MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Lincoln-Sudbury
CPR Onsite Year: 2011-2012
Program Area: Special Education
All corrective action must be fully implemented and all noncompliance
corrected as soon as possible and no later than one year from the issuance
of the Coordinated Program Review Final Report dated 09/20/2012.
Mandatory One-Year Compliance Date: 09/20/2013
Summary of Required Corrective Action Plans in this Report
Criterion
SE 10
Criterion Title
End of school year evaluations
SE 18A
IEP development and content
SE 25
Parental consent
CR 7
CR 10A
Information to be translated into languages other than
English
Student handbooks and codes of conduct
CR 10B
Bullying Intervention and Prevention
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 10 End of school year evaluations
Partially Implemented
Department CPR Findings:
A review of student records and interviews with staff members demonstrated that in most
instances when the consent to evaluate is received between 30 and 45 school working
days before the end of the school year, the district will postpone completing the reevaluation process until the start of school in September.
Description of Corrective Action:
The district will demonstrate compliance by terminating this practice and assuring that the
following occurs:
1. Identification of students, by month, scheduled for re-evaluation this school year.
2. Establish schedule to mail Parental Consent to Evaluate allowing ample time for
response. Relevant dates:
? Last day of school: June 17,2013
? 45 days prior: to last day: April 8, 2013
? 30 days prior to last day: May 6,2013
? Dates will be adjusted to school closings
3. The training and plan will be presented to all special education faculty and staff at
November 4 faculty meeting.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
06/17/2013
Evidence of Completion of the Corrective Action:
Re-evaluations and the Team process will be concluded within the regulatory timelines
and not postponed until the following September. Record review and data summarizing
compliance will be reviewed. IEPs will be submitted after Team meeting.
Description of Internal Monitoring Procedures:
1. Monthly review of computerized data indicating the date of mailing, receipt of signed
consent and distribution to consent form to evaluators.
2. The Director, Coordinator and Administrative Assistant will review the list and respond
accordingly to overdue responses.
The director and coordinator meet formally each week and informally as needed. Both
administrators meet regularly with the Administrative Assistant.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 10 End of school year evaluations
Corrective Action Plan Status: Partially
Approved
Status Date: 10/17/2012
Basis for Partial Approval or Disapproval:
The district proposes to keep data on exactly when students have re-evaluations pending
and to plan proactively by sending Notice with plenty of time to evaluate and hold
eligibility meetings. The district notes it will pay particular attention to those scheduled reevaluations that land between 30 and 45 days from the last scheduled day of the school
year.
The district's proposal does not address the issue of when a signed consent to evaluate
form is received with more than 30 days left in the school year but less than 45 days.
This requires the district do one of the following: 1) expedite the evaluation and convene
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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the eligibility meeting prior to the end of the school year, (i.e., in less than 45 days); or
2) complete the evaluation within 30 days and convene the eligibility meeting in the two
week period following the last scheduled day of the school year as per 603 CMR 28.05(1).
This second scenario gives the district a full 45 days to complete the evaluation and
convene the eligibility meeting, but does require a meeting after the school year has
concluded.
The district must train its Chairpersons to use either one or both of these two options.
However, as stated in the finding, postponing the process until the following September is
not an acceptable option.
Department Order of Corrective Action:
Please ensure that IEP Team Chairpersons are trained in the appropriate procedure for
processing requests for evaluations that are received in the district when there are more
than 30 days (but less than 45 days) left in the school year as per 603 CMR 28.05(1).
Please develop an internal monitoring system that includes tracking the timelines on all
requests for evaluations and specifically for End of School Year requests. Please identify
person(s) responsible for this internal monitoring by name and title.
Required Elements of Progress Report(s):
Please provide the district's revised procedure for ensuring that a Team meeting is
scheduled so as to allow for an eligibility determination no later than 14 days after the
end of the school year if consent is received between 30 and 45 school working days
before the end of the school year, the school district. This documentation is due
December 10, 2012.
evidence of training provided to IEP Team Chairpersons, including the signed attendance
sheet indicating staff name and role, the agenda, and training materials. Submit this by
December 10, 2012.
Please provide a description of the internal review and tracking system and indicate the
person(s) responsible for it by December 10, 2012.
Please submit the report of the internal review of records for evidence that End of School
Year evaluations are completed, meetings are held and proposals for IEPs are provided to
parents no later than 14 days from the last day of classes. Please include the number of
records reviewed and the number of records in compliance. For all records not in
compliance, please determine the root cause(s) of the noncompliance and submit the
district's plan to remedy the noncompliance. This progress report is due no later than
June 15, 2013.
*Please note that when conducting internal monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the record review; b) Date of the review; c) Name of
the person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
12/10/2012
06/15/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 18A IEP development and content
Partially Implemented
Department CPR Findings:
A review of student records and interviews with staff members demonstrated that the
district was implementing a process called "Procedures Lite", a process where parents
agree to waive procedural rights guaranteed under federal and state special education
laws, for one year (or longer, if agreed to in subsequent years). The district has
discontinued the practice as of December 16, 2011, when the Department issued its
clarifying guidance addressing the use of "Procedures Lite". See
http://www.doe.mass.edu/news/news.aspx?id=6585.
Description of Corrective Action:
The process was terminated as indicated in the final report. IEPs are currently reviewed
annually and student evaluations effected by the process have been scheduled into the
evaluation cycle. All staffs have been reminded by email message.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
10/15/2012
Evidence of Completion of the Corrective Action:
All IEPs and evaluations are on cycle. Procedure Lite was terminated as indicated in
2011.
Description of Internal Monitoring Procedures:
Record review
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18A IEP development and content
Corrective Action Plan Status: Approved
Status Date: 10/17/2012
Basis for Partial Approval or Disapproval:
A memo to all Chairpersons should suffice as a reminder that the District no longer
engages in the practice of "procedures lite."
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide to the Department a copy of the memo to all Chairpersons on the topic of
"Procedures Lite" by December 10, 2012.
Please also submit a report of the results of an internal record review for evidence that all
records are reviewed annually and re-evaluations are within a three-year cycle. Please
indicate and include the number of records in compliance. For any records not in
compliance, please determine the root cause(s) and submit the district's plan to remedy
the noncompliance. This progress report is due February 25, 2013.
*Please note that when conducting internal monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the record review; b) Date of the review; c) Name of
the person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
12/10/2012
02/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 25 Parental consent
Partially Implemented
Department CPR Findings:
Interviews with staff members indicated that following some IEP meetings where the
district proposed a change in placement, student schedules were changed the next day
instead of waiting until the district received a signed Individualized Education Plan and
Placement Consent Form.
Description of Corrective Action:
Compliance will be assured through the following actions:
1. Review of this finding with administration, faculty and guidance counselors.
2. Review of regulations indicating that any changes in placement resulting from changes
in an IEP cannot be initiated until the IEP is returned and signed by the parent.
3. Email confirming the need to comply with process.
4. Review of procedure alerting administration, relevant faculty and guidance counselors
that the IEP has been returned.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
12/17/2013
Evidence of Completion of the Corrective Action:
Email, teacher report, record review
Description of Internal Monitoring Procedures:
Reminder to staff, weekly meeting with Coordinator of Special Education and Guidance
counselor, periodic review with liaisons
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 25 Parental consent
Corrective Action Plan Status: Partially
Approved
Status Date: 10/17/2012
Basis for Partial Approval or Disapproval:
The district's training proposal does not identify which staff will receive training, in this
case Team chairpersons and guidance, to achieve the desired change in practice.
Additionally, the district must develop an internal monitoring system to ensure that
continued compliance is maintained.
Department Order of Corrective Action:
Please develop an internal monitoring system that includes tracking when parent
signatures are logged and when class schedules are changed as applicable. Please identify
person(s) responsible for this internal monitoring by name and title.
Required Elements of Progress Report(s):
Please provide evidence of training provided to IEP Team Chairpersons and guidance staff,
including the signed attendance sheet indicating staff name and role, the agenda, and
training materials.
Please provide a description of the internal review and tracking system and indicate the
person(s) responsible for it by December 10, 2012.
Please submit the report of the internal review of records for evidence that new proposals
for programs and placements through Special Education are implemented only after
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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receipt of signed parent consent. Please include the number of records reviewed and the
number of records in compliance. For all records not in compliance, please determine the
root cause(s) of the noncompliance and submit the district's plan to remedy the
noncompliance. This progress report is due February 25, 2013.
*Please note that when conducting internal monitoring the district must maintain the
following documentation and make it available to the Department upon request: a) List of
student names and grade levels for the record review; b) Date of the review; c) Name of
the person(s) who conducted the review, their role(s), and their signatures.
Progress Report Due Date(s):
12/10/2012
02/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7 Information to be translated into languages other than
Partially Implemented
English
Department CPR Findings:
A review of district documentation and interviews with staff members showed that
important information and documents, e.g. handbooks and codes of conduct, being
distributed to parents are not translated into the major languages spoken by parents or
guardians with limited English skills.
Description of Corrective Action:
The district acknowledges that the handbooks and codes of conduct are not translated
into other languages. However, based upon the results of the annual language survey,
there has not been an identified need in the school community. Households identified, by
self-report, as bilingual or limited English, have not requested translations. Given the
educational and socio-economic background of the families in the community, it is
common that at least one parent is fluent in English. The following resources have been
accessed, however, when a need has been identified.
1. Framingham High School
2. ELL EDCO list
3. Low Incidence List Serve
4. Catholic Charities
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
06/17/2013
Evidence of Completion of the Corrective Action:
1. The annual language survey and results concluded by November 1.
2. Translated documents are available when necessary
Description of Internal Monitoring Procedures:
1. The Director of Student Services and the ELL teacher review the result of the language
survey with Administrative Assistant periodically.
2. The Curriculum Coordinator and Housemaster involved in publications and registration
of students will continue to be involved in the discussion and review of information
periodically at the Administrative Council Meetings
3. The School Registrar refers any requests or identified need to the Department of
Student Services.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 7 Information to be translated into
Approved
languages other than English
Status Date: 10/17/2012
Basis for Partial Approval or Disapproval:
Gathering data from the incoming language surveys is appropriate for establishing the
major language groups of the district and for setting up a system of oral interpretation to
assist parents/guardians with limited English skills, including those who speak lowincidence languages.
However, the federal requirement under CR 7 requires districts to identify the major
languages other than English spoken by its resident families, which then obliges the
district to translate specific major school documents, such as the high school handbook
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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and district code of conduct, into those languages without the need for family requests.
A district's non-English speaking families' socio-economic and educational status have no
bearing on this federal requirement.
Department Order of Corrective Action:
Lincoln-Sudbury Regional High School must establish which languages other than English
are the major languages spoken in the District. Please use Lincoln-Sudbury's annual
language survey (proposed for completion in November) or the individual Home Language
Surveys to establish which languages other than English are most common. There is no
threshold number of parents or guardians needed to determine if there is a "major
language" other than English.
Once the major languages other than English have been determined, translate important
information and documents, e.g. handbooks and codes of conduct, and have examples of
these translated documents ready to distribute to parents and guardians with limited
English skills upon their request. These documents must be translated regardless of
whether the district has received a request or not.
Required Elements of Progress Report(s):
Gather the information from this year's (2012-2013 School Year) Annual Language
Survey to determine what the major languages spoken in the district are. The district
should also use information from other sources, such as the individual Home Language
Surveys filled out by every family. Report to the Department the results of these surveys
by December 10, 2012.
Please provide to the department examples of translated documents (e.g. handbook, code
of conduct) translated into the language(s) identified by the district. This progress report
is due February 25, 2013.
Progress Report Due Date(s):
12/10/2012
02/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 10A Student handbooks and codes of conduct
Partially Implemented
Department CPR Findings:
Interviews with staff members and a review of district documentation indicated that
student handbooks and codes of conduct do not reference M.G.L. c. 76, s. 5 in their
nondiscrimination policy, nor does the policy specifically address the disciplinary measures
that the school may impose if it determines that harassment or discrimination has
occurred.
Description of Corrective Action:
The professional community at Lincoln-Sudbury Regional School District is committed to
providing a safe environment for students and adults. The administration has engaged
Jean Haertl, Safety and Respect at Work, LLC
consultant to work with
the School Culture and Climate Committee to continue to review policies and procedures
that affect daily life at school.
Reference to the statute cited in the finding will be included in the non-discriminatory
policy and submitted by December I, 2012 for reprinting of the student handbook in
January 2013. Teachers distributed a revised discipline code that addresses the
consequences the school might impose should there be evidence of harassment and/or
discrimination to all students on September 9, 2012
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
06/17/2013
Evidence of Completion of the Corrective Action:
1. Lincoln-Sudbury Regional High School Discipline Code
2. Non-Discrimination Policy. The required legal reference will be added for reprinting in
January 2013.
Both policies are included in the Program of studies and Policy Handbook 2012-13.
Description of Internal Monitoring Procedures:
1. Administrative review of deadline for printing established by Administrative Team that
meets weekly.
2. Periodic reports of School Culture and Climate Committee to faculty and administration.
3. School Committee review of all policies and procedures before the conclusion of the
school year.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 10A Student handbooks and codes of
Status Date: 10/17/2012
conduct
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide to the Department a copy of the revised discipline code that addresses the
consequences the school might impose should there be evidence of harassment and/or
discrimination to all students by November 30, 2012. Please also provide a copy of the
District's revised Student Handbook by February 25, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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*Please note: The district will also need to add "gender identity" to the list of protected
classes of people as listed in the District staff and student handbooks. Gender identity has
been added in the Civil Rights School District Information Package for Civil Rights (20122013) under CR 3, CR 8, CR 9, CR 10A, CR 12A, CR 14, CR 15, CR 21, CR 24 and CR 25.
Please see documentation at http://www.doe.mass.edu/pqa/review/cpr/default.html and
add the appropriate language for submission to the Department by February 25, 2013.
Progress Report Due Date(s):
02/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 10B Bullying Intervention and Prevention
Partially Implemented
Department CPR Findings:
A review of documentation revealed that although a link is provided on the district's home
page, the Lincoln-Sudbury Regional School District Program of Studies and Student Policy
Handbook for 2011-2012 does not include an age-appropriate summary of the district's
Bullying Prevention and Intervention Plan.
Description of Corrective Action:
The policy was revised and distributed to all students by teachers on September 9,
2012. The attached Code of Conduct includes an age appropriate summary of the
Bullying Prevention and Intervention Plan The review and presentation by teacher in all
classes on September 9 was in recognition that the link on the district’s homepage was
not sufficient evidence of dissemination and review.
Title/Role(s) of responsible Persons:
Expected Date of
Director of Student Services
Completion:
06/17/2013
Evidence of Completion of the Corrective Action:
Revised Code of Conduct
Description of Internal Monitoring Procedures:
The code of conduct was copied and distributed to all teachers with the instruction that
they would distribute and review with all students in the class during a designated
instructional period. Housemasters prepared a summary of talking points for all teachers.
Therefore, the entire student body present on September 9 participated in a presentation
and discussion of the code of conduct including the Bullying Prevention and Intervention
Plan and the harassment and non-discrimination plan.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 10B Bullying Intervention and
Status Date: 10/17/2012
Prevention
Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please provide a copy of the revised age-appropriate summary of the district's Bullying
Prevention and Intervention Plan to the Department. This Progress Report is due
December 10, 2012.
Progress Report Due Date(s):
12/10/2012
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
District: Lincoln-Sudbury
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Aida Ramos, 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: August 21, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 5 Program Placement and
Rating: Partially Implemented
Structure
Department CPR Finding: Documentation reviewed did not include an ESL curriculum. The district
reports that instruction for English language learners (ELLs) is highly individualized and contentbased. Regarding an ESL curriculum, the district should note that the Department has new regulations
in place, which may affect the district’s corrective action plan (CAP). Please refer to:
http://www.doe.mass.edu/retell/ for more information.
Concerning hours of ESL instruction provided to ELLs, they are inconsistent with Department
guidance. This is true of one student who scored at MEPA (Massachusetts English Language
Proficiency Assessment) level 3. At this level he should receive 5-10 hours of ESL services a week
instead of the three-hours per week the student receives. Also, ELLs who scored at MEPA level 5 are
half an hour short of the recommended amount of ESL instruction. (Please refer to
http://www.doe.mass.edu/mcas/mepa/guidance.html - p. 5)
For comments on Sheltered English Immersion (SEI) professional development training, please refer to
ELE 15.
To summarize, the district does not have a fully implemented SEI program as content area teachers
have not received training in all four SEI categories and the amount of ESL services provided to ELLs
is inconsistent with Department guidance.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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Narrative Description of Corrective Action:
Currently the district has a half time ESL teacher
that works with English Language Learners students. Upon review of her availability, the district
determined that additional staff needs to be hired to be able to provide all the hours of instruction for
these students. The district has already re-organized the ESL teacher’s schedule to maximize her
instructional time and have determined that the new hire will need to work an additional 7 hours each
week to supplement services. The district has developed an ESL Tutor Job Description that has been
posted in SchoolSpring website (Attachment #1). The district will wait 10 days from the posting date
to review applications. If viable applicants are identified, the district will interview possible candidates
by no later than 14 days after the closing date. The district’s goal is to have the tutor start providing
services by the next quarter (NOVEMBER 1ST). If viable candidates are not identified, the position will
remain posted until filled.
After the tutor is hired, the schedules of students will be changed as followed:
The level 3 student schedule will be changed to reflect increased hours of services. He will be
scheduled to receive services 10 blocks a week of ESL support. Days and times are listed below. Five
of the 10 blocks are 53 minutes long and the other five blocks are 65 minutes long.
Pull out: Monday through Friday one block each day.
Push in- Mondays, Tuesday and Fridays one block each day. Wednesdays two blocks a day.
Level 4 and 5 students’ schedules will be changed to reflect additional services to comply with the
regulations. These students are missing an additional 20 minutes of instructional support. The
implementation of the new schedule will start on November 1st 2013. The current ESL teacher will be
responsible for providing ESL instruction to all Level 4 and 5 students. Therefore, regardless of the
district’s ability to hire a new tutor by November 1st, these students will follow their new schedules
reflecting ESL services within compliance by the start of the second quarter. The schedule will be as
follows:
Wednesdays from 9:58 to 11:03
Thursdays from 11:08 to 11:38
Fridays from 9:58 to 11:03
With regard to the grouping, the single level 3 student will be serviced in a 1:1 ratio either in pull out or
push in services. The level 4 and 5 students’ cohorts have been grouped together as they have similar
needs and are in need of the same amount of ESL instructional time. All services for Level 4 and 5 will
be provided in a pull out model.
A letter to the parents will be mailed as soon as the tutor is hired to explain the increase of services, the
reasons why these increases occurred and the staring date of such services. The letter will be mailed in
English and in the student’s home language.
Alternate curriculum has been obtained, reviewed and ready for implementation.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Corrective Action Activity: November 1st
Implementation: Aida Ramos, Director of
Student Services
2013
Evidence of Completion of the Corrective Action:
The district will submit a copy of the
resume of the tutor hired, copies of the letters to parents and a copy of the ESL teacher and ESL tutor’s
schedule.
Description of Internal Monitoring Procedures:
The Director of Student Services will identify
due dates for the posting, interviews and hiring of staff. The position will be posted until a person has
been officially hired. If no viable candidate is identified, the pattern for the posting (10 days), review of
applications (within 14 days) and interview process will remain the same as listed above.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 5 Program Placement
and Structure
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: N/A
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s):
1) Please provide a copy of the job posting and application information as it appears on the district’s
website.
2) 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
3) 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): December 9, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 8 Declining Entry to a
Rating: Partially Implemented
Program
Department CPR Finding: A review of student records indicated that the district has no documented
evidence of notification to all parents of their right to decline entry into a program. See ELE 18.
Narrative Description of Corrective Action:
Letters sent to parents on June 2013 do indicate
the parents’ right to decline entry into the ESL Program and/or their right to waive services. However,
the letters did not clearly state the difference between opting out of the program or request for a waiver
of services. The district has modified the letter adding such explanation. (Attachment # 2). Letters are
scheduled to be re-sent to the families with the new information on October 4th.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Aida Ramos, Director of Student Corrective Action Activities: October 4th,
Services
throughout the school year and in June 2014
Evidence of Completion of the Corrective Action:
Copies of letters sent to parents explaining
their right to opt out or waiver ESL services on October 4th and in June 2014.
Description of Internal Monitoring Procedures:
Director of Student Services will review
letters every year to make sure that every parent of an ESL student is aware of their right to decline or
waive ESL services for their child. Letters will be reviewed at the time of enrollment for any new
student and at the end of the school year when the district informs parents of their child’s ESL level
and services for the following school year.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 8 Declining Entry to
a Program
Status of Corrective Action:
Approved
Partially Approved
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
Disapproved
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Basis for Partial Approval or Disapproval:
Department Order of Corrective Action:
Required Elements of Progress Report(s): Although the district has a letter to distinguish Opt-out
and waivers, ESE recommends that the district use the following link for the Parent Notification letter
that contains the opt out information and is required to be sent to parents annually at
http://www.doe.mass.edu/ell/resources.html. Provide a copy of the revised parent notification letter
sent to parents of ELLs by December 9, 2013.
Progress Report Due Date(s): December 9, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 9 Instructional Grouping
Rating: Partially Implemented
Department CPR Finding: The district did not specify if it uses instructional groupings to provide
ESL services and criteria used for these grouping.
Narrative Description of Corrective Action:
The district currently has one single level 3
student that is being serviced in a 1:1 basis. There are 5 level 4 or 5 students that are being grouped
together to receive ESL services as their needs are similar based on the MEPA and/or ACCESS results.
Please see ELE 5 for groups’ schedules.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Aida Ramos, Director of Student Corrective Action Activity: November 1st
Services
2013
Evidence of Completion of the Corrective Action:
Copies of the students’ schedules. Copies
of the ESL and tutor schedules.
Description of Internal Monitoring Procedures:
Director of Student Services will review
student’s schedules and ESL teacher and tutor schedules after November 1st 2013 and on monthly
basis.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 9 Instructional
Grouping
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 copy of the 2013-14 ESL teacher/tutor schedules for all grade levels district wide. All
schedules should include the following for each block of time: 1. Names of the ELL students 2. Grade
level for each student 3. English proficiency level for each student.
Progress Report Due Date(s): December 9, 2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
15
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 15 Professional
Rating: Partially Implemented
Development Requirement
Department CPR Finding: Documentation reviewed indicated that the district developed a multi-year
Sheltered English Immersion (SEI) PD training. It began its implementation in 2007-8 school year as
well as in subsequent years to date. However, few content area teachers have been trained. Four
teachers (Math, Social Studies, and Language Arts) were trained in SEI categories 1, 2 and 4.
The district should note that the Department’s regulations and requirements concerning SEI training
have changed. Refer to: http://www.doe.mass.edu/retell/ for more information.
Narrative Description of Corrective Action: Lincoln Sudbury is a Cohort 3 School with regard to the
SEI/RETELL Endorsement requirements. The Director of Student Services has contacted DESE to see
if LS teachers could participate in current SEI endorsement trainings offered by DESE to Cohort 1 and
2 schools. The Director was informed that LS staff can only be trained during the school year 20142015 at the regularly scheduled time declared by DESE. The Director of Student Services will identify
teachers that may be teaching the ESL students and prioritize their participation in the SEI/RETELL
endorsement courses. LS staff will be notified of the SEI endorsement and re-certification
requirements throughout this year. Information regarding WIDA will be distributed to staff in intervals
during monthly staff meetings.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Aida Ramos, Director of Student Corrective Action Activity: SY 2014Services
2015
Evidence of Completion of the Corrective Action:
DESE will have a list of teachers that will
be participating in the SEI endorsement courses. Copies of information shared with staff during SY
2013-2014.
Description of Internal Monitoring Procedures:
Director of Student Services will review
students’ schedules to identify which teachers will be teaching courses that ELL students will be taking
the year after the training and will prioritize their participation in the SEI endorsement course.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 15 Professional
Development Requirement
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval:
The Department accepts the district’s plan to ensure that all core academic teachers with ELLs and
administrators that supervise core academic teachers of ELLs are endorsed. No further submission is
required at this time.
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): None required.
Progress Report Due Date(s): N/A
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
16
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18 Records of ELL Students
Rating: Partially Implemented
Department CPR Finding: A review of student records indicated that the district has not
documented evidence of an annual Parent Notification letter, previous school experiences or
language acquisition progress reports in all student records. Although translation services were
evident for one student receiving Special Education in the IEP section of the student file, not all parts
of the IEP were translated, (i.e. progress reports and formal assessments). In addition, several files
were missing documentation that parents had been notified of their right to waive ELE services under
the requirements of ELE 4. Also missing was documentation the parents were notified of their rights to
decline entry into a program of ELE services under ELE 8.
Narrative Description of Corrective Action: The district has already translated all the letters to
parents with regard to ESL (entry letter, continuation of services letter and exit letter) in most common
languages spoken by LS families: Spanish, Portuguese and Chinese. (Attachment #3). There are no
students that are ESL and have an IEP. However, there are 2 students that are formerly English
language learners that have IEPs and parents speak very limited English or none at all. The district has
contracted LANGUAGE SCHOOL INTERNATIONAL, INC. and contracted their services to translate
documentation. The Director of Student Services reviews all IEPs developed by liaisons and signs as
the Local Educational Agency (LEA) representative. She will email IEPs and related documents to
Language School International, Inc. to be translated upon completion of the IEPs after each IEP
meeting. All these documents will be gathered and kept in each individual student ESL file as well as
in their Special Education Record.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Corrective Action Activity: On going –June
Implementation: Aida Ramos, Director of
Student Services
2014
Evidence of Completion of the Corrective Action:
Copies of translated IEPs and related
documents.
Description of Internal Monitoring Procedures:
Director of Student Services will responsible
for requesting translation of documents.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18 Records of ELL
Students
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The district has translated the parent notification letters
into the primary languages of the district. Procedures for translating IEPs and related documents were
provided with person responsible (Director of Student Services). The district must also address
procedures to ensure that student records for all ELL students contain (1) parent notification letter with
right to waive services and (2) parent notification letter of right to decline entry into an ELE program
(See ELE 8).
Department Order of Corrective Action: The district must ensure that translated documents are
contained in ELL records, as applicable, along with parent notification letters.
Required Elements of Progress Report(s): Submit a narrative of the planned administrative tracking
and monitoring system with date of implementation, identification and role(s) of staff member(s)
responsible to ensure that ELL records must also include all required parent notification letters. (See
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
17
ELE 8). Please submit to ESE on or before December 9, 2013.
Subsequent to the implementation of the monitoring and tracking system, conduct an administrative
record review of a sample of student records across all levels including any ELL students who may
also receive services in special education to ensure translations and copies within records. Please also
review ELL records for compliance regarding required parent notification letters within records. Please
identify the number of records reviewed, the number of records found in compliance and for any
records identified as noncompliant, conduct a root-cause analysis for the continuing noncompliance, as
well as the corrective action the district will take to address such noncompliance. Please submit the
results of the review to ESE by March 20, 2014.
*Please note when conducting internal monitoring the district must maintain the following
documentation and make it available to the Department upon request: a) list of student names and
grade levels for records reviewed; b) date of review; c) name of the person(s) who conducted the
review, with their role(s) and signature(s).
Progress Report Due Date(s): December 9, 2013 and March 20, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Lincoln-Sudbury CPR Corrective Action Plan
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