MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Petersham
CPR Onsite Year: 2011-2012
Program Area: Special Education
All corrective action must be fully implemented and all noncompliance
corrected as soon as possible and no later than one year from the issuance
of the Coordinated Program Review Final Report dated 10/13/2012.
Mandatory One-Year Compliance Date: 10/13/2013
Summary of Required Corrective Action Plans in this Report
Criterion
SE 3
SE 8
Criterion Title
Special requirements for determination of specific learning
disability
IEP Team composition and attendance
SE 32
Parent advisory council for special education
CPR Rating
Not Implemented
Partially
Implemented
Partially
Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 3 Special requirements for determination of specific learning
Not Implemented
disability
Department CPR Findings:
Student record reviews and interviews indicate that when a student is suspected of having
a specific learning disability, the Team does not create a written determination as to
whether or not he or she has a specific learning disability, which is signed by all members
of the Team, or if there is disagreement as to the determination, one or more Team
members document their disagreement.
Description of Corrective Action:
The Special Education Director, Team Chair, and School Principal met to develop a
protocol to ensure completion of SLD forms when appropriate. Colored copies of the
forms were placed in the "PCS IEP Meeting Folder". This folder is brought to all IEP
meetings to ensure that SLD forms are available. The Team Chair is responsible for
completion of the forms at an IEP meeting if appropriate.
On November 13, 2012 a training will be held with the Student Support Team. The SLD
process and forms will be reviewed with the members of the SST. The Team Chair and
School Principal will be responsible for conducting this training.
On November 16, 2012 the Team Chair and School Principal will meet with the Special
Education Secretary to review the requirements of having SLD forms available in the "PCS
IEP Folder". This meeting will also include appropriate handling and filing of the forms
after an IEP meeting.
Title/Role(s) of responsible Persons:
Expected Date of
Special Education Director
Completion:
Team Chair
11/20/2012
Principal
Evidence of Completion of the Corrective Action:
Sign-in sheet for November 13, 2012 meeting.
Sign-in sheet for November 16, 2012 meeting.
Completion of SLD forms when appropriate.
Description of Internal Monitoring Procedures:
The Special Education Secretary will ensure that SLD forms are included in the "PCS IEP
folder". She will provide the Team Chair with the folder prior to each Team meeting.
The Team Chair will complete the forms during the Team meeting when appropriate. The
Special Needs Director and/or Principal will function as monitor at meetings where a
student is determined to have a SLD to ensure that proper forms have been completed.
Copies of the forms, including signatures will be provided to parents at the end of the
meeting.
The Team Chair will inform the Special Needs Secretary if SLD forms have been
completed so they can be appropriate filed.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 3 Special requirements for
Corrective Action Plan Status: Partially
Approved
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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determination of specific learning
disability
Status Date: 11/16/2012
Basis for Partial Approval or Disapproval:
The district provided an outline of the training that were provided to staff on 11/13/12
and 11/16/12 but not a comprehensive description of the newly developed SE 3
procedures. The district will submit a comprehensive description of the newly developed
SE 3 procedures and sign-sheets with included date, agenda, materials, and staff role.
Department Order of Corrective Action:
The district will submit a comprehensive description of the new SE 3 procedure to ensure
that special education requirements for the determination of a learning disability are
addressed and completed by the Team, when appropriate. Also, the district will submit an
inclusive 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.
Required Elements of Progress Report(s):
By February 8, 2013, the district will submit to the Department agendas and dated sign-in
sheets (with staff roles and materials presented) from the training offered on November
13, 2012 and November 16, 2012. The district will submit a comprehensive description of
the new SE 3 procedure to ensure that special education requirements for the
determination of a learning disability are addressed and completed by the Team, when
appropriate. Furthermore, the district will submit an inclusive 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.
By May 3, 2013, provide a report of the results of the review of a random sample of
student records to determine whether Team members are signing the written
determination. Review the records of students who had a Team meeting subsequent to
the training. Include the number of students evaluated and suspected of having a SLD
since the training, the number of records in compliance and for all records not in
compliance indicate the root causes(s) of the noncompliance and provide the specific
corrective action taken with regard to each file.
The district will maintain the following documentation and make it available to the
Department upon request: list 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):
02/08/2013
05/03/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 8 IEP Team composition and attendance
Partially Implemented
Department CPR Findings:
Student record reviews and interviews indicate that when members of the Team are not
present at Team meetings, the district does not document if the parent and district agree
to use alternative means, or if the district and the parent agree, in writing, that the
attendance of the Team member is not necessary because the member´s area of the
curriculum or related services is not being modified or discussed or if the district and the
parent agree, in writing, to excuse a required Team member´s participation and the
excused member provides written input into the development of the IEP to the parent and
the IEP team prior to the meeting.
Description of Corrective Action:
The Special Education Director, Team Chair, and School Principal met to develop a
protocol to ensure completion of "consent to absence" forms when appropriate. These
forms were placed in the "PCS IEP Meeting Folder". This folder is brought to all IEP
meetings to ensure that "consent to absence" forms are available. The Team Chair is
responsible for completion of the form at an IEP meeting if appropriate.
On November 13, 2012 a training will be held with the Student Support Team. The
"consent to absent" protocol and forms will be reviewed with the members of the SST.
The Team Chair and School Principal will be responsible for conducting this training.
On November 16, 2012 the Team Chair and School Principal will meet with the Special
Education Secretary to review the requirements of having "consent for absence" forms
available in the "PCS IEP Folder". This meeting will also include appropriate handling and
filing of the forms after an IEP meeting.
Title/Role(s) of responsible Persons:
Expected Date of
Special Needs Director
Completion:
Team Chair
11/20/2012
Principal
Evidence of Completion of the Corrective Action:
Sign-in sheet for November13, 2012 meeting.
Sign-in sheet for November16, 2012 meeting.
Completion of "consent to absence" forms when appropriate.
Description of Internal Monitoring Procedures:
The Special Education Secretary will ensure that "consent for absence" forms are included
in the "PCS IEP folder". She will provide the Team Chair with the folder prior to each
Team meeting.
The Team Chair will complete the forms during the Team meeting when appropriate. The
Special Needs Director and/or Principal will function as monitor at meetings where a team
member is absent. Copies of the forms, including signatures will be provided to parents at
the end of the meeting.
The Team Chair will inform the Special Needs Secretary if "consent for absent" forms have
been completed so they can be appropriate filed.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 8 IEP Team composition and
Approved
attendance
Status Date: 11/16/2012
Basis for Partial Approval or Disapproval:
The district provided a description of the actions taken to train the appropriate staff on
the requirements of SE 8, IEP Team composition and compliance, but the district's
description of their internal monitoring process is not fully developed. The district needs
to develop and submit a comprehensive description of the procedures developed to
ensure that all elements of SE 8 are being fulfilled. The district will submit the sign-sheets
from the professional developments conducted on 11/13/12 and 11/16/12 and any
completed forms indicating the action taken by the district when a Team member is not
present at a Team meeting.
Department Order of Corrective Action:
The district will provide to the Department a copy of the developed procedures to ensure
that all required elements of IEP Team composition and attendance are completed, when
necessary. Also, the district will submit an inclusive 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.
Required Elements of Progress Report(s):
By February 8, 2013, the district will submit to the Department agendas, dated sign-in
sheets with staff role, and presented materials from the training conducted on 11/13/12
and 11/16/12 and any completed forms indicating the action taken by the district when a
Team member is not present at a Team meeting. The district will submit a detailed
description of the procedures developed to ensure that all elements of SE 8, IEP Team
Composition and Attendance, are being fulfilled. Furthermore, the district will submit a
comprehensive 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.
By May 3, 2013, subsequent to professional development, the district will compete an
administrative review of all special education student records and report the number of
IEP Team meetings that required forms indicating the action taken by the district when a
Team member is not present at a Team meeting, the number of student records that are
in full compliance, any student records that are not in compliance, and the corrective
action taken to remedy the non-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):
02/08/2013
05/03/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 32 Parent advisory council for special education
Partially Implemented
Department CPR Findings:
Document review and interviews indicate that while the district has made, and
documented, ongoing efforts to encourage the establishment of a functioning PAC, there
are no officers or bylaws in place. The district has provided an annual workshop within
the district regarding the rights of students and their parents and guardians under the
state and federal special education laws.
Description of Corrective Action:
The first Special Education PAC meeting is scheduled for November 16, 2012. The Special
Education Director will host the first workshop for the Special Education PAC on November
20, 2012. This workshop will be held at the Petersham Center School. Meeting
invitations were distributed to families on November 5, 2012. A public notice will be
placed in the Athol Daily News the week of November 12, 2012.
Title/Role(s) of responsible Persons:
Expected Date of
Dr. Jay Conway, Special Education Director
Completion:
Rebecca Phillips, Principal
06/15/2013
Evidence of Completion of the Corrective Action:
Public Notice
Sign in Sheets
Description of Internal Monitoring Procedures:
The Special Education Director will ensure that PAC meetings are scheduled and held on a
regular basis. Sign in sheets will be maintained at the Petersham Center School.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 32 Parent advisory council for special
Approved
education
Status Date: 11/16/2012
Basis for Partial Approval or Disapproval:
At the time of the review the district did not have an established PAC with officers and
bylaws. The district will hold a PAC meeting on November 16, 2012 and will conduct the
annual PAC workshop on the rights of students and their parents and guardians under
state and federal special education laws. The district will submit, as evidence, the public
notice of such meetings and the sign-in sheets.
Department Order of Corrective Action:
The district will submit a description of the outreach efforts to encourage the
establishment of a functioning PAC. The district will also submit a calendar of scheduled
PAC meetings for the 2012-2013 and 2013-2014 school years.
Also, The district will submit to the Department, subsequent to the annual workshop, a
copy of the proposed PAC by-laws, PAC membership (including officer name and position),
and a list of future meetings.
Required Elements of Progress Report(s):
By February 8, 2013, the district will submit to the Department a copy of the public
notice, agenda and sign-in sheets from the PAC meeting held on November 16, 2012 and
the annual workshop held on November 20, 2012 on the rights of students and their
parents and guardians under state and federal special education laws. Also submit the
proposed PAC by-laws, PAC membership and a calendar of scheduled PAC meetings for
the 2012-2013 school year.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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By May 3, 2013, the district will submit a description of the outreach efforts to encourage
the establishment of a functioning PAC, a list of PAC officers, and a calendar of scheduled
PAC meetings for the 2013-2014 school year.
Progress Report Due Date(s):
02/08/2013
05/03/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
District: Petersham Public Schools
Corrective Action Plan Review
Program Area: English Learner Education
Prepared by: Petersham Center School
Christopher Dodge, Principal
CAP Form will expand to as many lines as necessary. Before completing and emailing to
pqacap@doe.mass.edu, please see separate Instructions for Completing Corrective Action Plans.
All corrective action must be fully implemented and all noncompliance corrected as soon as
possible and no later than one year from the issuance of the Coordinated Program Review Final
Report to the school or district.
Mandatory One-Year Compliance Date: August 20, 2014
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 10 Parental Notification
Rating: Partially Implemented
Department CPR Finding: Documentation and interviews indicate that the district does not have
Parent Notification Letters informing parents of the reasons for identification of the student as LEP;
the child’s level of English proficiency; program placement and/or the method of instruction used in
the program; and the parents’ right to apply for a waiver or to decline to enroll their child in the
program.
Narrative Description of Corrective Action: In consultation with Judy Curley, Director of
Curriculum for the district, a form was made that informs parents of their child’s level of English
proficiency, program placement, and right to apply for a waiver.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Christopher Dodge, Principal of
Corrective Action Activity: Form has been
the Petersham Center School
completed as of 9/18/13
Evidence of Completion of the Corrective Action: Parent letter
Description of Internal Monitoring Procedures: This letter will be available and used in the case
that an ELL student is identified and assessed.
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: The parent notification letter submitted by the district
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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does not contain all of the required elements.
Department Order of Corrective Action:
The district shall revise and adopt a new Parent Notification letter, which includes all required
elements, to be used upon the identification of a student as ELL, and annually thereafter. (See a
template for the Parent Notification Form in the Transitional Guidance on Identification, Assessment,
Placement, and Reclassification of English Language Learners;
www.doe.mass.edu/ell/guidance_laws.html)
The district shall train the appropriate staff members on the requirements and procedures associated
with this criterion.
Required Elements of Progress Report(s):
By December 20, 2013, submit to the Department a copy of the newly revised ELL Parent Notification
Letter, which includes:
a) the reasons for identification of the student as ELL;
b) the child’s level of English proficiency;
c) program placement and/or the method of instruction used in the program;
d) how the program will meet the educational strengths and needs of the student;
e) how the program will specifically help the child learn English;
f) the specific exit requirements;
g) the parents’ right to apply for a waiver (see ELE 4), or to decline to enroll their child in the
program (see ELE 8); and
h) If the student has additional education needs that require Special Education Services, how
the Title III program will meet the objectives of the Individualized Education Plan (IEP)
By March 7, 2014, submit to the Department evidence that staff members responsible for the
identification, assessment, placement, and reclassification of English language learners have been
trained on the requirements of ELE 10, Parent Notification. Include, as part of the submission, a copy
of:
a) Training agenda;
b) Dated staff sign-in sheet with signatures;
c) Training materials used
Progress Report Due Date(s): December 20, 2013; March 7, 2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Petersham CPR Corrective Action Plan
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