MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Lenox
CPR Onsite Year: 2009-2010
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 09/02/2010.
Mandatory One-Year Compliance Date: 09/01/2011
Summary of Required Corrective Action Plans in this Report
Criterion
SE 8
Criterion Title
IEP Team composition and attendance
SE 18B
Determination of placement; provision of IEP to parent
CPR Rating
Partially
Implemented
Partially
Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 8 IEP Team composition and attendance
Partially Implemented
Department CPR Findings:
Student record review and interviews indicated that
team members are often absent from team meetings without the parent’s written
consent agreeing either that the member’s attendance is not necessary or to the
member’s excusal. In addition, there was not always evidence of written input
from the member related to the development of the IEP.
Description of Corrective Action:
1) Initial feedback from the DESE file review was shared at a department meeting on
January 13, 2010, regarding use of state form for staff excusal or consent agreeing that a
team member?s attendance is not necessary.
2) After receipt of final CPR report (9/1/10), collaborative meeting with new CPR chair
(10/5/10), and getting Team Leader input (10/18/10) revision to the Team Meeting
Attendance Sheet was proposed to obtain written consent from parents when Team
members are excused or not required. Revised wording will be included on Attendance
Sheet as follows: ?I give permission for this Team Meeting to proceed without all required
Team members present.? A line for parent?s signature will be provided.
3) Written procedures will be developed and shared at a staff meeting in November 2010.
4) An internal document review will be completed monthly at each level (elementary,
middle and high school) and reported on an ongoing basis.
5) Annual training and routine monitoring will be conducted on an ongoing basis.
Anticipated Results:
Full implementation of Corrective Action Plan.
Title/Role(s) of responsible Persons:
Expected Date of
Cynthia Dinan, Dir of Student Services Helen Rock Team Chair
Completion:
Anne Engelberger MS/HS Team Chair
01/07/2011
Evidence of Completion of the Corrective Action:
January 7, 2011- Submit revised Team Meeting Attendance Sheet including written parent
consent to excuse Team members; Submit Training agenda and training attendance
sheet.
April 1, 2011 - Internal document review data
June 15, 2011 - Internal document review data and follow up activities
August 1, 2011 - Internal document review data and follow up activities (if necessary)
Description of Internal Monitoring Procedures:
? After initial staff training, Team Chairs in conjunction with the Director, will review the
number of Team meetings held with all members present and the number of meetings
held with written parental permission for member excusal was granted.
? Monthly data will be monitored by reviewing five (5) Team Meeting Attendance Sheets
from each level (elementary, middle and high school) to determine 100% compliance.
? Ongoing follow-up and training will be provided if written parent consent is not granted
when Team members are not in attendance.
? Training on procedures for obtaining written parent consent for Team member excusal
will be done annually.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 8 IEP Team composition and
Status Date: 11/19/2010
attendance Basis for Partial Approval or Disapproval:
The district submitted a comprehensive CAP that includes revision of procedures, staff
training and an internal reivew of student records to ensure implementation of the CAP
following training.
Department Order of Corrective Action:
None required.
Required Elements of Progress Report(s):
By January 7, 2011, the district will submit a revised Team Meeting Attendance Sheet and
evidence of staff training (agendas, signed attendance sheets) on the new procedures for
procuring parent excusal when required Team Members are absent. By April 1, 2010, the
district will report the results of its administrative review of student records. Report the
number of student records reviewed from each level (elem, ms, hs) where required Team
members were absent and the number of records that contain written Team member
excusal from parents. If noncompliance identified, the district will report the actions taken
to ensure that every file is in full compliance. The district will maintain the following
documentation and make it available to the Department upon request: list of student
names and grade levels for the records reviewed, date of the review, name(s) of
person(s) who conducted the review with roles and signatures.
Progress Report Due Date(s):
01/09/2011
04/01/2011
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 18B Determination of placement; provision of IEP to parent
Partially Implemented
Department CPR Findings:
Student record
review indicated that the district does not always provide the parent with a
copy of the IEP within the required timelines.
Description of Corrective Action:
1) Initial feedback from the DESE file review was shared at a department meeting on
January 13, 2010 regarding the finding that the district does not always provide the
parent with a copy of the IEP within the required timelines.
2) Staff training was provided on "Effectively Managing TEAM Meetings? on June 8, 2010.
The focus of the training was to provide strategies for running effective and efficient Team
meetings. Strategies included techniques such as getting parent concerns and visions
prior to the meeting date, having a prepared ?draft? of the IEP to review, discuss and
revise during the meeting time. Brainstorming ?time delaying? obstacles and ideas for
removing the obstacles were discussed as a department.
3) Develop/revise procedures to insure that a draft IEP is utilized and revised as
appropriate. Summary sheets are provided to parents upon completion of the meeting
stating service delivery and goals.
4) ARRA grant funds were used to purchase laptop computers for department members.
Computers along with existing web based IEP technology provide liaisons opportunity to
draft and revise IEPs in a timely manner.
5) Additional staff training for use of eSped web-based technology has been provided and
will be reviewed annually.
6) An internal document review will be completed monthly at each level (elementary,
middle and high school) and reported on an ongoing basis.
7) Annual training on local procedure and routine monitoring on timelines will be
conducted on an ongoing basis.
8) Timeline compliance data will be used in staff evaluation.
Anticipated Results:
Full implementation of Corrective Action Plan.
Title/Role(s) of responsible Persons:
Expected Date of
Cynthia Dinan, Dir of Student Services Helen Rock Team Chair
Completion:
Anne Engelberger MS/HS Team Chair
01/07/2011
Evidence of Completion of the Corrective Action:
? January 7, 2011- Submit Training agendas and training attendance sheets from initial
department feedback (1/13/10) and ?Effectively Managing Team Meetings (6/8/10).
Submit revised procedures; laptop purchase documentation; eSped Training agenda and
signatures; and initial internal documentation review data.
? April 1, 2011 - Internal document review data and follow-up activities
? June 15, 2011 - Internal document review data and follow up activities
? August 1, 2011 - Internal document review data and follow up activities (if necessary)
Description of Internal Monitoring Procedures:
January 7, 2011:
? Submit agenda from department meeting on January 13, 2010.
? Submit training document from June 8, 2010 staff training on "Effectively Managing
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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TEAM Meetings?.
? Submit revised procedures regarding use of Draft IEP and written Summary sheets.
? Submit documentation regarding laptop computers purchase for staff members who
write IEPs.
? Submit agenda and signatures for eSped staff training.
? Begin internal document review (Nov 2010 ? January 2011) will be completed monthly
at each level (elementary, middle and high school) and reported on an ongoing basis.
? Annual training on local procedure and routine monitoring on timelines will be conducted
on an ongoing basis.
? Timeline compliance data will be used in staff evaluation.
April 1, 2011:
? Internal document review (January 2011 ? May 2011) will submitted at each level
(elementary, middle and high school).
? Documentation of ongoing feedback and training provided as needed.
June 15, 2011:
? Internal document review (January 2011 ? May 2011) will submitted at each level
(elementary, middle and high school).
? Documentation of ongoing feedback and training provided as needed.
August 1, 2011 (if needed)
? Internal document review (January 2011 ? May 2011) will submitted at each level
(elementary, middle and high school).
? Documentation of ongoing feedback and training provided as needed.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 18B Determination of placement;
Status Date: 11/19/2010
provision of IEP to parent Basis for Partial Approval or Disapproval:
The district submitted a comprehensive CAP that includes revision of procedures, staff
training and an internal reivew of student records to ensure implementation of the CAP
following training.
Department Order of Corrective Action:
None
Required Elements of Progress Report(s):
By January 7, 2011, the district will submit evidence of staff training (agendas, signed
attendance sheets) on the revised procedures on the provision of IEPs to parents. By
April 1, 2010, the district will report the results of its administrative review. Report the
number of student records reviewed from each level (elem, ms, hs), the number of
records that contained documentation evidencing that parents received IEPs immediately
following the team meeting or received a written summary (with goals and service
delivery grid information). If noncompliance identified, the district will report the actions
taken to ensure that every file is in full compliance. The district will identify and report
the root cause of the continued noncompliance and it's proposed plan to ensure full
compliance in the future. The district will maintain the following documentation and make
it available to the Department upon request: list of student names and grade levels for
the records reviewed, date of the review, name(s) of person(s) who conducted the review
with roles and signatures.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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Progress Report Due Date(s):
01/09/2011
04/01/2011
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
Charter School or District: Lenox Public School District
Corrective Action Plan Forms
Program Area: Civil Rights
Prepared by: Cynthia Dinan, Director of Student Services
Lenox Public Schools
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: September 1, 2011
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: CR 6 Availability of in-school Rating: Partially Implemented
programs for pregnant students
Department CPR Finding: The documentation review indicated that the district’s policy for pregnant
students requires a doctor’s note for the pregnant student to remain in school and it does not require
such certification for all other students with physical or emotional conditions requiring the attention of
a physician.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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Narrative Description of Corrective Action:
1. DESE CPR finding was reviewed by the Administrative Team in conjunction with Lynn
Summerill, CPR Chairperson.
2. A revised policy was drafted on October 6, 2010 removing the requirement for a doctor’s
note for pregnant students to remain in school.
3. The revised draft was submitted to the school committee’s subcommittee on policy and to
the school committee for approval on October 25, 2010.
4. It is anticipated that the policy will be approved by the school on or before December 6,
2010.
5. The revised policy will be included in the 2011 -2012 Handbooks and posted on the
school’s website immediately after school committee approval.
6. Principals will share information regarding the policy revision at a Faculty Meeting.
7. Principals will share information regarding the policy revision with the PTO and School
Councils.
8. The Director of Student Services will share information regarding the policy revision with
the special education PAC.
Title/Role of Person(s) Responsible for
Implementation:
Expected Date of Completion for Each
Corrective Action Activity:
Dr. Edward Costa, Superintendent of Schools
Cynthia Dinan, Director of Student Services
CAP Submission Date – October 30, 2010
Progress Report 1 - January 7, 2011
Progress Report 2 - April 1, 2011
Progress Report 3 – June 15, 2011
Progress Report 4 – August 1, 2011
(if needed)
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Evidence of Completion of the Corrective Action:
Progress Report 1 - January 7, 2011:






Submit copy of revised policy removing the requirement for a doctor’s note for pregnant
students to remain in school.
Submit copy of school committee agenda and minutes approving revised Pregnancy Policy
Submit copy of Lenox Public School’s web site link documenting policy revision and
public notification.
Submit copy of Faculty meeting agenda and staff signatures documenting training by
Principals regarding the policy.
Submit copy of PTO and School Council agendas where Principals share information
regarding the policy revision.
Submit copy of PAC agenda where Director of Student Services shares information
regarding the policy revision.
Progress Report 2 - April 1, 2011:

Submit copy of Draft 2011-2011 LMMHS Handbook including revised policy
documentation.
Progress Report 3 – June 15, 2011
(if needed)
Progress Report 4 – August 1, 2011
(if needed)
Description of Internal Monitoring Procedures:
Internal Monitoring will be ongoing. Policies and procedures are reviewed annually and
revised as needed based on regulatory changes. Handbooks are brought to School Committee
for review and approval on an annual basis as well.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: CR
6
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:

Required Elements of Progress Report(s): By January 7, 2011, the district will submit a revised
school committee approved pregnant student policy and meeting minutes. The district will also
submit documentation (agendas, signed attendance sheet, district website handbook
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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revisions) evidencing that this information is currently provided to parents/guardians,
students, and staff.
Progress Report Due Date(s): January 7, 201
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
Charter School or District: Lenox Public School District
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Lenox Public Schools
Cynthia Dinan, Director of Student Services
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: September 1, 2011
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Rating: Partially Implemented
Criterion & Topic: ELE 5 Program Placement
and Structure
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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Department CPR Finding: Sheltered English immersion (SEI) is a program model for limited English
proficient (LEP) students composed of two parts—English as a second language (ESL) and sheltered
content instruction. ESL is explicit, direct instruction about the English language, delivered to LEP
students only and designed to promote the English language development of LEP students. Sheltered
content instruction is an approach for teaching content to LEP students in strategic ways that make the
subject matter concepts comprehensible while promoting the LEP students’ English language
development.
A review of district documents shows that the district does currently have an ESL curriculum based on
the Massachusetts English Language Proficiency Benchmarks and Outcomes.
Students in the Lenox Public Schools do receive direct ESL instruction by a licensed ESL teacher as
required. Documentation also indicates that the number of hours of direct ESL instruction either
meets or exceeds recommended hours as outlined in the Department’s September 2009 guidance
document: “Guidance on Using MEPA Results to Plan Sheltered English Immersion (SEI) Instruction
and Make Reclassification Decisions for Limited English Proficient (LEP) Students."
Content instruction is based on the appropriate Massachusetts Curriculum Framework; however, it is
clear that although all teachers have not completed all of the required categories of SEI professional
development focused on the skills and knowledge necessary for sheltering instruction, described in the
Commissioner’s Memorandum of June 2004 (see ELE 15), the district has made significant and
exemplary progress in training its teachers at the elementary level. More progress is needed with
middle school teachers, but the district has a clear and detailed plan for training those teachers.
Narrative Description of Corrective Action:
1) DESE CPR finding was reviewed by the Administrative Team on October 6, 2010.
2) The approved CAP will be reviewed with the Administrative Team when received.
3) A plan will be developed to train one middle school teacher per subject area in the ELL
Category trainings at the middle school level. ELL students will be placed in classes
where teachers have participated in category training.
4) Teacher training will take place to insure there is an understanding regarding the
responsibility the district and teachers have to be proficient in Category trainings when
working with ELL students in their classes.
5) ELL Category training will be included as a focus of the District’s professional
development plan and included in future strategic planning.
6) An internal document review will be completed quarterly and number of Category
Trained teachers reported on an ongoing basis.
7) Annual monitoring will be conducted to insure that at least one middle school teacher
per subject area has completed ELL category trainings.
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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Title/Role of Person(s) Responsible for
Implementation:
Expected Date of Completion for Each
Corrective Action Activity:
Cynthia Dinan, Director of Student Services
Susan Strong, LMMHS Principal
CAP Submission Date – October 30, 2010
Progress Report 1 - January 7, 2011
Progress Report 2 - April 1, 2011
Progress Report 3 – June 15, 2011
Progress Report 4 – August 1, 2011
(if needed)
Evidence of Completion of the Corrective Action:
January 7, 2011- Submit agenda documenting ELL Category Training with Administrative
Team; Submit ELL Category Training plan for the 2010-2011 and projected 2011-2012 school
years. Submit LPS Professional Development Plan including ELL Category trainings.
April 1, 2011 – Submit internal document review data
June 15, 2011 - Submit internal document review data
August 1, 2011 - Internal document review data (if necessary)
Description of Internal Monitoring Procedures:

Internal Monitoring will be ongoing.

In conjunction with the development of a multi-year training plan for category training and
staff training to raise teachers’ awareness of training mandates, the Administrative team
will review data to determine compliance with having one teacher per subject has
completed the Category trainings at the middle school level.

Data will be reviewed quarterly and shared with the Administrative Team

ELL Category training will be included in future District Professional Development and
Strategic Planning.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE
5
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
By February 15, 2011, submit a middle school level staff roster of teachers who currently have
ELL students. Include the teacher’s name, grade level, subjects taught, the number of ELL
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
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students they currently instruct and the date that they completed each category of SEI training.
Submit signed attendance sheets, specific dates of training, presenters’ names, and agendas for
SEI category training that was conducted during this year. If staff members are scheduled for
training for the 2010-2011 school year indicate the date when training is expected to be
conducted.
By April 30, 2011, if the district does not demonstrate that it has the internal capacity to meet
its ELL student needs at the middle school level, by the end of school year 2010-2011 the
district will submit a professional development plan for SEI category training that does not
exceed two years. Indicate the teachers to be trained and expected category training dates.
Include purchase orders or agendas for upcoming trainings where relevant. Documentation can
be indicated on an updated SEI staff roster report previously submitted (February 15, 2011).
Progress Report Due Date(s): February 15, 2011 and April 30, 2011
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 15 Professional
Rating: Partially Implemented
Development Requirements
Department CPR Finding: Content instruction is based on the appropriate Massachusetts
Curriculum Framework; however, it is clear that although all teachers have not completed all of the
required categories of SEI professional development focused on the skills and knowledge necessary for
sheltering instruction, described in the Commissioner’s Memorandum of June 2004 (see ELE 15), the
district has made significant and exemplary progress in training its teachers at the elementary level.
More progress is needed with middle school teachers, but the district has a clear and detailed plan for
training those teachers.
Narrative Description of Corrective Action:

See ELE 5
Title/Role of Person(s) Responsible for
Implementation:
Expected Date of Completion for Each
Corrective Action Activity:
Cynthia Dinan, Director of Student Services
Susan Strong, LMMHS Principal
CAP Submission Date – October 30, 2010
Progress Report 1 - January 7, 2011
Progress Report 2 - April 1, 2011
Progress Report 3 – June 15, 2011
Progress Report 4 – August 1, 2011
(if needed)
Evidence of Completion of the Corrective Action:

See ELE 5
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Description of Internal Monitoring Procedures:

See ELE 5
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 15 Professional
Development Requirements
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: See ELE 5
Department Order of Corrective Action: See ELE 5
Required Elements of Progress Report(s): See ELE 5
Progress Report Due Date(s): February 15, 2011 and April 30, 2011
MA Department of Elementary & Secondary Education , Program Quality Assurance Services
Lenox CPR Corrective Action Plan
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