for development of the IEP in advance of the meeting.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to the
Team Meeting excusal process along with evidence of staff training on these procedures,
which will include but not be limited to a training agenda, attendance sheet and copies of
the materials presented. Please submit this to the Department by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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Submit the results of an administrative review of student records for excusal of Team
members. Indicate the number of records reviewed, the number found to be compliant,
an explanation of the root cause for any continued noncompliance and a description of
additional corrective actions taken by the district to address any identified noncompliance.
Please submit this to the Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
15
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 9 Timeline for determination of eligibility and provision of
Partially Implemented
documentation to parent
Department CPR Findings:
According to student record review, the district does not consistently convene Team
meetings within 45 school working days after receipt of parents' written consent to initial
evaluations or re-evaluations. Staff interviews indicated that a shortage of school
psychologists caused the delay in meeting timelines for eligibility determination.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 09 Timeline for
determination of eligibility and provision of documentation to parent, and SE 12
Frequency of Re-evaluation.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 09.
By 01MAR14, Collection of data for evaluation IEPs for the 2013/14 school year for
compliance with this indicator.
Notification of both the Superintendent and the Finance Director of the need for additional
staff. Also, 1 School Psychologist has been added to the 2013-2014 budget plan.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 09 Timeline for determination of eligibility and provision of
documentation to parent, and SE 12 Frequency of Re-evaluation, PD attendance sheet(s)
for all personnel identified in the Description Section, and Collection of data for
compliance with this indicator.
Copy of notification of both the Superintendent and the Finance Director of the need for
additional staff. Copy of line item added to the 2013-2014 budget plan.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD; review Special Education Handbook sections
SE 09 Timeline for determination of eligibility and provision of documentation to parent,
and SE 12 Frequency of Re-evaluation; on-going collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 9 Timeline for determination of
Status Date: 05/09/2013
eligibility and provision of documentation
to parent
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a detailed narrative description of the root cause(s) of the noncompliance and the
steps the district has taken to address the issues related to the delays in convening initial
and re-evaluation Team meetings within the 45 day timeline. Also, submit a description of
the internal oversight and tracking system that identifies the person(s) responsible for
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
16
oversight of the timelines and the training provided to the persons responsible for
oversight. Include the agenda, signed attendance sheets, indicating title/role of staff and
the name and title of the presenter by October 17, 2013.
Subsequent to the training, please conduct a review of student records for eligibility
timelines. Select a sample of 5 student records for each level, e.g., the preschool,
elementary, middle, high school and out of district placements with the most recent IEP
activity either an initial evaluation to determine eligibility, or a reevaluation. Review the
records to determine whether the 45 day timeline has been met. Submit the number of
student records reviewed by school level, the number of records that complied with the
requirements and for any record found in continued noncompliance, determine the root
cause(s) of the noncompliance and provide the district's plan to remedy the identified
noncompliance with this criterion by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department onsite upon request: a)
List of student names, building names and grade levels of the records reviewed: b) the
date of the review: c) Name(s) of the person(s) who conducted the review, their role(s)
and their signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
17
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 10 End of school year evaluations
Partially Implemented
Department CPR Findings:
Student records indicated that when consent for an evaluation is received between 30 and
45 school working days before the end of the school year, the district does not always
ensure that a Team meeting is scheduled to enable the provision of a proposed IEP or a
written finding of no eligibility no later than 14 days after the end of the school year.
Description of Corrective Action:
Prior to 01SEP13, update the district Special Education Handbook, SE 10 Consents
Received at End of School Year.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special and general education
teachers on the requirements of SE Criterion 10.
By 01MAR14, Collection of data for every evaluation when consent for an evaluation is
received between 30 and 45 school working days before the end of the school year IEP for
the 2012/13 school year for compliance with this indicator.
Notification of both the Superintendent and the Finance Director of the need for additional
staff. Also, 1 School Psychologist has been added to the 2013-2014 budget plan.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/20/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 10 Consents Received at End of School Year, PD attendance
sheet(s) for all personnel identified in the Description Section, and completed data
collection for evaluation IEPs in which consent for an evaluation is received between 30
and 45 school working days before the end of the school year.
Copy of notification of both the Superintendent and the Finance Director of the need for
additional staff. Copy of line item added to the 2013-2014 budget plan.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
10 Consents Received at End of School Year, on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 10 End of school year evaluations
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to end
of school year evaluations along with evidence of staff training on these procedures,
which will include but not be limited to a training agenda, attendance sheet and copies of
the materials presented. Please submit this to the Department on or before by October
17, 2013.
Submit the description of the internal oversight and tracking system and identify the
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
18
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of student records for end of school year
evaluations, Indicate the number of records reviewed, the number found to be compliant,
an explanation of the root cause for any continued noncompliance and a description of
additional corrective actions taken by the district to address any identified noncompliance.
Please submit this to the Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
19
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 12 Frequency of re-evaluation
Partially Implemented
Department CPR Findings:
Student records indicated that the district does not consistently conduct re-evaluations
every three years.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 12 Frequency of reevaluation Guidelines, Prior to 15SEP13, provide professional development to all: team
leaders, related service provider supervisors, related service providers, and special
education teachers on the requirements of SE Criterion 12.
By 01MAR14, Collection of data for every reevaluation IEP completed in the 2013/14
school year for compliance with this indicator.
Notification of both the Superintendent and the Finance Director of the need for additional
staff. Also, 1 School Psychologist has been added to the 2013-2014 budget plan.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 12 Frequency of re-evaluation Guidelines, PD attendance
sheet(s) for all personnel identified in the Description Section, and collection of data for
every reevaluation IEP completed in the 2013/14 school year for compliance with this
indicator.
Copy of notification of both the Superintendent and the Finance Director of the need for
additional staff. Copy of line item added to the 2013-2014 budget plan.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
12 Frequency of re-evaluation Guidelines, on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 12 Frequency of re-evaluation
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
ensuring that re-evaluations are conducted every 3 years unless the parent and district
agree it is not necessary. Provide evidence of staff training on these procedures, which
will include but not be limited to a training agenda, attendance sheet and copies of the
materials presented. Please submit this to the Department by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
20
Submit the results of an administrative review of student records for reevaluation to
determine continued eligibility for special education. Indicate the number of records
reviewed at each level (minimum 4 per preschool, elementary, middle, high and out-ofdistrict), the number found to be compliant, an explanation of the root cause for any
continued noncompliance and a description of additional corrective actions taken by the
district to address any identified noncompliance. Please submit this to the Department on
or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
21
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 13 Progress Reports and content
Partially Implemented
Department CPR Findings:
Student records indicated that the district does not consistently provide progress reports
to parents as frequently as non-disabled students receive report cards (four times per
year for secondary students, three times per year for elementary and middle school
students and one time per year for preschoolers). The student records also indicated that
not all progress reports provide information specific to the annual IEP goal. Record
review also demonstrated that summaries of academic achievement and functional
performance are not consistently developed for students who are graduating or whose
eligibility terminates.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 13 Progress Reports
and Content.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 13.
By 01MAR14, each Building Principals will review 5 progress reports from each special
education teacher in their school and complete a written report on progress report
compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Dir of Sp Ed
Completion:
Adam Garand, Asst. Dir Sp Ed
03/10/2014
Building Principals
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 13 Progress Reports and Content, PD attendance sheet(s) for
all personnel identified in the Description Section, and completed reviews of progress
reports.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
13 Progress Reports and Content, and collect and evaluate each building report.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 13 Progress Reports and content
Corrective Action Plan Status: Partially
Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Revised procedures do not specifically address ensuring that summaries of academic
achievement and functional performance for students who graduate or age out of special
education are provided in a timely fashion.
Department Order of Corrective Action:
Please ensure that the district's revised procedures for this criterion include the academic
achievement and functional performance summaries.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
progress reports and academic summaries for high school students along with evidence of
staff training on these procedures, which will include but not be limited to a training
agenda, attendance sheet and copies of the materials presented. Please submit this to the
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
22
Department by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of student records for frequency and
content for progress reports. Indicate the number of records reviewed at each level
(preschool, elementary, middle, high and out-of-district), the number found to be
compliant, an explanation of the root cause for any continued noncompliance and a
description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this to the Department by January 6, 2014.
For the summaries of academic achievement and functional performance, submit the
results of a separate administrative review of student records for provision of the
academic summary. Indicate the number of records reviewed for high school and out-ofdistrict aged-out and graduated students. Please include the number found to be
compliant, an explanation of the root cause for any continued noncompliance and a
description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this to the Department by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
23
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 14 Review and revision of IEPs
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that annual IEP Team meetings are not
consistently held on or before the anniversary date of the IEP.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 14 Review and
Revision of the IEP.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 14.
By 01MAR14, Collection of data for annual review IEPs completed in the 2013/14 school
year for compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 14 Review and Revision of the IEP, PD attendance sheet(s) for
all personnel identified in the Description Section, and completed collection of data for
compliance with this indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
14 Review and Revision of the IEP, and on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs
Corrective Action Plan Status: Partially
Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
The district has not proposed a root cause analysis to determine why annual IEP meetings
are not held by the anniversary date of the IEP or developed an internal monitoring
system to ensure ongoing compliance.
Department Order of Corrective Action:
Conduct a root cause analysis for IEP meeting dates beyond the anniversary date.
Establish a tracking system to ensure staff are scheduling IEPs early enough to hold the
IEP meeting prior to the anniversary date of the IEP.
Required Elements of Progress Report(s):
The district will provide a narrative description of the root cause analysis conducted on
convening annual review Team meetings; update the procedures for holding annual IEP
meetings consistent with the results of the root cause analysis; and train special
education staff and related services staff on these updated procedures. Provide the root
cause analysis description and evidence of training that includes attendance sheet,
handouts and a sample of the tracking system by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
24
Submit the results of an administrative review of student records for convening annual
review Team meetings. Indicate the number of records reviewed at each level (3
minimum for preschool, elementary, middle, high and out-of-district), the number found
to be compliant, an explanation of the root cause for any continued noncompliance and a
description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this to the Department by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
25
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 18A IEP development and content
Partially Implemented
Department CPR Findings:
Student records indicated students on the autism spectrum and other students vulnerable
to bullying, harassment and teasing do not consistently have IEPs that identify skills and
proficiencies needed to avoid and respond to bullying, harassment and teasing. Document
review also indicated that special education staff members had not yet been trained on
how to document the services that build skills and proficiencies to address bullying,
harassment and teasing for vulnerable students and students on the autism spectrum.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 18A IEP
Development and Content.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 18A.
By 01MAR14, review IEPs from the 2013/14 school year from each team leader for
compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 18A IEP Development and Content, PD attendance sheet(s) for
all personnel identified in the Description Section, and completed reviews of IEPs from
each team leader for compliance with this indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
18A IEP Development and Content, on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18A IEP development and content
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
documenting the consideration of vulnerability to bullying and the provision of skills and
proficiencies to address or avoid bullying, harassment and teasing for students on the
spectrum, students whose disability affects social skills development, and students
identified as vulnerable to bullying. Additionally, the district will provide evidence of staff
training on these procedures, which will include but not be limited to a training agenda,
attendance sheet and copies of the materials presented. Please submit this to the
Department on or before by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
26
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of student records for consideration of
vulnerability to bullying and the documentation and provision of skills and proficiencies to
address or avoid bullying, harassment and teasing. The district must include students on
the spectrum in its record sample at each level. Indicate the number of records reviewed
at each level (2 minimum preschool, elementary, middle, secondary and out-of-district),
the number found to be compliant, an explanation of the root cause for any continued
noncompliance and a description of additional corrective actions taken by the district to
address any identified noncompliance. Please submit this to the Department on or before
by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
27
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 following the development of the IEP, the district does not
propose the IEP immediately or provide two copies of the proposed IEP and placement to
the parent. In addition, students placed in an unapproved in-district day program do not
have IEP placement decisions that reflect the setting in which services are being provided.
Record review also demonstrated that translated IEPs are sometimes sent to the parent
one to three months after the Team meeting, resulting in a delay in consent to new
services.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 18B Determination
of Placement; Provision of IEP to Parent, and SE 22 IEP Implementation and Availability.
Prior to 15SEP13, provide professional development to all: team leaders on the
requirements of SE Criterion 18B.
By 01MAR14, Collection of data for IEPs completed in the 2013/14 school year for
compliance with this indicator.
A translator has been added to the 2013-2014 budget plan.
By the end of the 2012/13 school year, the unapproved in-district day program (CFE) will
be closed. For the 2013/14 school year, students placed in the unapproved in-district day
program will be placed into appropriate school settings.
Title/Role(s) of responsible Persons:
Expected Date of
Holyoke School Committee
Completion:
Carol Hepworth, Dir of Sp Ed
03/10/2014
Adam Garand, Asst Dir of Sp Ed
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 18B Determination of Placement; Provision of IEP to Parent,
and SE 22 IEP Implementation and Availability; PD attendance sheet(s) for all personnel
identified in the Description Section; and data for every IEP completed in the 2013/14
school year for compliance with this indicator.
Copy of 2013/2014 budget plan.
The unapproved in-district day program will be closed at the end of the 2012/13 school
year, and for the 2013/14 school year, students placed in the unapproved in-district day
program are placed into appropriate school settings.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
18B Determination of Placement; Provision of IEP to Parent, and SE 22 IEP
Implementation and Availability; and on-going data collection for every IEP completed in
the 2013/14 school year for compliance with this indicator.
By end of 2012/13 school year, verify that the in-district day program is closed. By start
of 2013/14 school year, verify students once placed in the unapproved in-district day
program are placed into appropriate school settings.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 18B Determination of placement;
Approved
provision of IEP to parent
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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The district has not addressed sending two copies of the IEP to families in its proposed
corrective action.
Department Order of Corrective Action:
Please include the required provision of two copies of the proposed IEP to families in the
revised district procedures and subsequent staff training.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
providing parents with two IEP/placement copies within ten days. Provide the procedures
for provision of a translated IEP to families who have had oral interpretation of the IEP
during the Team meeting. Additionally, provide evidence of staff training on these
procedures, which will include but not be limited to a training agenda, attendance sheet
and copies of the materials presented. Please submit this to the Department on or before
by October 17, 2013.
For the students who had been placed at the unapproved in-district program, the district
will provide a list of the students, evidence that IEP Teams were re-convened, and provide
a copy of the placement page proposing their new placements by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of student records for (1) immediate
provision of two copies of the IEP and (2) oral interpretation of the IEP at the Team
meeting and for the provision of the translated IEP within a reasonable period of time.
Indicate the number of records reviewed at each middle school and high school, the
number found to be compliant, an explanation of the root cause for any continued
noncompliance and a description of additional corrective actions taken by the district to
address any identified noncompliance. Please submit this to the Department on or before
by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
29
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 20 Least restrictive program selected
Partially Implemented
Department CPR Findings:
Student records indicated that IEP Teams do not consistently and appropriately justify the
student's removal from the general education classroom and state why the removal is
considered critical to the student's program or the basis for the removal.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 20 Least Restrictive
Program Selected.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 20.
By 01MAR14, review IEPs from the 2013/14 school year from each team leader for
compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 20 Least Restrictive Program Selected, PD attendance sheet(s)
for all personnel identified in the Description Section, and completed reviews of 3 IEPs
from each team leader for compliance with this indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
20 Least Restrictive Program Selected , and on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 20 Least restrictive program selected
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to a
Team's justification for removing a student from the general education environment,
along with evidence of staff training on these procedures, which will include but not be
limited to a training agenda, attendance sheet and copies of the materials presented.
Please submit this to the Department by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of student records for non-participation
justification statements for the removal of students from the general education
environment. Indicate the number of records reviewed at each level (preschool,
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
30
elementary, middle and high school), the number found to be compliant, an explanation
of the root cause for any continued noncompliance and a description of additional
corrective actions taken by the district to address any identified noncompliance. Please
submit this to the Department by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 24 Notice to parent regarding proposal or refusal to initiate or Partially Implemented
change the identification, evaluation, or educational placement of
the child or the provision of FAPE
Department CPR Findings:
Student records and staff interviews indicated that the district does not consistently
provide notice to propose an evaluation within five days of receipt of the referral.
Student records also did not consistently contain the Notice of Proposed School District
Action (N1) to propose the IEP and summarize the Team's decisions and considerations.
Additionally, when this notice was present in the file, the following required information
was not consistently included in the form: rejected options and the reason for the
rejection, evaluation procedures, and other relevant factors for the school district's
decisions.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 24 Notices to
Parents, and SE 09 Timeline for determination of eligibility and provision of
documentation to parent.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 24.
By 01MAR14, review IEPs from the 2013/14 school year from each team leader for
compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 24 Notices to Parents, and SE 09 Timeline for determination of
eligibility and provision of documentation to parent, PD attendance sheet(s) for all
personnel identified in the Description Section, and completed reviews of IEPs from each
team leader for compliance with this indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
24 Notices to Parents, and SE 09 Timeline for determination of eligibility and provision of
documentation to parent, and on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 24 Notice to parent regarding
Status Date: 05/09/2013
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:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of its updated procedures related to timely
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
32
sending of a consent form to parents for evaluations, including requests for evaluations
from walk-ins, and IEPs as well as the notice for a finding of no eligibility, along with
evidence of staff training on these procedures, which will include but not be limited to a
training agenda, attendance sheet and copies of the materials presented. Please submit
this to the Department on or before by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of student records for referral and for
notice of the proposal to act or refusal to act. Indicate the number of records reviewed at
each level, the number found to be compliant, an explanation of the root cause for any
continued noncompliance and a description of additional corrective actions taken by the
district to address any identified noncompliance. Please submit this to the Department on
or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
33
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 25 Parental consent
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that when parents fail to provide consent or
refuse to participate, the district does not consistently contact parents in a timely manner
or document its attempts to secure consent. Some records with documentation showed
that instead of using a variety of methods to obtain consent, written notice would be sent
out multiple times.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 25A Sending of
Copy of Notices to the BSEA.
Prior to 15SEP13, provide professional development to all: team leaders on the
requirements of SE Criterion 25A.
By 01MAR14, review a sample of student records from the 2013/14 school year from each
team leader for compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 25A Sending of Copy of Notices to the BSEA, PD attendance
sheet(s) for all personnel identified in the Description Section, and completed reviews of
student records for compliance with this indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
25A Sending of Copy of Notices to the BSEA, and on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 25 Parental consent
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
securing consent for reevaluations and for IEPs along with evidence of staff training on
these procedures, which will include but not be limited to a training agenda, attendance
sheet and copies of the materials presented. Please submit this to the Department on or
before by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of 20 student records for documenting
effort and securing consent to reevaluations and for IEPs. Indicate the number of records
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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reviewed at each level, the number found to be compliant, an explanation of the root
cause for any continued noncompliance and a description of additional corrective actions
taken by the district to address any identified noncompliance. Please submit this to the
Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 27 Content of Team meeting notice to parents
Partially Implemented
Department CPR Findings:
Student records indicated that the district uses a variation of the Meeting Invitation (N3)
that does not include required information, specifically the persons invited to the IEP
Team meeting and the purpose of the Team meeting.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 27 Content of Team
Meeting Notice to Parents.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 27.
By 01MAR14, review IEPs from the 2013/14 school year from each team leader for
compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 27 Content of Team Meeting Notice to Parents, PD attendance
sheet(s) for all personnel identified in the Description Section, and completed reviews of
IEPs from each team leader for compliance with this indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
27 Content of Team Meeting Notice to Parents, and on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 27 Content of Team meeting notice to
Status Date: 05/09/2013
parents
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
inviting parents/guardians to Team meetings as well as the attendance sheet so parents
can see who will participate in the Team meeting, along with evidence of staff training on
these procedures, which will include but not be limited to a training agenda, attendance
sheet and copies of the materials presented. Please submit this to the Department on or
before by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of 20 student records for Team meeting
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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invitation (N3). Indicate the number of records reviewed at each level, the number found
to be compliant, an explanation of the root cause for any continued noncompliance and a
description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this to the Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
37
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 29 Communications are in English and primary language of
Partially Implemented
home
Department CPR Findings:
Student records and staff interviews indicated that not all important special education
documents, such as IEPs, notices, and assessment summaries, are translated in parents'
primary languages. Record review demonstrated that it may take up to three months for
parents to receive a translated IEP. Document review and interviews confirmed that the
district does not have a system to document oral interpretation or translation.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 29 Communications
are in English and Primary Language of Home.
Prior to 15SEP13, provide professional development to all: team leaders on the
requirements of SE Criterion 29.
By 01MAR14, review IEPs from the 2013/14 school year from each team leader for
compliance with this indicator.
An additional translator has been added to the budget.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 29 Communications are in English and Primary Language of
Home, PD attendance sheet(s) for all personnel identified in the Description Section, and
completed reviews of 1 IEP from each team leader for compliance with this indicator.
Copy of budget.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
29 Communications are in English and Primary Language of Home, and on-going data
collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 29 Communications are in English and
Approved
primary language of home
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
The district's proposal does not describe a system to document oral interpretation or
translation of all pertinent documents.
Department Order of Corrective Action:
Include in the procedures a system to document oral translations. Also include in the
training other individuals who manage important documents that would require
translation and the Principals for each building.
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
documenting translation and interpretation along with evidence of staff training, including
principals, on these procedures, which will include but not be limited to a training agenda,
attendance sheet and copies of the materials presented. Please submit this to the
Department on or before by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of 20 student records for translation and
documentation of oral translations. Indicate the number of records reviewed at each level,
the number found to be compliant, an explanation of the root cause for any continued
noncompliance and a description of additional corrective actions taken by the district to
address any identified noncompliance. Please submit this to the Department on or before
by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
39
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 34 Continuum of alternative services and placements
Partially Implemented
Department CPR Findings:
Documentation, student records and staff interviews indicated that the district is
operating a public day program that has not been approved by the Department of
Elementary and Secondary Education. The Center for Excellence is a program for special
education students with behavior or emotional needs, located in a building separate from
other grade-level peers.
Description of Corrective Action:
By the end of the 2012/13 school year, the unapproved in-district day program (CFE) will
be closed. For the 2013/14 school year, students placed in the unapproved in-district day
program will be placed into appropriate school settings.
Title/Role(s) of responsible Persons:
Expected Date of
School Committee
Completion:
Carol Hepworth, Dir of Sp Ed
03/10/2014
Adam Garand, Asst Dir of Sp Ed
Evidence of Completion of the Corrective Action:
The unapproved in-district day program will be closed at the end of the 2012/13 school
year, and for the 2013/14 school year, students placed in the unapproved in-district day
program are placed into appropriate school settings.
Description of Internal Monitoring Procedures:
By end of 2012/13 school year, verify that the in-district day program is closed. By start
of 2013/14 school year, verify students once placed in the unapproved in-district day
program are placed into appropriate school settings.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 34 Continuum of alternative services
Status Date: 05/09/2013
and placements
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a list of the students who were previously enrolled in The Center for Excellence,
evidence of the IEP Team meeting and the placement page that indicates where each
student will receive special education services by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke 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:
According to record review, out-of-district contracts do not consistently include all
required content, such as a statement requiring that all substantive and procedural rights
will be provided to students and the requirement to allow the placing district and the
Department to conduct announced and unannounced visits.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 37 OOD.
Prior to 15SEP13, review and revise out-of-district contract template for the 2013/13
school year leader for compliance with this indicator, and provide professional
development to: out of district team leader on the requirements of SE Criterion 37.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Director of Special Education
Completion:
Adam Garand, Assistant Director of Special Education
03/10/2014
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 37 OOD, PD attendance sheet(s) for all personnel identified in
the Description Section, and revised of out-of-district contract template for the 2013/13
school year.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
37 OOD, and collect and evaluate revised of out-of-district contract template for the
2013/13 school year.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 37 Procedures for approved and
Status Date: 05/09/2013
unapproved out-of-district placements
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the district's out-of-district contract that includes the updated content & language
by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 40 Instructional grouping requirements for students aged five Partially Implemented
and older
Department CPR Findings:
Documentation, staff interviews and facilities observations indicated that instructional
groupings do not conform to class size requirements for students aged five and older in
the following programs:
1) Holyoke High School exceeds the required class size in Resource Room Block A, Block
B, Block C, Block E, Block F, RISE program and two sessions of adaptive physical
education (APE); 2) the Center For Excellence has one instructional group that exceeds
class size requirements; and 3) the Peck School exceeds class size in two Functional
Academic sessions and in the Visualizing/Verbalizing class.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 40 Student
Groupings by Number of Students.
Prior to 01SEP13, provide professional development to all building principals on the
requirements of SE Criterion 40.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 40.
Prior to 01NOV13, building principals will assess instructional group size for all
instructional groups in their buildings and provide that information to the Director of
Special Education.
Title/Role(s) of responsible Persons:
Expected Date of
Building Principals
Completion:
Carol Hepworth, Dir Sp Ed
03/10/2014
Adam Garand, Asst Dir Sp Ed
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 40 Student Groupings by Number of Students, PD attendance
sheet(s) for all personnel identified in the Description Section, and completed assessment
of all Instructional groups for the 2013/13 school year for compliance with this indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
40 Student Groupings by Number of Students , and collect and evaluate the completed
assessment of all Instructional groups for the 2013/13 school year .
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 40 Instructional grouping
Status Date: 05/09/2013
requirements for students aged five and
older
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
instructional groupings for children over 5 years of age in classes for all IEP students,
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
42
along with evidence of staff training, including Principals, on these procedures, which will
include but not be limited to a training agenda, attendance sheet and copies of the
materials presented. Please submit this to the Department on or before by October 17,
2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of instructional groupings for all levels
(elementary, middle and secondary). Indicate the number of groups reviewed at each
level, the number found to be compliant, an explanation of the root cause for any
continued noncompliance and a description of additional corrective actions taken by the
district to address any identified noncompliance. Please submit this to the Department on
or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 41 Age span requirements
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that student age span exceeded 48 months
without Departmental approval in the following schools and programs: 1) Holyoke High
School Resource Room Block F and the RISE classroom; 2) Donahue School's RISE
program and third grade math pull-out support; 3) Peck School's RISE K-4 and the RISE
programs. Age-span data was incomplete for the Peck School's Functional Academic
classes and the Sullivan School's Math Groups I and II.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 41 Age Span
Requirements.
Prior to 01SEP13, provide professional development to all building principals on the
requirements of SE Criterion 41.
Prior to 15SEP13, provide professional development to all: team leaders, related service
provider supervisors, related service providers, and special education teachers on the
requirements of SE Criterion 41.
Prior to 01NOV13, building principals will assess age span requirements for all
instructional groups in their buildings and provide that information to the Director of
Special Education.
Title/Role(s) of responsible Persons:
Expected Date of
Building Principals
Completion:
Carol Hepworth, Dir Sp Ed
03/10/2014
Adam Garand, Asst Dir Sp Ed
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 41 Student Groupings by Age, PD attendance sheet(s) for all
personnel identified in the Description Section, and completed assessment of all age span
requirements for all instructional groups in their buildings.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
41 Student Groupings by Age, and collect and evaluate the completed assessment of age
span requirements for all Instructional groups for the 2013/13 school year.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 41 Age span requirements
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to age
span along with evidence of Principal and staff training on these procedures, which will
include but not be limited to a training agenda, attendance sheet and copies of the
materials presented. Please submit this to the Department on or before by October 17,
2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of special education classes or groups for
age span. Indicate the number of groups reviewed at each level, the number found to be
compliant, an explanation of the root cause for any continued noncompliance and a
description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this to the Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 46 Procedures for suspension of students with disabilities
Partially Implemented
when suspensions exceed 10 consecutive school days or a
pattern has developed for suspensions exceeding 10 cumulative
days; responsibilities of the Team; responsibilities of the district
Department CPR Findings:
Student records indicated that when a student is suspended for 10 consecutive or
cumulative days, the student's behavioral plan is not consistently reviewed as part of the
manifestation determination process.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 46 Discipline.
Prior to 01SEP13, provide professional development to all: building principals
Prior to 15SEP13, provide professional development to all: team leaders on the
requirements of SE Criterion 46.
By 01MAR14, on-going review manifestation meeting forms for the 2013/14 school year,
from each team leader for compliance with this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Building Principals
Completion:
Carol Hepworth, Dir Sp Ed
03/10/2014
Adam Garand, Asst Dir Sp Ed
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 46 Discipline, PD attendance sheet(s) for all personnel
identified in the Description Section, and completed reviews of manifestation meeting
forms for the 2013/14 school year from each team leader for compliance with this
indicator.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
46 Discipline, and on-going data collection.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 46 Procedures for suspension of
Status Date: 05/09/2013
students with disabilities when
suspensions exceed 10 consecutive
school days or a pattern has developed
for suspensions exceeding 10 cumulative
days; responsibilities of the Team;
responsibilities of the district
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated procedures related to
reviewing discipline support for special education and 504 students along with evidence of
Principal and Team Leader training on these procedures, which will include but not be
limited to a training agenda, attendance sheet and copies of the materials presented.
Please submit this to the Department on or before by October 17, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of student records for manifestation
determination meetings and forms. Indicate the number of records reviewed at each
level, the number found to be compliant, an explanation of the root cause for any
continued noncompliance and a description of additional corrective actions taken by the
district to address any identified noncompliance. Please submit this to the Department on
or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 48 FAPE (Free, appropriate, public education): Equal
Partially Implemented
opportunity to participate in educational, nonacademic,
extracurricular and ancillary programs, as well as participation in
regular education
Department CPR Findings:
Student records and staff interviews indicated that students placed in the Center for
Excellence do not have access to non-academic and extracurricular programs, such as
athletics and recreational activities, which are available as part of the general education
program for students in other district schools.
Description of Corrective Action:
By the end of the 2012/13 school year, the unapproved in-district day program (CFE) will
be closed. For the 2013/14 school year, students placed in the unapproved in-district day
program will be placed into appropriate school settings.
Title/Role(s) of responsible Persons:
Expected Date of
School Committee
Completion:
Carol Hepworth, Dir of Sp Ed
03/10/2014
Adam Garand, Asst Dir of Sp Ed
Evidence of Completion of the Corrective Action:
The unapproved in-district day program will be closed at the end of the 2012/13 school
year, and for the 2013/14 school year, students placed in the unapproved in-district day
program are placed into appropriate school settings.
Description of Internal Monitoring Procedures:
By end of 2012/13 school year, verify that the in-district day program is closed. By start
of 2013/14 school year, verify students once placed in the unapproved in-district day
program are placed into appropriate school settings.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 48 FAPE (Free, appropriate, public
Status Date: 05/09/2013
education): Equal opportunity to
participate in educational, nonacademic,
extracurricular and ancillary programs,
as well as participation in regular
education
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a list of students who had been placed at The Center for Excellence and the
current, consented to placement for each student by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 51 Appropriate special education teacher licensure
Partially Implemented
Department CPR Findings:
Documentation indicated that the district employs four special education teachers who do
not have current licensure or approved waivers.
Description of Corrective Action:
Prior to end of 2012/13 school year, identify special education teachers who do not have
current licensure or approved waivers and notify them as such.
Prior to start of 2013/14 school year, contact Human Resources to verify that all special
education teachers have current licensure or approved waivers.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Dir of Sp Ed
Completion:
Adam Garand, Asst Dir of Sp Ed
03/10/2014
David Lawrence, Dir of HR
Evidence of Completion of the Corrective Action:
Written letter/email from Human Resources verifying that all special education teachers
have current licensure or approved waivers.
Description of Internal Monitoring Procedures:
By start of 2013/14 school year, ensure that special education teachers are indentified
and notified; ensure that Human Resources is notified; and ensure that prior to start of
2013/14 school year all special education teachers have current licensure or approved
waivers.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 51 Appropriate special education
Status Date: 05/09/2013
teacher licensure
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a narrative description of the process to ensure new hires have current licensure
or an approved waiver and a description of how the tracking system is updated for current
staff, including notifications for staff who are due for renewal by October 17, 2013.
Submit the information for the four special education staff who did not have current
licensure, approved waivers or notice of non-renewal for their teaching positions by
October 17, 2013.
Progress Report Due Date(s):
10/17/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 54 Professional development
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the district has not provided training on
the required special education topics to all professional staff, including general educators,
which includes state and federal special education requirements, local special education
policies and procedures, analyzing and accommodating diverse student learning styles for
inclusion of students, and collaboration methods among teachers and paraprofessional
staff to accommodate all students with diverse learning styles in the regular education
classroom.
Description of Corrective Action:
Prior to 01SEP13, Update the district Special Education Handbook, SE 54 Professional
Development.
Prior to 15SEP13, provide professional development to all: team leaders on the
requirements of SE Criterion 14.
Prior to 01NOV13, team leaders will provide professional development to all professional
staff, including general educators, that fulfills the requirements of this indicator.
Title/Role(s) of responsible Persons:
Expected Date of
Building Principals
Completion:
Carol Hepworth, Dir Sp Ed
03/10/2014
Adam Garand, Asst Dir Sp Ed
Evidence of Completion of the Corrective Action:
Updated document(s) - SE 54 Professional Development, PD attendance sheet(s) for all
personnel identified in the Description Section.
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook sections SE
54 Professional Development.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 54 Professional development
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will provide a narrative description of the updated professional development
along with evidence of staff training for all staff, which will include but not be limited to a
training agenda, attendance sheet and copies of the materials presented. Please submit
this to the Department on or before by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 55 Special education facilities and classrooms
Partially Implemented
Department CPR Findings:
Facilities observations indicated the following: 1) Sullivan School has occupational therapy
and physical therapy delivered in an open area that precludes privacy and confidentiality
for students receiving these services; 2) At the Peck School, the K-2 RISE Autism
classroom is located in a predominately middle school instructional area that does not
facilitate the inclusion of these students with age-appropriate peers; 3) At the Donahue
School, special education support services and speech and language services are
conducted concurrently with other groups in an open space located between
classrooms;4) Holyoke High School has a corridor of rooms in the basement where only
specialized services such as special education are provided.
Description of Corrective Action:
By end of 2012/13 school year, notify the appropriate building principals, via written
letter, of non-compliance issues so that they may take actions to ensure compliance by
the start of the 2013-2014 school year.
Site visit after corrective actions taken by principals.
Obtain written assurance from appropriate building principals that areas of noncompliance
have been rectified.
Title/Role(s) of responsible Persons:
Expected Date of
Bldg Principals
Completion:
Carol Hepworth, Dir of Sp Ed
03/10/2014
Doug Arnold, Dir Stu Svcs
Evidence of Completion of the Corrective Action:
Written assurance from appropriate building principals that areas of noncompliance have
been rectified.
Description of Internal Monitoring Procedures:
By 01MAR14, ensure letters to appropriate principals have been sent and received, site
visit conducted, and written assurance from appropriate building principals received.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 55 Special education facilities and
Status Date: 05/09/2013
classrooms
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide floor maps for Peck, Donahue and the high school and indicate the former and
current locations of services that were found non-compliant by October 17, 2013. The
Department will conduct an on-site to verify the location of services at Peck, Donahue and
the high school before October 30, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 3 Access to a full range of education programs
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the students at the Center for
Excellence do not have equal access to the full range of occupational/vocational education
programs offered by the district. In addition, the district's documents and policies
regarding access to a full range of education programs revealed that gender identity is not
included as a protected category.
Description of Corrective Action:
The Center for Excellence will close at the end of the 2013 school year.
The following statement will be added to all district policies and documents.
All students, regardless of race, color, sex, gender identity, religion, national origin,
sexual orientation, disability, or homelessness, have equal access to the general
education program and the full range of any occupational/vocational education programs
offered by the district.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services, Director of Special Education,
Completion:
Holyoke School Committee
06/25/2013
Evidence of Completion of the Corrective Action:
School committee minutes.
Directive to all departments and schools.
Description of Internal Monitoring Procedures:
Monthly audit of policies and documents.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 3 Access to a full range of education
Status Date: 05/09/2013
programs
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the list of students who were formerly enrolled in The Center for Excellence and
indicate the current placement for each student by October 17, 2013.
Provide evidence of dissemination and training for staff on the updated nondiscrimination
statement with the added category of gender identity including a training agenda,
attendance sheet and copies of the materials by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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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:
Documentation and staff interviews indicated that the district provides families who are
low-incidence language speakers with Spanish translations, rather than the language of
the home. Document review and interviews also demonstrated that the district does not
have a system to document oral translations that are made for parents and students.
Description of Corrective Action:
Important information and documents, e.g. handbooks and codes of conduct, being
distributed to parents will be translated into the language of the home; the district has
established a system to document oral interpretation that assists parents/guardians with
limited English skills, including those who speak low-incidence languages.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services, Director of English Language
Completion:
Learners.
03/20/2014
Evidence of Completion of the Corrective Action:
Logs of oral translation.
translation of documents
Description of Internal Monitoring Procedures:
Monitoring and audits of district documents.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 7 Information to be translated into
Status Date: 05/09/2013
languages other than English
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Develop a system so that each building can identify any parent/guardian or student that
requests or requires translation or interpretation of important documents. Also provide
evidence of staff training on the procedures for translation and documentation of oral
translations, which will include but not be limited to a training agenda, attendance sheet
and copies of the materials presented. Please submit this to the Department on or before
by October 17, 2013.
Submit the description of the internal oversight and tracking system and identify the
person(s) responsible for the oversight, including the date of the system's
implementation. Submit this information by October 17, 2013.
Submit the results of an administrative review of translations for speakers of low incident
languages. This review can include special education, ELE, or documents from student
cumulative files. Indicate the number of files reviewed at each level, the number found to
be compliant, an explanation of the root cause for any continued noncompliance and a
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this to the Department on or before by January 6, 2014.
*Please note when conducting administrative monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the records reviewed; b) Date of the review; c) Name
of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/17/2013
01/06/2014
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 8 Accessibility of extracurricular activities
Partially Implemented
Department CPR Findings:
Documentation indicated that the district does not include the new protected class of
gender identity in its documents and policies regarding accessibility of extracurricular
activities. In addition, staff interviews and record review indicated that students enrolled
in the district's Center for Excellence do not have access to the extracurricular activities or
sports available to all other students.
Description of Corrective Action:
The Center for Excellence will close at the end of the 2013 school year.
The following statement will be added to all district policies and documents.
All students, regardless of race, color, sex, gender identity, religion, national origin,
sexual orientation, disability, or homelessness, have equal access to the general
education program and the full range of any occupational/vocational education programs
offered by the district.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services, Director of Special Education,
Completion:
Holyoke School Committee
06/25/2013
Evidence of Completion of the Corrective Action:
School committee minutes.
Directive to all departments and schools.
Description of Internal Monitoring Procedures:
Monthly audit of policies and documents.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 8 Accessibility of extracurricular
Status Date: 05/09/2013
activities
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please see DESE requirements for CR 3.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 9 Hiring and employment practices of prospective employers
Partially Implemented
of students
Department CPR Findings:
Documentation and staff interviews indicated that the district does not require employers
recruiting at the school to sign a statement that the employer complies with state and
federal laws prohibiting discrimination. In addition, this employer statement does not
include the new protected category of gender identity.
Description of Corrective Action:
The district will develop a form that employers recruiting at the school to sign that states
that 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, gender identity,
handicap, religion and sexual orientation.
The prospective employers to whom this criterion applies will include those participating in
career days and work-study and apprenticeship training programs, as well as those
offering cooperative work experiences.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services, Building Principals, Director of
Completion:
Human Resources.
03/20/2014
Evidence of Completion of the Corrective Action:
Completed forms for all employers.
Description of Internal Monitoring Procedures:
List of employers and collection of forms.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 9 Hiring and employment practices of
Status Date: 05/09/2013
prospective employers of students
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the revised form for prospective student employers to sign by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 10 Anti-Hazing Reports
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the district's anti-hazing disciplinary
policy includes athletic groups, but not other district student groups and organizations,
and unaffiliated student groups.
Description of Corrective Action:
Building Principal will insure that all district student groups and organizations, and
unaffiliated student groups receive and have members read and sign district's anti-hazing
policy. Director of Student Services will collect and file for district.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services, Building Principals
Completion:
10/01/2013
Evidence of Completion of the Corrective Action:
Submission of student groups' compliance documents.
Description of Internal Monitoring Procedures:
Review and audit one school per month.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 10 Anti-Hazing Reports
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a list of all student groups (affiliated and unaffiliated) at the high school and
provide a sample of three different kinds of groups with the signature from the team
leader that the anti-hazing policy was reviewed with the group by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 10A Student handbooks and codes of conduct
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the district codes of contact do not
include Section 504 in the discipline of students with disabilities. The student code of
conduct does not cite M.G.L. c. 76, s.5 as required. The high school handbook and student
code of conduct do not include gender identity as a protected category in its nondiscrimination statement. In addition, a review of the high school handbook and student
code of conduct demonstrated that the procedure for accepting, investigating and
resolving complaints alleging discrimination or harassment does not include the
disciplinary measures that the school may impose if it determines that harassment or
discrimination has occurred. See also CR 11A.
Description of Corrective Action:
District Code of Conduct will include Section 504 in the discipline of students with
disabilities. The code of conduct will cite M.G.L.c. 76, s.5 as required and will include the
mandatory reference to gender identity.
The following page will be added to the code of conduct and the high school handbook:
Anti- Harassment Policy
Harassment of students by other students will not be tolerated in the Holyoke Public
Schools. This policy is in effect while students are on school grounds, School District
property or property within the jurisdiction of the School District, school buses, or
attending or engaging in school activities.
Harassment prohibited by the District includes, but is not limited to, harassment on the
basis of race, sex, creed, color, national origin, sexual orientation, gender identity,
religion, marital status or disability. Students whose behavior is found to be in violation of
this policy will be subject to disciplinary action up to and including suspension or
expulsion.
Harassment means conduct of a verbal or physical nature that is designed to embarrass,
distress, agitate, disturb or trouble students when:
# Submission to such conduct is made either explicitly or implicitly a term or condition
of a student’s education or of a student’s participation in school programs or activities;
# Submission to or rejection of such conduct by a student is used as the basis for
decisions affecting the student, or;
# Such conduct has the purpose or effect of unreasonably interfering with a student’s
performance or creating an intimidating or hostile learning environment.
Harassment as described above may include, but is not limited to:
# Verbal, physical or written harassment or abuse;
# Repeated remarks of a demeaning nature;
# Implied or explicit threats concerning one’s grades, achievements, or other school
matter.
# Demeaning jokes, stories, or activities directed at the student.
The District will promptly and reasonably investigate allegations of harassment. The
Principal of each building will be responsible for handling all complaints by students
alleging harassment.
Retaliation against a student, because a student has filed a harassment complaint or
assisted or participated in a harassment investigation or proceeding, is also prohibited. A
student who is found to have retaliated against another in violation of this policy will be
subject to disciplinary action up to and including suspension and expulsion.
The Superintendent will develop administrative guidelines and procedures for the
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implementation of this policy.
Title/Role(s) of responsible Persons:
Director of Student Services
Expected Date of
Completion:
03/20/2014
Evidence of Completion of the Corrective Action:
Copy of Code of Conduct and High School Handbook
Description of Internal Monitoring Procedures:
Review and audit of disciplinary incidents
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 10A Student handbooks and codes of
Status Date: 05/09/2013
conduct
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide a copy of the Code of Conduct and the section(s) the school's procedure for
accepting, investigating and resolving complaints alleging discrimination or harassment
and the disciplinary measures that the school may impose if it determines that
harassment or discrimination has occurred by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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Holyoke CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 11A Designation of coordinator(s); grievance procedures
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the district's published information for
Title IX and Section 504 coordinators lists only the Student Services Office and its phone
number and address. In addition, the student handbook's grievance procedures do not
specify how a complaint alleging discrimination based on sex or disability will be resolved
promptly and equitably.
Description of Corrective Action:
The name of the Director will be published. The handbook will contain information on how
the complaint will be resolved.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
01/03/2014
Evidence of Completion of the Corrective Action:
Copy of handbook with resolution statement.
Description of Internal Monitoring Procedures:
Review and audit of compliance monthly.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 11A Designation of coordinator(s);
Status Date: 05/09/2013
grievance procedures
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the revised handbooks by web link or WBMS upload by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 12A Annual and continuous notification concerning
Partially Implemented
nondiscrimination and coordinators
Department CPR Findings:
Documentation indicated that the district does not publish the office address and phone
numbers of the persons designated as coordinators under Title IX and Section 504. In
addition, document review indicated that the district's annual and continuous notification
concerning nondiscrimination does not include gender identity as a protected category.
Description of Corrective Action:
Office address and phone numbers of persons designated as coordinators under Title IX
and Section 504 will be published and includes on all documents produces by the district.
Written materials and other media used to publicize a school will include a notice that the
school does not discriminate on the basis of race, color, national origin, sex, gender
identity, disability, religion, or sexual orientation.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Students Services
Completion:
10/01/2013
Evidence of Completion of the Corrective Action:
Written documents.
Description of Internal Monitoring Procedures:
Review and audit of written documents
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 12A Annual and continuous
Status Date: 05/09/2013
notification concerning nondiscrimination
and coordinators
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
See CR 3 and CR 11 A.
Progress Report Due Date(s):
10/17/2013
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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:
Document review indicated that while the district has policies and procedures to ensure
that counseling and counseling materials are free from bias and stereotypes, they do not
include gender identity as one of the protected categories.
Description of Corrective Action:
Gender identity will be included as one of the protected categories to ensure that they
are free from bias and stereotypes.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
10/01/2013
Evidence of Completion of the Corrective Action:
Submission of documents regarding counseling and counseling materials.
Description of Internal Monitoring Procedures:
Review of all documents to ensure gender identity is included.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 14 Counseling and counseling
Status Date: 05/09/2013
materials free from bias and stereotypes
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
See CR 3 for the submission of documents that include the updated statement of
nondiscrimination and assurance that staffs are trained on nondiscrimination.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 15 Non-discriminatory administration of scholarships, prizes
Partially Implemented
and awards
Department CPR Findings:
According to document review, the district's policies for the non-discriminatory
administration of scholarships, prizes and awards do not include gender identity as a
protected category.
Description of Corrective Action:
The district's policies for the non-discriminatory administration of scholarships, prizes and
awards will include gender identity as a protected category.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
10/01/2013
Evidence of Completion of the Corrective Action:
Submission of Documents
Description of Internal Monitoring Procedures:
Regular review of all policy regarding scholarships, prizes and awards.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 15 Non-discriminatory administration
Status Date: 05/09/2013
of scholarships, prizes and awards
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
See CR 3 for reporting requirements.
Progress Report Due Date(s):
10/17/2013
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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
Partially Implemented
high school diploma, certificate of attainment, or certificate of
completion
Department CPR Findings:
Documentation and staff interviews indicated that the written notice to students age 16
and over does not include an extension of the time for the meeting with a representative
of the district. In addition, staff interviews indicated that the district does not send an
annual written notice to former students who have not yet earned their competency
determination and who have not transferred to another school.
Description of Corrective Action:
The district's notice will be revised to meet all regulatory requirements as noted in the
CPR finding. In addition, the district will ensure that it sends a notice to former students
who have not yet earned their competency determination explaining their options.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services, High School Principals
Completion:
10/01/2013
Evidence of Completion of the Corrective Action:
Copy of letter for both high schools. Notification letter to all former students.
Description of Internal Monitoring Procedures:
Dropout survey documents will be sent the Director of Student Services for all students
who dropout of school and will include letter sent to students and parents.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 16 Notice to students 16 or over
Status Date: 05/09/2013
leaving school without a high school
diploma, certificate of attainment, or
certificate of completion
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit a copy of the notice to students age 16 and over that includes an extension of
time to meet with district representatives by October 17, 2013.
Provide a copy of the notice for former students who have not reached competency or
transferred to another school/program and a list of the students who will receive the
notice by January 6, 2014.
Progress Report Due Date(s):
10/17/2013
01/06/2014
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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:
Documentation and staff interviews indicated that the district has not provided annual
training on physical restraint or provided staff with the names of resource persons who
can administer physical restraints in each school building.
Description of Corrective Action:
The district will developed and implement staff training at least annually on the use of
restraint consistent with regulatory requirements. Such training will occurs within the
first month of each school year and, for employees hired after the school year begins,
within a month of their employment.
Each school will provide staff with the names of resource persons who can administer
physical restraints in each school building. In buildings in which this not in place, provide
professional development in administration of physical restraint.
Title/Role(s) of responsible Persons:
Expected Date of
Asst Superintendent, Dir of Stu Svcs, Buld Principals, Dir HR
Completion:
10/01/2013
Evidence of Completion of the Corrective Action:
Provide a copy of the materials utilized and sign-in sheets for staff in attendance at the
training.
List of personnel in each school who are trained in the administration of physical restraint.
Verify that one person in each building is trained in the administration of physical
restraint.
Description of Internal Monitoring Procedures:
Provide a copy of the materials used and sign-in sheets for staff in attendance. Human
Resources will keep a record of all staff trained.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 17A Use of physical restraint on any
Status Date: 05/09/2013
student enrolled in a publicly-funded
education program
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of overview trainings on physical restraint for staff within the first 30
days of school year that includes each school's signed attendance sheets and the names
of resource persons for each building with current in-depth restraint training by October
17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 18 Responsibilities of the school principal
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that instructional support teams do not
function to propose instructional supports for students in Holyoke High School, Donahue
School, Kelly School, McMahon School, Sullivan School and the Center for Excellence. In
addition, record review and interviews demonstrated that students' instructional support
documentation is not maintained in students' cumulative files.
Description of Corrective Action:
The district will redistribute the procedures and protocols for the IST (BBST), meet with
the principals and chairs of these teams to ensure their function is to propose instructional
supports for students.
Training will be given by the Director of Students Services to new principals and BBST
Chairs. These individual will train teachers. BBST chairs will ensure documentation is
included in students' cumulative files.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Special Education, Director of Student Services,
Completion:
Building Principals.
10/01/2013
Evidence of Completion of the Corrective Action:
Documentation that building principals have received the procedures and protocols, have
received training, and have trained building staff.
Description of Internal Monitoring Procedures:
Agendas and records and staff participation. Review and monitoring of cumulative files.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 18 Responsibilities of the school
Status Date: 05/09/2013
principal
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of training for staff in the Holyoke High School, Donahue School, Kelly
School, McMahon School, Sullivan School and Lawrence School on BBST procedures that
includes but is not limited to a training agenda, attendance sheet and copies of the
materials presented. Please submit this to the Department by October 17, 2013.
Conduct an administrative review of students who have been reviewed by the BBST to
ensure that forms and paperwork related to BBST are filed in the cumulative files.
Indicate the number of files reviewed at each school, the number found to be compliant,
an explanation of the root cause for any continued noncompliance and a description of
additional corrective actions taken by the district to address any identified noncompliance.
Please submit this to the Department by January 6, 2014.
Progress Report Due Date(s):
10/17/2013
01/06/2014
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 20 Staff training on confidentiality of student records
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the district does not currently provide
training for school personnel on the confidentiality of student records.
Description of Corrective Action:
The Director of Students Services will train an Administer in each school building on the
provisions of the Family Educational Rights and Privacy Act, M.G.L. c. 71, s. 34H, and 603
CMR 23.00 and on the importance of information privacy and confidentiality. Each
principal will provide staff members in their building with the information by the first staff
meeting of the year.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Students Services, Building Principals.
Completion:
10/01/2013
Evidence of Completion of the Corrective Action:
The district submits the agenda, handouts and attendance sheet with date, name and role
of staff trained.
Description of Internal Monitoring Procedures:
The district submits the agenda, handouts and attendance sheet with date, name and role
of staff trained.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 20 Staff training on confidentiality of
Status Date: 05/09/2013
student records
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of training on Family Educational Rights and Privacy Act (FERPA) and
state regulations for confidentiality of student records that includes but is not limited to a
training agenda, attendance sheet and copies of the materials presented. Please submit
this to the Department by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 21 Staff training regarding civil rights responsibilities
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the district has not provided training on
civil rights annually.
Description of Corrective Action:
The district will provides in-service training for all school personnel at least annually
regarding civil rights responsibilities, including the prevention of discrimination and
harassment on the basis of students? race, color, sex, gender identity, religion, national
origin and sexual orientation and the appropriate methods for responding to it in the
school setting.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services and the Assistant Superintendent.
Completion:
11/30/2013
Evidence of Completion of the Corrective Action:
The district submits the agenda, handouts and attendance sheet with date, name and role
of staff trained.
Description of Internal Monitoring Procedures:
The district submits the agenda, handouts and attendance sheet with date, name and role
of staff trained.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 21 Staff training regarding civil rights
Status Date: 05/09/2013
responsibilities
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of training on civil rights responsibilities for all protected categories,
including gender identity, that includes but is not limited to a training agenda, attendance
sheet and copies of the materials presented. Please submit this to the Department by
October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 23 Comparability of facilities
Partially Implemented
Department CPR Findings:
See SE 55.
Description of Corrective Action:
By end of 2012/13 school year, notify the appropriate building principals, via written
letter, of non-compliance issues so that they may take actions to ensure compliance by
the start of the 2013-2014 school year.
Site visit after corrective actions taken by principals.
Obtain written assurance from appropriate building principals that areas of noncompliance
have been rectified.
Title/Role(s) of responsible Persons:
Expected Date of
Bldg Principals
Completion:
Carol Hepworth, Dir of Sp Ed
03/10/2014
Doug Arnold, Dir Stu Svcs
Evidence of Completion of the Corrective Action:
Written assurance from appropriate building principals that areas of noncompliance have
been rectified.
Description of Internal Monitoring Procedures:
By 01MAR14, ensure letters to appropriate principals have been sent and received, site
visit conducted, and written assurance from appropriate building principals received.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 23 Comparability of facilities
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the written assurance from principals for Holyoke High School, Peck School and
Donahue School by October 17, 2013 as described in the district's proposed corrective
action. See also SE 55.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 24 Curriculum review
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that the district does not have a system to
ensure that individual teachers review all educational materials for simplistic and
demeaning generalizations on the basis of race, color, sex, gender identity, religion,
national origin and sexual orientation.
Description of Corrective Action:
For the 2013-2014 school year, principals will present CR Criterion #24 during a staff
meeting to all staff prior to the end of the first term. As part of the opening day agenda
for all staff for the 2013-2014 school year and future first teacher day openings, building
principals will instruct all staff to review all curriculum materials used in classrooms
throughout the year no matter what form of media used. The staffs are to review the
curriculum for any demeaning generalizations, lacking intellectual merit on the basis of
race, color, sex, religion, national origin, and sexual orientation and provide balance and
context for any such stereotypes depicted in such materials. All professional staff will sign
off on attending this staff meeting Materials will be monitored during administrative
walkthroughs.
Title/Role(s) of responsible Persons:
Expected Date of
Building Principals and Curriculum Directors.
Completion:
02/01/2014
Evidence of Completion of the Corrective Action:
The staff meeting agenda with the topic of Criterion #24, curriculum review, as well as
the sign in sheet for the staff meeting at which this requirement was presented.
Description of Internal Monitoring Procedures:
Meeting agendas and walkthrough monitoring sheets
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 24 Curriculum review
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of training for staff on the review of educational materials for simplistic
and demeaning generalizations on the basis of race, color, sex, gender identity, religion,
national origin and sexual orientation that includes but is not limited to a training agenda,
attendance sheet and copies of the materials presented. Please submit this to the
Department by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 25 Institutional self-evaluation
Partially Implemented
Department CPR Findings:
Documentation and staff interviews indicated that although the district does evaluate
different areas of its programming, it does not annually evaluate all aspects of the K-12
program to ensure that all students regardless of race, color, sex, gender identity,
religion, national origin, limited English proficiency, sexual orientation, disability, or
housing status have equal access to all programs.
Description of Corrective Action:
The district intends to develop a self-evaluation checklist/instrument and conduct a selfevaluation, and administer it to staff, to ensure that all students, regardless of race, color,
sex, religion, national origin, limited English proficiency, sexual orientation, gender
identity, disability, or housing status, have equal access to all programs, including
athletics and other extracurricular activities.
Title/Role(s) of responsible Persons:
Expected Date of
Curriculum Directors, Building Principals, Directors of Student
Completion:
Services and Special Education.
02/13/2014
Evidence of Completion of the Corrective Action:
Submit a copy of the newly developed checklist/instrument developed to administer to
staff to ensure that all students, regardless of race, color, sex, religion, national origin,
limited English proficiency, sexual orientation, gender identity, disability, or housing
status, have equal access to all programs, including athletics and other extracurricular
activities by February 31, 2014.
Submit a summary of the findings, including a description of any changes made based on
those findings by May 1, 2014.
Description of Internal Monitoring Procedures:
Monthly review of all schools and programs.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 25 Institutional self-evaluation
Corrective Action Plan Status: Approved
Status Date: 05/09/2013
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide the checklist to ensure access to all programs by October 17, 2013.
Submit the narrative summary of the implementation of the self-evaluation by January 6,
2014.
Progress Report Due Date(s):
10/17/2013
01/06/2014
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 26A Confidentiality and student records
Partially Implemented
Department CPR Findings:
Student records and staff interviews indicated that the district does not maintain student
records in accordance with state and federal requirements; specifically, the special
education student records did not consistently contain a log of access. In addition,
student records contained misfiled documentation containing personally identifiable
information from other students.
Description of Corrective Action:
Prior to 01SEP13, update Special Education Handbook to address requirement of 603 CMR
23.00 Student Records.
Prior to 15SEP13, provide professional development to all: team leaders, and special
education clerks on the requirements of CR Criterion 26A.
By 01MAR14, Team Leaders at each school and Clerks at central office will review special
education records to ensure compliance with this criterion.
Title/Role(s) of responsible Persons:
Expected Date of
Carol Hepworth, Dir of Sp Ed
Completion:
Adam Garand, Asst Dir of Sp Ed
03/10/2014
Doug Arnold, Dir Student Svcs
Evidence of Completion of the Corrective Action:
Updated Special Education Handbook to address requirement of 603 CMR 23.00 Student
Records, PD attendance sheet(s) for all personnel identified in the Description Section,
and review special education records at each school and at central office
Description of Internal Monitoring Procedures:
By 01MAR14, document completion of PD, review Special Education Handbook to include
603 CMR 23.00 Student Records, and collect and evaluate completed review of special
education records .
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 26A Confidentiality and student
Status Date: 05/09/2013
records
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Provide evidence of staff training that includes but is not limited to a training agenda,
attendance sheet and copies of the materials presented. Please submit this to the
Department by October 17, 2013.
Progress Report Due Date(s):
10/17/2013
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
HOLYOKE PUBLIC SCHOOLS
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Holyoke Public Schools/Vida Zavala, Interim Director of
English Language 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: January 8, 2015
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
Department CPR Finding: District documentation indicated that at the time of the review
some level four and five students were not provided with direct ESL instruction. The
documentation submitted by the district also stated that some level three, four and five
students were only receiving ESL support in ELA classrooms instead of direct ESL instruction
as described in Department guidelines. Since ESL support cannot be a substitute for ESL
instruction and all ELL students should receive ESL instruction tailored to their English
proficiency levels, the SEI program provided in the district is not consistent with G.L. c. 71A.
Please see the “Transitional Guidance on Identification, Assessment, Placement, and
Reclassification of English Language Learners August 2013” as found on
http://www.doe.mass.edu/ell/guidance_laws.html
Narrative Description of Corrective Action: In accordance the Department of Justice Settlement
Agreement with the Holyoke Public Schools, as part of the SEI program of instruction, the district will
schedule ELL students (levels 1-5) for their recommended hours of ESL instruction consistent with the
MADESE Guidelines and as outlined in the DOJ Settlement Agreement (paragraph 27). The district is
actively recruiting and hiring qualified teachers for ESL and SEI teaching positions who are bilingual
(in English and Spanish), dually licensed in ESL and a core content area, and core content teachers
dually licensed in ESL license or with SEI Endorsement. The district will also offer opportunities for
core academic teachers to obtain an ESL license.
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Title/Role of Person(s) Responsible for
Implementation: Director of ELE
Expected Date of Completion for Each
Corrective Action Activity: July 15, 2014 and
annually thereafter as stipulated in the
Department of Justice Settlement (expected to
be finalized in Spring 2014).
Evidence of Completion of the Corrective Action: On July 15 of every year, the district will be
required to provide the DOJ with a detailed annual report including but not limited to the following:
student information, SEI and ESL schedules including number of hours of ESL instruction, ESL model
(push-in, pull-out, co-teach), and qualifications of SEI and ESL teachers. ESL teachers’ rosters and
student schedules will be reviewed in the fall.
Description of Internal Monitoring Procedures: In accordance with the DOJ Settlement Agreement,
on July 15 of every year, the district will provide the DOJ with a detailed annual report including but
not limited to the following: student information, SEI and ESL schedules including number of hours of
ESL instruction, and qualifications of SEI and ESL teachers. ESL teachers’ rosters and student
schedules will be reviewed in the fall.
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: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s):
1) Please provide a detailed plan that shows that the district is providing sufficient ESL instruction to
all ELL students during the 2013-2014 school year based on the Department's Transitional
Guidance on Identification, Assessment, Placement, and Reclassification of English Language
Learners found at http://www.doe.mass.edu/ell/TransitionalGuidance.pdf
2) Please complete district information in the attached spreadsheet labeled ELL List by school for
each ELL student in the district.
Progress Report Due Date(s): May 22, 2014; October 24, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 10 Parental Notification
Rating: Partially Implemented
Department CPR Finding: Student records indicated that the district’s Parent Notification
letter does not contain specific exit requirements and incorrectly requires that parents provide
consent for ELE programming within five (5) day of receipt of the notice. Student records also
indicated that the district provides families who are low-incidence language speakers with
Spanish translated notification letters, rather than in the language of the home.
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Narrative Description of Corrective Action: The Parent Notification letter has been revised to
contain specific exit requirements and to remove the request for parents to consent for ELE
programming within five (5) days of receipt of the letter. See Attachment 1 for revised letter.
Families who are low-incidence language speakers will receive notification letters translated in the
language of their home as outlined in the district’s Department of Justice Settlement under Translation
Services (Paragraph 32), Low-Incidence Translation Policy, and Standards of Practice for Interpreters.
See attached Attachments 2, 3 and 4. The DOJ Settlement is expected to be finalized by Spring 2014.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation:
Corrective Action Activity:
Director of English Language Education
The revised parent notification letters will be
implemented by February 24, 2014.
Notification letters for low-incidence languages
will follow the protocol outlined in our
Department of Justice Settlement Agreement’s
Translation Services (Paragraph 32), LowIncidence Translation Policy, and Standards of
Practice for Interpreters. The Settlement is
expected to be finalized by Spring 2014.
Evidence of Completion of the Corrective Action: Replacement of existing parent notification letters
with revised letters. Copies of revised notification letters in LEP and LIP students’ records.
Description of Internal Monitoring Procedures: Random student cumulative record review by
designated school/district staff. Other monitoring as required by DOJ Settlement Agreement.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 10 Parental
Notification
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s):
The district will provide its revised procedures for providing parents with notification letters to
document translation and interpretation needs, along with evidence of training of Parent Information
Center staff and principals, which will include but not be limited to a training agenda, attendance sheet
and copies of the materials presented. Please submit this to the Department on or before by May 22,
2014.
Submit the description of the internal oversight and tracking system and identify the person(s)
responsible for the oversight, including the date of the system's implementation. Submit this
information by May 22, 2014.
Submit the results of an administrative review of 20 student records, representing each school level, for
parent notification and translation and documentation of oral translations. Indicate the number of
records reviewed at each level, the number found to be compliant, an explanation of the root cause for
any continued noncompliance and a description of additional corrective actions taken by the district to
address any identified noncompliance. Please submit this to the Department on or before by October
24, 2014.
*Please note when conducting administrative monitoring the district must maintain the following
documentation and make it available to the Department upon request: a) List of student names
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and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s): May 22, 2014; October 24, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 11 Equal Access to
Academic Programs and Services
Rating: Partially Implemented
Department CPR Finding: Student records and staff interviews indicated that translations of
important school documents are not consistently provided to families who are not fluent in
English. Staff interviews demonstrated that interpreters are not consistently provided for
families in need of language support. Student files also indicated that ELLs do not receive the
number of hours for English Language Development recommended by Department guidelines.
Narrative Description of Corrective Action: Major language groups that comprise of 100 or more
families within the District, and families who are low-incidence language speakers will receive
“essential information” translated in the language of their home as outlined in the district’s Department
of Justice Settlement Agreement under Translation Services (Paragraph 32), the Low-Incidence
Translation Policy, and Standards of Practice for Interpreters. See attached Attachments 2, 3 and 4.
The DOJ Settlement is expected to be finalized by Spring 2014. The district has been providing Level
1 and 2 students with the recommended hours of ELD, and for the past two years has been working to
ensure that Level 3-5 students receive the recommended number of hours in ESL. We will continue to
work towards this as outlined in our DOJ Settlement Agreement
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Director of ELE
Corrective Action Activity: Upon final
approval of DOJ Settlement (expected in
Spring 2014), and on-going as outlined in
Settlement.
Evidence of Completion of the Corrective Action: Copies of letters/documents in students’ records
and IEP records.
Description of Internal Monitoring Procedures: Random student cumulative record review by
designated school/district staff. Review of students’ schedules and other monitoring as required by
DOJ Settlement.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 11 Equal Access to
Academic Programs and Services
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): Please provide a narrative description and update on the
implementation of the Department of Justice (DOJ) Settlement Agreement related to translation and
interpretation for major languages and low incident languages, along with evidence of staff training,
including principals, on these procedures, which will include but not be limited to a training agenda,
attendance sheet and copies of the materials presented. Please submit this to the Department on or
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before by May 22, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s)
responsible for the oversight, including the date of the system's implementation. Submit this
information by May 22, 2014.
Submit the results of an administrative review of 20 student records, representing all school levels, for
translation and documentation of oral translations. Indicate the number of records reviewed at each
level, the number found to be compliant, an explanation of the root cause for any continued
noncompliance and a description of additional corrective actions taken by the district to address any
identified noncompliance. Please submit this to the Department on or before by October 24, 2014.
*Please note when conducting administrative monitoring the district must maintain the following
documentation and make it available to the Department upon request: a) List of student names
and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s): May 22, 2014; October 24, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 12 Equal Access to
Nonacademic and Extracurricular Programs
Rating: Partially Implemented
Department CPR Finding: Staff interviews and documentation indicated that the district
provides students and families who are low-incidence language speakers with Spanish
translated documents, rather than in the language of the home.
Narrative Description of Corrective Action: Families who are low-incidence language speakers will
receive “essential information” translated and/or interpreted in the language of their home as outlined
in the district’s Department of Justice Settlement under Translation Services (Paragraph 32), LowIncidence Translation Policy, and Standards of Practice for Interpreters. See attached Attachments 2, 3
and 4. The DOJ Settlement Agreement is expected to be finalized by Spring 2014.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Director of ELE
Corrective Action Activity: Upon final
approval of DOJ Settlement (expected in Spring
2014), and on-going as stipulated in Settlement
Agreement.
Evidence of Completion of the Corrective Action: Copies of notices/documents, and logs of
interpretation requests from schools and from “ Connections” (the HPS afterschool and summer school
program).
Description of Internal Monitoring Procedures: Periodic review of notices/documents/logs by
designated school/district staff, and other monitoring as required by DOJ Settlement Agreement.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 12 Equal Access to
Nonacademic and Extracurricular
Programs
Status of Corrective Action:
Approved
Partially Approved
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Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s):
Provide a sample of translated essential documents that represent the district’s low incidence language
speakers and the review logs of interpretation requests as designated by the district’s settlement
agreement. Provide this information by May 22, 2014.
Progress Report Due Date(s): May 22, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 13 Follow-up Support
Rating: Partially Implemented
Department CPR Finding: Student records indicated that monitoring documentation is not
consistently completed for students who have exited English learner education.
Narrative Description of Corrective Action: Beginning in SY 2011/2012, the district developed a
new comprehensive FLEP monitoring form, and revised the procedures for completion and review of
the monitoring forms by school and district staff. The district will ensure that the monitoring
mechanisms for completing, reviewing, and filing the monitoring forms are followed.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Director of ELE
Corrective Action Activity: During the
second annual monitoring period that occurs in
May/June 2014, and bi-annually thereafter.
Evidence of Completion of the Corrective Action: Proper completion of the monitoring
forms/process during the second annual monitoring period in May/June 2014.
Description of Internal Monitoring Procedures: Review of the monitoring forms by school and
district staff, and random review of students’ records by school/district staff.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 13 Follow-up Support
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): Please provide a narrative description and update on the
implementation of follow-up monitoring, along with evidence of staff training, including principals, on
these procedures, which will include but not be limited to a training agenda, attendance sheet and
copies of the materials presented. Please submit this to the Department on or before by May 22, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s)
responsible for the oversight, including the date of the system's implementation. Submit this
information by May 22, 2014.
Submit the results of an administrative review of 10 student records for follow-up monitoring. Please
ensure that the records are selected for students exited following the completion of all corrective
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actions. Indicate the number of records reviewed at each level, the number found to be compliant, an
explanation of the root cause for any continued noncompliance and a description of additional
corrective actions taken by the district to address any identified noncompliance. Please submit this to
the Department on or before October 24, 2014.
*Please note when conducting administrative monitoring the district must maintain the following
documentation and make it available to the Department upon request: a) List of student names
and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s): May 22, 2014; October 24, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18 Records of ELL Students
Rating: Partially Implemented
Department CPR Finding: Student records indicate that the district does not provide
families with English Language Development progress reports for their students. In addition,
record review indicated that monitoring forms for students who exited English language
education are not consistently completed.
Narrative Description of Corrective Action: : ELD Progress Reports will be updated to reflect
WIDA standards, and will be distributed with report cards and SpEd Progress Reports (3 times/year for
K-5; 4 times/year for Gr. 6-12). WIDA CAN-DO Descriptors will be used by teachers to observe ELL
progress in completing the ELD Progress Report. The ACCESS Parent Report will continue to be sent
home annually.
Beginning in SY 2011/2012, the district developed a new comprehensive FLEP monitoring form, and
revised the procedures for completion and review of the monitoring forms by school and district staff.
The district will ensure that the monitoring mechanisms for completing, reviewing, and filing the
monitoring forms are followed.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Director of ELE
Corrective Action Activity: September 2014
for ELD Progress Reports; for FLEP monitoring
forms (students who exited English language
education) completion during the second annual
FLEP monitoring period that occurs in
May/June 2014 , and bi-annually thereafter.
Evidence of Completion of the Corrective Action: ELD Progress Report template will be revised
and generated at the schools to be completed by ESL teachers, and to be distributed with report cards.
WIDA CAN-DO Descriptors will be used by teachers to observe ELL progress in completing the ELD
Progress Report. The ACCESS Parent Report will continue to be sent home annually. Beginning in SY
2011/2012, the district developed a new comprehensive FLEP monitoring, and revised the procedures
for completion and review of the monitoring forms by school and district staff. The district will ensure
that the monitoring mechanisms for completing, reviewing, and filing the monitoring forms are
followed.
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Description of Internal Monitoring Procedures: ELD Progress Reports will be generated at schools
to be completed by ESL teachers for ELLs, to be distributed with reports cards and SpEd Progress
Reports (3 times/year for K-5; 4 times/year for 6-12). Random review of students’ records by
school/district staff for completion of FLEP Monitoring forms and ELD Progress Reports. .
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18 Records of ELL
Students
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): Please provide procedures for direct language instruction
progress reports and follow-up monitoring, along with evidence of staff training, including principals,
on these procedures, which will include but not be limited to a training agenda, attendance sheet and
copies of the materials presented. Please submit this to the Department on or before by May 22, 2014.
Submit the description of the internal oversight and tracking system and identify the person(s)
responsible for the oversight, including the date of the system's implementation. Submit this
information by May 22, 2014.
Submit the results of an administrative review of 20 student records from differing grade levels and
proficiency levels for progress reports and follow-up monitoring. Indicate the number of records
reviewed at each level, the number found to be compliant, an explanation of the root cause for any
continued noncompliance and a description of additional corrective actions taken by the district to
address any identified noncompliance. Please submit this to the Department on or before October 24,
2014.
*Please note when conducting administrative monitoring the district must maintain the following
documentation and make it available to the Department upon request: a) List of student names
and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s): May 22, 2014; October 24, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Holyoke CPR Corrective Action Plan
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