MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Silver Hill Horace Mann Charter (District)
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 09/04/2013.
Mandatory One-Year Compliance Date: 09/04/2014
Summary of Required Corrective Action Plans in this Report
Criterion
SE 9
SE 18B
Criterion Title
Timeline for determination of eligibility and provision of
documentation to parent
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 9 Timeline for determination of eligibility and provision of
Partially Implemented
documentation to parent
Department CPR Findings:
A review of student records indicated that parents are not provided with a written
explanation of the finding of no eligibility or the proposed IEP and placement within 45
school working days of the charter school's receipt of parental consent to an initial
evaluation or a re-evaluation.
Description of Corrective Action:
A meeting was held on September 24, 2013 with Terry Senio the Director of Special
Education for Haverhill Public Schools and Jessica Parsons the Lead Teacher for Special
Education at SHHMCS to discuss the district's plan to rectify the issue of meeting the 45day timeline.
Ms. Senio provided the following feedback at the meeting held on 9/24/13:
- ETF's will schedule evaluations assessments to be completed by school staff by 30
school working days.
- Evaluation reports will be sent home to parents by 30 - 35 school working days
- ETF's will schedule meetings to take place on 45 school working days or sooner
- During the TEAM meeting a proposed draft copy of the IEP will be present to make
immediate changes
To ensure that parents are provided with a written explanation of the finding of no
eligibility or the proposed IEP and placement within 45 school working days of the charter
school's receipt of parental consent to an initial evaluation or a re-evaluation, the ETF will
write the draft IEP or finding of no eligibility with the TEAM using a projector and laptop.
At the conclusion of the meeting the parent will be provided with a copy of the proposed
plan / finding of no eligibility and an opportunity to sign the plan if applicable.
SHHMCS special education staff will be required to hand in reports and complete goals
between days 30 - 35. These requirements will ensure that the ETF will be able to present
the proposed plan to the parents at the Team meeting.
In order to ensure IEP's are being sent to parents in a timely manner, SHHMCS will
institute a mailbag that is sent directly to the Special Education office at the Burnham
School. In doing this the mail will bypass central office and the one or two day period it
takes to get to Burnham.
At the conclusion of the IEP meeting, the meeting notes will reflect "All members of the
IEP team present at this meeting were in consensus with the team determinations."
Title/Role(s) of Responsible Persons:
Expected Date of
ETF, Principal, Assistant Principal, Director of Special Education
Completion:
for Haverhill Public Schools
08/27/2014
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Silver Hill Horace Mann Charter (District) CPR Corrective Action Plan
2
Evidence of Completion of the Corrective Action:
- ETF will be provided a laptop and projector.
- Burnham mailbag will be used specifically for special education
- Meeting Notes - SHHMCS staff
- Meeting Agenda
- Training Documents
- Attendance
Description of Internal Monitoring Procedures:
SHHMCS will internally monitor timelines using a spreadsheet that will indicate the date
consent forms are received, the date the meetings are held, and the date parents are
given a copy of the proposed IEP, proposed placement and the required notice. SHHMCS
will also track to see if parents are given a copy of the proposed IEP and placement at the
meeting.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 9 Timeline for determination of
eligibility and provision of documentation
to parent
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/02/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Conduct an internal review of records to ensure that parents either receive a finding of no
eligibility or a proposed IEP/placement within the 45 day eligibility determination timeline.
The sample must consist only of those Team meetings convened following implementation
of all corrective actions.
Report the following: 1) the number of initial and re-evaluation IEP Team meetings held
between September & December 2013; 2) the number of those meetings in which
findings of no eligibility or IEPs/placements proposed within 45 days from receipt of
parent evaluation consent. If any non-compliance is identified, report the steps taken to
remedy each individual file. The school must also identify and report on the root cause of
any continued non-compliance and a plan of action to ensure ongoing compliance.
*Please note that when monitoring the district must maintain the following documentation
and make it available to the Department upon request: a) List of student names and
grade levels for the record review; b) Date of the review; c) Name of person(s) who
conducted the review, their roles(s), and their signature(s).
Progress Report Due Date(s):
12/13/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Silver Hill Horace Mann Charter (District) CPR Corrective Action Plan
3
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:
A review of student records and interviews indicated that the charter school does not
consistently provide the parent with the proposed IEP, proposed placement and the
required notice immediately following the development of the IEP at the Team meeting.
Description of Corrective Action:
In order to ensure that parents are consistently provided with the proposed IEP, proposed
placement and the required notice immediately following the development of the IEP at
the Team meeting, the ETF will write the draft IEP with the TEAM using a projector and
laptop. At the conclusion of the meeting the parent will be provided with a copy of the
proposed plan and an opportunity to sign the plan if applicable.
SHHMCS special education staff will continue to be required to hand in reports and
complete goals two days prior to the Team meeting. These requirements will ensure that
the ETF will be able to present the proposed plan to the parents at the Team meeting.
In order to ensure IEP's are being sent to parents in a timely manner, SHHMCS will
institute a mailbag that is sent directly to the Special Education office at the Burnham
School. In doing this the mail will bypass central office and the one or two day period it
takes to get to Burnham.
At the conclusion of the IEP meeting, the meeting notes will reflect "All members of the
IEP team present at this meeting were in consensus with the team determinations."
A meeting was held on September 24, 2013 with Terry Senio the Director of Special
Education for the Haverhill Public School system and Jessica Parsons the Lead Teacher of
Special Education for SHHMCS to discuss the district's role in rectifying the issue of
providing the proposed IEP, placement, and notice immediately following the IEP
development.
Ms. Senio provided the following feedback at the meeting held on 9/24/13:
- At the conclusion of each meeting ETF's will provide parents with a written copy of the
prior notice in addition to a draft copy of the IEP that will be available for signature.
- Plans will then be sent directly to the special education department for immediate
review and then be sent directly to parents within 10 school working days.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Silver Hill Horace Mann Charter (District) CPR Corrective Action Plan
4
Title/Role(s) of Responsible Persons:
Expected Date of
ETF, Principal, Assistant Principal, Director of Special Education
Completion:
for Haverhill Public Schools
08/27/2013
Evidence of Completion of the Corrective Action:
- ETF will be provided a laptop and projector.
- Burnham mailbag will be used specifically for special education
- Meeting Notes ? SHHMCS staff
- Meeting Agenda
- Training Documents
- Attendance
Description of Internal Monitoring Procedures:
SHHMCS will internally monitor timelines using a spreadsheet that will indicate the date
meetings are held and the date parents are given a copy of the proposed IEP, proposed
placement and the required notice. SHHMCS will also track to see if parents are given a
copy of the proposed IEP and placement at the meeting.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 18B Determination of placement;
provision of IEP to parent
Basis for Status Decision:
Corrective Action Plan Status: Approved
Status Date: 10/02/2013
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Conduct an internal review of records to ensure that parents receive proposed
IEPs/placement/notice immediately following the IEP development meeting. The sample
must consist only of those Team meetings convened following implementation of all
corrective actions.
Report the following: 1) the number of IEP development Team meetings held between
September & December 2013; 2) the number of those meetings in which proposed
IEPs/placements/notice are immediately provided to parents. If any non-compliance is
identified, report the steps taken to remedy each individual file. The school must also
identify and report on the root cause of any continued non-compliance and a plan of
action to ensure ongoing compliance.
*Please note that when monitoring the district must maintain the following documentation
and make it available to the Department upon request: a) List of student names and
grade levels for the record review; b) Date of the review; c) Name of person(s) who
conducted the review, their roles(s), and their signature(s).
Progress Report Due Date(s):
12/13/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Silver Hill Horace Mann Charter (District) CPR Corrective Action Plan
5
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
Silver Hill Horace Mann Charter School
Corrective Action Plan Forms
Program Area: English Learner Education
Prepared by: Margaret Shepherd, 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: April 21, 2015
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18
Rating: Partially Implemented
Records of ELL Students
Department CPR Finding: A review of student records and staff interviews indicate that the
district does not issue progress reports to parents of English learner education students.
Narrative Description of Corrective Action: Silver Hill Horace Mann Charter School is part of the
Haverhill Public Schools. The HPS has always issued progress reports to all students. Last year it was
brought to our attention that we needed a separate progress report for ELLs. We developed a progress
report that is specific to ELL Language Development and is issued to all ELLs according to the same
progress report distribution schedule as all other students and parents/guardians.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: Margaret Shepherd, Principal;
Corrective Action Activity: Corrected in
Ashley Bock, ELD Lead Teacher
2012-2013-Progress Reports were sent out to all
ELLs in the 2012-2013 school year.
Evidence of Completion of the Corrective Action: Yes, copies of all Progress Reports are placed in
the student’s cumulative folder and are available for review
Description of Internal Monitoring Procedure Building Principal and ELD Lead Teacher oversee
the distribution of progress reports to ELL students and their parents/guardians.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Silver Hill Horace Mann Charter (District) CPR Corrective Action Plan
6
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: Not Applicable
Department Order of Corrective Action: Not Applicable
Required Elements of Progress Report(s):
Provide a copy of the school’s proposed progress report for reporting on ELLs’ progress in English as a
Second Language (ESL). Progress reports must be translated as indicated on families’ home language
surveys. This progress report is due June 13, 2014.
Conduct an internal record review of ELL records from the first marking period of 2014-2015,
ensuring that progress reports for this marking period are issued to parents and translated as needed.
Report the number of ELE records reviewed at each level and the number that contained the annual
parent notification letter. If any non-compliance is identified, the district will report the root cause and
its proposed plan of action to remedy any noncompliance for each student record reviewed. This
progress report is due December 8, 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 the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, their role(s) and signature(s).
Progress Report Due Date(s): June 13, 2014; December 8, 2014.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Silver Hill Horace Mann Charter (District) CPR Corrective Action Plan
7