MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY
EDUCATION
Program Quality Assurance Services
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Charter School or District: Stoneham
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 04/27/2012.
Mandatory One-Year Compliance Date: 04/27/2013
Summary of Required Corrective Action Plans in this Report
Criterion
SE 2
Criterion Title
Required and optional assessments
SE 3
SE 14
Special requirements for determination of specific learning
disability
Review and revision of IEPs
SE 18B
Determination of placement; provision of IEP to parent
SE 25
Parental consent
SE 29
Communications are in English and primary language of
home
Procedures for approved and unapproved out-of-district
placements
SE 37
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Criterion
SE 41
Criterion Title
Age span requirements
SE 44
Procedure for recording suspensions
SE 48
CR 3
FAPE (Free, appropriate, public education): Equal
opportunity to participate in educational, nonacademic,
extracurricular and ancillary programs, as well as
participation in regular education
Access to a full range of education programs
CR 7A
School year schedules
CR 7B
Structured learning time
CR 16
Notice to students 16 or over leaving school without a high
school diploma, certificate of attainment, or certificate of
completion
Use of physical restraint on any student enrolled in a
publicly-funded education program
CR 17A
CPR Rating
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
Partially
Implemented
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 2 Required and optional assessments
Partially Implemented
Department CPR Findings:
The review of student records indicated that not all required assessments are conducted,
such as educational assessments (Educational Status Assessment A & B), assessments in
the areas of suspected disability and observations for students being assessed to
determine eligibility for services at age three (3). Furthermore, the review of student
records also indicated that not all consented-to optional assessments were completed by
school personnel.
Description of Corrective Action:
This was addressed at department meeting in December, 2011. A department meeting
on September 3, 2012 will outline new procedures for SE2 which include:
Program Supervisor (for initials) and Psychologists (for reevaluation) contacting each
person conducting an assessment as soon as the consent is received. This will include
providing the assessor the 30 day date, the date of the Team meeting, and the date their
evaluation is due. All assessments will be due one week prior to the Team meeting
except for Ed Status A & B which are due 2 weeks after consent is received. This will be
monitored by the psychologist, program supervisor. A checklist of required documents
will be provided to the special education office. Special education secretaries will make
sure all consented assessments are in the packet before putting in the main file.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
09/06/2012
Psychologists
Evidence of Completion of the Corrective Action:
All assessments will be in student’s main file when an evaluation is completed.
Description of Internal Monitoring Procedures:
Program Supervisors, Director of Student Services, and Special Education Secretaries will
monitor files. Any missing assessments will be addressed directly with the evaluator by
special education administration
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 2 Required and optional assessments
Corrective Action Plan Status: Partially
Approved
Status Date: 06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district corrective action plan; however, the Department has
incorporated the Student Record Issues Worksheet into the Corrective Action Plan.
Department Order of Corrective Action:
Please provide a narrative description of the corrective action detailed in SE 2 of the
Student Record Issues Worksheet listed under Next Steps. That the Department provided
during a technical advisory meeting to the district on April 27, 2012.
Required Elements of Progress Report(s):
Submit a copy of the revised procedures as described in the corrective action plan
proposed by the district for this criterion. Also, submit evidence of staff training on the
completion of required and optional assessments and the revised procedures, which will
include a training agenda, attendance sheet (with staff name and role) and copies of the
materials presented. Please submit the above by October 19, 2012.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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The district must conduct a review of student records after completing its corrective
actions. Please submit the results of an administrative review of student records of initial
evaluations or re-evaluations conducted subsequent to the district's corrective actions.
Indicate the number of records reviewed, the number found to be compliant, and an
explanation of the root cause for any continued noncompliance and a description of
additional corrective actions taken by the district to address any identified noncompliance.
Please submit this by January 25, 2013. *Please note when conducting administrative
monitoring the district must maintain the following documentation and make it available
to the Department upon request: a) List of student names and grade levels for the
records reviewed; b) Date of the review; c) Name of person(s) who conducted the review,
with their role(s) and signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 3 Special requirements for determination of specific learning
Partially Implemented
disability
Department CPR Findings:
The review of student records indicated that when a student suspected of having a
specific learning disability was evaluated, the IEP Team did not always complete a written
determination as to whether the student has a specific learning disability.
Description of Corrective Action:
Training was help in spring of 2012 with Program Supervisors and Psychologists on the
correct use of the SLD forms. A follow up training will be conducted on September 13,
2012. Copies of the colored SLD forms will be provided to all personnel chairing eligibility
meetings.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
09/13/2012
Psychologists
Evidence of Completion of the Corrective Action:
Whenever an SLD is suspected by school staff or by parents the SLD forms will be used.
Description of Internal Monitoring Procedures:
Program supervisors review all evaluation packets. Supervisors have been trained to look
for suspected disability from the referral forms and if indicated to also check for the SLD
determination forms.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 3 Special requirements for
Status Date: 06/13/2012
determination of specific learning
disability
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Please submit a copy of the district's procedures regarding this criterion. Also, provide
evidence of staff training on use of the SLD forms, which will include a training agenda,
attendance sheet (with the name and role of staff) and copies of the training materials.
Please submit the above by October 19, 2012.
The district must conduct a review of student records after completing its corrective
actions. Submit the results of an administrative review of a sample of student records
across grade levels for students found eligible for an SLD subsequent to the district's
completion of its corrective actions. Indicate the number of records reviewed, the number
found to be compliant, and an explanation of the root cause for any continued
noncompliance and a description of additional corrective actions taken by the district to
address any identified noncompliance. Please submit this by January 25, 2013. *Please
note when conducting administrative monitoring the district must maintain the following
documentation and make it available to the Department upon request: a) List of student
names and grade levels for the records reviewed; b) Date of the review; c) Name of
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 14 Review and revision of IEPs
Partially Implemented
Department CPR Findings:
The review of student records and staff interviews indicated that annual IEP meetings are
not always held on or before their anniversary dates.
Description of Corrective Action:
A new practice was implemented in the 2011-2012 school year which remedied this issue.
All annual review meetings are held by April 30 of each year. In September of each
school year, the special education liaison will send home a welcome letter to parents with
the exact date and time of their child's Team meeting for the school year. This date will
be prior to the anniversary date of the IEP. A formal Team meeting invitation (N3) and
attendance sheet will also be sent home at least 2 weeks prior to the Team meeting.
Follow up training will be provided on September 4, 2012. Team meeting dates will be
kept on a master online calendar.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
09/06/2012
Evidence of Completion of the Corrective Action:
Prior planning and scheduling of IEPs for the entire school year will ensure compliance.
Esped reports will be run that clearly show meetings that are held out of required
timelines.
Description of Internal Monitoring Procedures:
Program Supervisors will check master calendar with esped Team meeting date report to
ensure that meetings are held prior to anniversary date of IEP.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 14 Review and revision of IEPs
Corrective Action Plan Status: Approved
Status Date: 06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The district will submit evidence of training the agendas, signed attendance sheets (with
the name and role of the staff members in attendance) and training materials on its new
procedures for the review and revision of IEPs. The district will also submit a copy of its
procedures for the completion of reviews on time as well as monitoring at individual
schools by the IEP Team chairpersons for compliance. Please submit the above by October
19, 2012.
The district must conduct a review of student records after completing its corrective
actions. The district will conduct an internal review of a sample of records scheduled for
annual reviews subsequent to the completion of the district's corrective actions and report
on the number of records that had IEP annual review meetings; the number of records
that had proposed IEPs developed prior to the expiration date of the former IEP and any
corrective actions taken if continued noncompliance was identified by the district. This
progress report is due by January 25, 2013. *Please note when conducting administrative
monitoring the district must maintain the following documentation and make it available
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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to the Department upon request: a) List of student names and grade levels for the
records reviewed; b) Date of the review; c) Name of person(s) who conducted the review,
with their role(s) and signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham 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:
The review of student records and staff interviews indicated that IEP placement and
service delivery grid was not completed accurately for students in the Stride Alternative
Program, a regular educational alternative high school program. Specifically, special
education direct services were often listed as "Other Setting" on the service delivery grid
of the IEP and not within the "General Education Setting". Students were often listed as
being in a substantially separate placement whereas their actual placement should have
been either partial or full inclusion because the Stride program is a regular education
alternative program taught by regular educators.
The review of student records and staff interviews also indicated that the district did not
provide the parent with the proposed IEP immediately following its development.
Description of Corrective Action:
Training was provided to STRIDE teacher. All IEPS for students in the STRIDE program at
Stoneham High have been rewritten to reflect services in the general education classroom
(part B). Pl-1s have been changed to also reflect "full inclusion" program. All IEPs are
currently in compliance.
Staffs were trained in September 2011, December 2011, and will be retrained on
September 14, 2012 on the requirement of having IEPs to parents immediately following
a Team meeting. A new IEP checklist was created to track timelines to ensure compliance
of providing IEPs to parents immediately following a Team meeting.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
06/12/2012
Evidence of Completion of the Corrective Action:
All IEPs for STRIDE students have been corrected.
The checklist will clearly identify the meeting date and the date the IEP was sent to
parents.
Description of Internal Monitoring Procedures:
Program Supervisors are monitoring this timeline and addressing with special education
lessons
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 18B Determination of placement;
Approved
provision of IEP to parent
Status Date: 06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district corrective action plan, however the Department has
incorporated the Student Record Issues Worksheet into the Corrective Action Plan.
Department Order of Corrective Action:
Please provide a narrative description of the corrective action described in SE 18B of the
Student Record Issues Worksheet listed under Next Steps. This document was provided to
the district during a technical advisory meeting to the district on April 27, 2012.
Required Elements of Progress Report(s):
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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The district will provide a narrative description of its revised procedures related to the
provision of two copies of the IEP immediately following the development of the IEP (3-5
days), or within 10 days when the parent is provided a meeting summary including the
major goals and services of the proposed IEP. These procedures should include a
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.
The district will also provide evidence of staff training on the procedures listed above as
well as evidence of training regarding the staff involved in developing IEPs for the STRIDE
program, which will include a training agenda, attendance sheet (with the name and role
of staff) and copies of the materials presented for both trainings. Submit a copy of both
the Placement Page and the Service Delivery Page of each student in the STRIDE program
at Stoneham High School. Submit all corrective action listed above to the Department by
October 19, 2012.
The district must conduct a student record review after completing its corrective actions.
Submit the results of an administrative review of student records regarding the provision
of IEPs immediately to parents. Indicate the number of records reviewed, the number
found to be compliant, and an explanation of the root cause for any continued
noncompliance and a description of additional corrective actions taken by the district to
address any identified noncompliance. Please submit this to the Department on or before
by January 25, 2013. *Please note when conducting administrative monitoring the district
must maintain the following documentation and make it available to the Department upon
request: a) List of student names and grade levels for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, with their role(s) and
signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham 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:
The review of student records indicated that while consent forms are signed, required
assessments are not always indicated on the consent form and in some instances, not all
the assessments that are on the consent form were administered.
Description of Corrective Action:
On September 13, 2012 a training will be held with supervisors and psychologists (the
only people that are responsible for sending consent) on what assessments are required.
The corrective action for ensuring that consented assessments are completed will be part
of the corrective action for SE2.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
09/13/2012
Evidence of Completion of the Corrective Action:
The newly created IEP checklist that is also addressed in SE2 will be used to monitor
evaluation reports and consent form consistency.
Description of Internal Monitoring Procedures:
A meeting agenda and sign in sheet will be provided to show that personnel involved in
this were trained.
Program Supervisors and Special education secretaries will monitor that all assessments
consented to be completed.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 25 Parental consent
Corrective Action Plan Status: Partially
Approved
Status Date: 06/13/2012
Basis for Partial Approval or Disapproval:
Please see SE 2.
Department Order of Corrective Action:
Please see SE 2.
Required Elements of Progress Report(s):
Please see SE 2 for the detailed requirements of the district's progress reporting. Please
note that the district's student record review under SE 2 should include verification of the
signed consent of the parent.
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 29 Communications are in English and primary language of
Partially Implemented
home
Department CPR Findings:
While staff interviews indicated that the district has several people that act as translators
at IEP Team meetings, student records did not always document evidence that written
communications (e.g. IEPs, progress reports, IEP Team meeting invitations and notices to
parents) were translated when the district indicated that translations were required.
Description of Corrective Action:
This appears to be a filing issue and not a lack of translation of documents. When
indicated by the district, translations were completed and were provided to parents.
However, these translated documents were not consistently placed in the student's file
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Marybeth Ebert (PK-5) Kate Burnham (6-12), Supervisor
01/01/2012
Evidence of Completion of the Corrective Action:
Under new procedures, special education packets are centralized and being checked at
district office by the program supervisors and special education secretaries. A new
required document checklist was created and there is a new check for translated
documents.
Description of Internal Monitoring Procedures:
We now have two extra people (program supervisors and secretaries checking for
translated documents and signing off that these documents were completed and placed in
student's main file.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 29 Communications are in English and
Approved
primary language of home
Status Date: 06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district corrective action plan, however the Department has
incorporated the Student Record Issues Worksheet into the Corrective Action Plan.
Department Order of Corrective Action:
Please review the narrative description of the corrective actions described in the Student
Record Issues Worksheet listed under Next Steps for SE 29. This document was provided
to the district during a technical advisory meeting with the district on April 27, 2012.
Required Elements of Progress Report(s):
Please submit the following: 1) A detailed copy of the internal procedures for determining
which parents require special education translations as well as the procedures for
requesting translations; including copies of any forms for this request and who is
responsible for ensuring that these requests are fulfilled. 2) Evidence of professional
development, such as signed attendance sheets (with the name and role of staff),
agendas and materials used, for all special education staff involved in the process of
finding translators for IEP Team meetings as well as providing translations for all special
education documentation where parents require such translations. 3) For those individual
students (identified by the Department in the worksheet provided to the district) whose
parents had not received translations/translators as required, submit the following: a.
narrative description of the determination of whether the parent required translated
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
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communications. b. If the determination is the parent only required the documents in
English, then no further action is needed. However, if the determination is a language
other than English, provide the parents with the translated IEP and notice them to parents
(N1). This progress report is due October 19, 2012.
Subsequent to the district's corrective actions, submit the results of an internal review of
student records of students whose parents have requested translations. Examine the
records for procedural compliance by verifying that the district provided all documentation
to the parent(s), i.e. IEPs, parental notifications, progress reports, Team meeting
invitations and consent forms (if necessary) in the primary language of the parent(s).
Report the number of student records reviewed and the number of records that contained
translated parent documents and specific corrective action taken to remedy any noncompliance found. This progress report is due by January 25, 2013. *Please note when
conducting administrative monitoring the district must maintain the following
documentation and make it available to the Department upon request: a) List of student
names and grade levels for the records reviewed; b) Date of the review; c) Name of
person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 37 Procedures for approved and unapproved out-of-district
Partially Implemented
placements
Department CPR Findings:
The review of student records and staff interviews indicated that out-of-district student
monitoring plans were often missing from the student files.
Description of Corrective Action:
As soon as the district was made aware that monitoring logs were not being used, a
monitoring log was created and implemented immediately.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Marybeth Ebert Kate Burnham, Colleen Goode OOD Coord
01/02/2012
Evidence of Completion of the Corrective Action:
Monitoring logs are in all students main file that are in Out of District placements for the
2011-2012 school year and going forward. The district is now in compliance for SE37
Description of Internal Monitoring Procedures:
IEP checklists and program supervisors check for monitoring logs for all OOD students
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 37 Procedures for approved and
Approved
unapproved out-of-district placements
Status Date: 06/13/2012
Basis for Partial Approval or Disapproval:
The Department accepts the district's corrective action plan; however, the Department
has incorporated the requirements of the Student Record Issues Worksheet into the
Corrective Action Plan.
Department Order of Corrective Action:
Please provide a narrative description of the corrective action described in the Student
Record Issues Worksheet listed under the Next Steps for SE 37. The Student Record Issue
Worksheet was provided to the district during the Department's technical advisory
meeting with the district on April 27, 2012.
Required Elements of Progress Report(s):
Please submit the following: 1) Evidence of procedures for individual program oversight
for all students in out-of-district placements; including a copy of any form being used for
this purpose. 2) Evidence of professional development, such as signed attendance sheets
and the training agenda, conducted for all out- of- district IEP Team Chairpersons on the
district's procedures and the regulatory requirements to monitor the provision of services
and programs of individual students placed in public and private out-of-district programs.
3) For those out- of-district students identified by the Department as not having
documentation of monitoring plans, submit the following: a) A copy of the monitoring
forms including the dates monitoring was done and who conducted the monitoring for the
2011-2012 school year. This progress report is due January 20, 2012.
The district will conduct a student record review after the implementation of all of its
corrective actions. Please submit the results of an administrative review of student
records to ensure the services and programs of students placed out-of-district are
monitored by school personnel and the monitoring activities are documented in the
student record. Indicate the number of records reviewed, the number found to be
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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compliant, and an explanation of the root cause for any continued noncompliance and a
description of additional corrective actions taken by the district to address any identified
noncompliance. Please submit this by January 25, 2013. *Please note when conducting
administrative monitoring the district must maintain the following documentation and
make it available to the Department upon request: a) List of student names and grade
levels for the records reviewed; b) Date of the review; c) Name of person(s) who
conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 41 Age span requirements
Partially Implemented
Department CPR Findings:
District documentation indicated that there was one instance at Stoneham High School's
RISE Life Skills program in which the age of the youngest and oldest child in an
instructional grouping differed by more than 48 months and that a written request for
approval of an age span waiver was not submitted to the Department.
Description of Corrective Action:
A Request for Waiver was requested on November 21, 2011 for the age span violation. It
was approved on _______ 2012. The district approved and hired an addition teacher for
the 2012-2013 school year to keep the age span below 48 months.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
02/22/2012
Evidence of Completion of the Corrective Action:
Approved age span waiver
Description of Internal Monitoring Procedures:
All instructional groupings for the 2012-2013 have been determined by June 2012. As of
today, no instructional group has an age span greater than 48 months.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
SE 41 Age span requirements
Corrective Action Plan Status: Approved
Status Date: 06/11/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
The District will submit a copy of the waiver that was approved by the Department for
instructional groupings in which the ages of the youngest and oldest student in that
instructional grouping differs by more than 48 months at Stoneham High School's RISE
Life Skills program.
Progress Report Due Date(s):
10/19/2012
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 44 Procedure for recording suspensions
Partially Implemented
Department CPR Findings:
While the document review indicated that the district has a procedure to record the
number and duration of suspensions from any part of the student's program at the
various schools using suspension logs, staff interviews determined that the administrators
in charge of inputting the cumulative number of suspensions on the suspension log often
do not fill in the number of days for the suspensions thereby making the number of
suspensions inaccurate.
Description of Corrective Action:
The district kept tabs on recording suspensions for special education students but it was
not done uniformly. The database management Starbase was not being used to
accurately record these suspensions. Instead it was kept on notes by the program
supervisor. This summer the district is switching to iPass for its database management.
Building administrators will be trained on the use of iPass to ensure that suspensions are
recorded including the reason for the suspension and the number of days of each
suspension.
Title/Role(s) of responsible Persons:
Expected Date of
Steven Orloff, Director
Completion:
Donna Cargill, Principal SHS
09/06/2012
Chris Banos, Principal SMS
Evidence of Completion of the Corrective Action:
iPass implementation in the summer, staff training, Director of Student Services and
building administrators meeting to implement correct suspension logging.
Description of Internal Monitoring Procedures:
Periodic checks of suspension records between program supervisors’ records and iPass to
make sure there is consistency.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
SE 44 Procedure for recording
Status Date: 06/11/2012
suspensions
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit evidence of staff training on the revised process for recording suspensions, which
will include a training agenda, attendance sheet (with staff name and role) and copies of
the materials presented. Please submit this progress report by October 19, 2012.
Please conduct a review of the log of suspensions for special education students to ensure
school building administrators are actively and accurately maintaining a log of student
suspensions. Please submit the results of the district's analysis, and if necessary, any
additional corrective action steps that were necessary if noncompliance was identified.
This progress report is due January 25, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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Progress Report Due Date(s):
10/19/2012
01/25/2013
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Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
SE 48 FAPE (Free, appropriate, public education): Equal
Partially Implemented
opportunity to participate in educational, nonacademic,
extracurricular and ancillary programs, as well as participation in
regular education
Department CPR Findings:
Student records, district documentation and staff interviews indicated that not all students
receiving special education that are also limited English proficient have an equal
opportunity to receive English as a Second Language (ESL) services or have access to a
program that is consistent with Chapter 71A. This is due to district staff misunderstanding
that special education services preempt English Language Education services. See also CR
3.
Description of Corrective Action:
As of 11/30/11, all ELL and Special Education staff has been notified that it is
inappropriate for decisions about the placement of LEP students to be discussed at Special
Education meetings or for decisions about servicing of LEP students to be based on any
special education needs. The two areas of need and servicing will be kept completely
separate.
Title/Role(s) of responsible Persons:
Expected Date of
Patty Messina, ELL Director
Completion:
Steven Orloff, Director of Student Services
11/28/2011
Evidence of Completion of the Corrective Action:
Email to Principals
Special Ed. and ELL staff meeting agendas
Revised ELL Exit Procedures forms
Student records
Description of Internal Monitoring Procedures:
Per 11/28/2011 email, principals, SPED Director and ELL director informed all staff of
change in practice in terms of combining considerations for ESL and SPED services.
Principals, SPED Director and ELL Director will continue to monitor proceedings and
student records to ensure this is no longer happening.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
SE 48 FAPE (Free, appropriate, public
Approved
education): Equal opportunity to
Status Date: 06/13/2012
participate in educational, nonacademic,
extracurricular and ancillary programs,
as well as participation in regular
education
Basis for Partial Approval or Disapproval:
It is possible that staff may change for the 2012-2013 year; or staff did not see or may
misinterpret the requirements of the email. Therefore, The Department requires training
on the new procedures.
Department Order of Corrective Action:
Please provide training to IEP Team Chairpersons on the equal opportunity of special
education students who are also identified as Limited English Proficient (LEP) students
have to receive English language development services such as ESL and a program
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
19
consistent with state law under MGL Chapter 71A.
Required Elements of Progress Report(s):
Please submit a copy of the revised ELL exit procedures, a copy of the e-mail sent on
11/30/11 as well as a copy of any newly developed procedures regarding LEP students
who also receive special education services. Please submit a copy of the agenda and signin sheets (with the name and role of staff) for the training provided to principals, guidance
counselors, ELL staff and special education staff regarding the requirement that the
district must provide LEP students with disabilities equal access to ELE programs. This
progress report is due October 19, 2012.
The district must conduct a student record review after the completion of its corrective
actions. Please submit the results of an administrative review of student records for
Limited English Proficient-Special Education students from all levels (elementary, middle,
high, and out-of-district) to ensure these students have access to the full range of English
language education (ELE) programs. Provide a list of all district LEP students on IEPs
including the following information: a) the name of the school the student is currently
attending; b) the LEP level of the student; c) the student's ELE program (i.e. sheltered
English immersion, etc.) d) demonstrate access and the amount of English language
development instruction from a licensed ESL teacher. Please provide an explanation of the
root cause for any continued noncompliance and a description of additional corrective
actions taken by the district to address any identified noncompliance. Please submit this
by January 25, 2013. *Please note when conducting administrative monitoring the district
must maintain the following documentation and make it available to the Department upon
request: a) List of student names and grade levels for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, with their role(s) and
signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 3 Access to a full range of education programs
Partially Implemented
Department CPR Findings:
Staff interviews and student records indicated that decisions on exiting LEP students from
receiving ESL services based on disability were made at IEP Team meetings, therefore
limiting access to English language development services for those students who are
English language learners and eligible for special education.
Description of Corrective Action:
As of 11/30/11, all ELL and Special Education staff has been notified that it is
inappropriate for decisions about the placement of LEP students to be discussed at Special
Education meetings or for decisions about servicing of LEP students to be based on any
special education needs. The two areas of need and servicing will be kept completely
separate.
Title/Role(s) of responsible Persons:
Expected Date of
Patty Messina, ESL Director
Completion:
Steve Orloff, Special Education Director
11/30/2011
Evidence of Completion of the Corrective Action:
Email to Principals
Special Ed. and ELL staff meeting agendas
Revised ELL Exit Procedures forms
Student records
Description of Internal Monitoring Procedures:
Per 11/28/2011 email, principals, SPED Director and ELL director informed all staff of
change in practice in terms of combining considerations for ESL and SPED services.
Principals, SPED Director and ELL Director will continue to monitor proceedings and
student records to ensure this is no longer happening.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 3 Access to a full range of education
Approved
programs
Status Date: 06/11/2012
Basis for Partial Approval or Disapproval:
See SE 48.
Department Order of Corrective Action:
See SE 48.
Required Elements of Progress Report(s):
See SE 48.
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
21
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7A School year schedules
Partially Implemented
Department CPR Findings:
District documentation and staff interviews indicated that students at Stoneham High
School are currently scheduled for 945 hours of structured learning time a year and not
990 hours of structured learning time a year as required for secondary schools.
Description of Corrective Action:
All Stoneham High School students will be scheduled for a minimum of 990 hours of
structured learning time a year.
A new contract has been signed with Stoneham Teachers' Association to include 990
instructional hours, effective 9/1/12.
Title/Role(s) of responsible Persons:
Expected Date of
Donna Cargill, High School Principal
Completion:
04/05/2012
Evidence of Completion of the Corrective Action:
Student schedules
School Committee minutes
Updated Principals' Learning Time Worksheet from CPR packet
Letter of Assurance from Superintendent
Description of Internal Monitoring Procedures:
High School principal, assistant principals and guidance department head will review
student schedules to ensure all students are scheduled for at least 990 hours/year.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7A School year schedules
Corrective Action Plan Status: Approved
Status Date: 06/06/2012
Basis for Partial Approval or Disapproval:
The Department accepts the districts corrective action plan.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit the following by October 19, 2012: 1) A copy of the School Committee minutes
indicating that Stoneham High School will be moving to 990 instructional hours. 2)
Updated Principals' Learning Time Worksheet from CPR packet for Stoneham High School.
3) A Letter of Assurance from the superintendent.
Progress Report Due Date(s):
10/19/2012
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 7B Structured learning time
Partially Implemented
Department CPR Findings:
District documentation and staff interviews indicated that physical education is not
required for all Stoneham High School students every year of high school.
Description of Corrective Action:
A new graduation requirement that all Stoneham students in grades 9-12 will participate
in physical education class each year was adopted by School Committee on 2/2/12.
Title/Role(s) of responsible Persons:
Expected Date of
Donna Cargill, High School Principal
Completion:
09/14/2012
Evidence of Completion of the Corrective Action:
Student schedules
Minutes of School Committee Meeting adopting new P.E. requirements for high school
students
Updated Principals' Learning Time Worksheet from CPR packet
Letter of Assurance from Superintendent
Description of Internal Monitoring Procedures:
High School principal, assistant principals and guidance department head will review
student schedules to ensure all students take physical education.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
CR 7B Structured learning time
Corrective Action Plan Status: Approved
Status Date: 06/11/2012
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
Required Elements of Progress Report(s):
Submit the following by October 19, 2012:
1) Minutes of School Committee Meeting adopting new physical education requirements
for high school students.
2) Updated Principals' Learning Time Worksheet from CPR packet 3) A Letter of Assurance
from the superintendent regarding the provision of physical education at the high school.
Progress Report Due Date(s):
10/19/2012
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 16 Notice to students 16 or over leaving school without a
Partially Implemented
high school diploma, certificate of attainment, or certificate of
completion
Department CPR Findings:
District documentation and staff interviews indicated that while the district sent an initial
notice within ten days from the fifteenth consecutive unexcused absence for a student 16
years of age or over, the notice does not state that the district may consent to an
extension of the time for the meeting of not longer than fourteen days nor does it state
that the student and the parent may meet with a representative of the district within ten
days from the date the notice was sent.
District documentation and staff interviews also determined that the district has not sent
annual written notices to the last known address of former students who have not yet
earned their competency determination and who had not transferred to another school to
inform these students of the availability of publicly funded post-high school academic
support programs and to encourage them to participate in those programs.
Description of Corrective Action:
The High School principal and guidance staff will revise the initial "notice to students 16 or
over leaving school without a diploma, certificate of attainment, or certificate of
completion" to include the following language, "The district may consent to an extension
of the time for the meeting of not longer than fourteen days" and, "The student and the
parent may meet with a representative of the district within ten days from the date the
notice was sent".
Stoneham High School will send annual written notices to the last known address of
former students who have not yet earned their competency determination and who have
not transferred to another school to inform them of the availability of publicly funded
post-high school academic support programs and to encourage them to participate in
these programs.
Title/Role(s) of responsible Persons:
Expected Date of
Donna Cargill, High School Principal
Completion:
High School Administrative Team
06/13/2012
Evidence of Completion of the Corrective Action:
Updated initial letter to students
Newly created and distributed letter to former students regarding support programs
Description of Internal Monitoring Procedures:
Stoneham High School principal and assistant principals will oversee development and
distribution of letters.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Partially
CR 16 Notice to students 16 or over
Approved
leaving school without a high school
Status Date: 06/13/2012
diploma, certificate of attainment, or
certificate of completion
Basis for Partial Approval or Disapproval:
The district should ensure that guidance counselors are trained on the district's
procedures for the provision of notices to students who leave school.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
24
Department Order of Corrective Action:
Conduct a training for high school guidance staff on the requirements of the notice to
students and the annual notice to students who leave school.
Required Elements of Progress Report(s):
Please submit the following: 1) the district's procedures to ensure the provision of the
annual notice and the notice provided to students 16 or over leaving school without a high
school diploma, certificate of attainment, or certificate of completion. 2) Evidence of
professional development, such as signed attendance sheets and agendas, conducted for
all high school guidance staff on the procedures to provide notice to students 16 or over
leaving school without a high school diploma, certificate of attainment, or certificate of
completion both initially and annually in a language that the student understands. 3) A
copy of the revised notice for students who leave the high school. 4) A copy of the annual
notice for students 16 or over who have left school without a high school diploma,
certificate of attainment, or certificate of completion within the past two years and who
have not yet earned their competency determination and who have not transferred to
another school. This progress report is due October 19, 2012.
The district will conduct a student record review after the completion of its corrective
action activities. Please submit the results of an administrative review of all students 16
or over who have left school without a high school diploma, certificate of attainment, or
certificate of completion and who have not yet earned their competency determination
and who have not transferred to another school during the 2011-2012 and 2012-2013
school years. Include in the results the following: 1) The number of high school students
that were sent annual notices with all the requirements. 2) If there were any students
that were not provided with the proper notices provide an explanation of the root cause
for any continued noncompliance and a description of additional corrective actions taken
by the district to address any identified noncompliance. Please submit this by January 25,
2013. *Please note when conducting administrative monitoring the district must maintain
the following documentation and make it available to the Department upon request: a)
List of student names and grade levels for the records reviewed; b) Date of the review; c)
Name of person(s) who conducted the review, with their role(s) and signature(s).
Progress Report Due Date(s):
10/19/2012
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
25
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
Criterion & Topic:
CPR Rating:
CR 17A Use of physical restraint on any student enrolled in a
Partially Implemented
publicly-funded education program
Department CPR Findings:
Staff interviews and district documentation indicated that while all district schools
conducted staff training at least annually on the use of physical restraint consistent with
regulatory requirements, such training did not always occur within the first month of the
school year. Staff interviews and district documentation indicated that not all employees
hired after the school year began received training within a month of their employment.
Staff interviews and district documentation indicated that while the district has procedures
for the use of physical restraints, such procedures are not made available to parents of
enrolled students annually.
Description of Corrective Action:
All principals will include the "General Overview of Physical Restraint Requirements for
Public Education Programs" Power Point presentation (MA DOE) as part of their
September staff meetings.
As of 9/6/12, the district's hiring procedure will ensure that physical restraint training is
part of the hiring process for staff that begins after their school's September staff
meeting. The newly hired will read the "General Overview of Physical Restraint
Requirements for Public Education Programs" prepared by MA DOE. They will be required
to answer questions developed within district to demonstrate their understanding of the
physical restraint process.
The districts' procedures for the use of physical restraints will be published as part of each
schools' handbook. If we are not able to include this before printing deadlines this first
year, we will publish it as an addendum.
Title/Role(s) of responsible Persons:
Expected Date of
All district principals
Completion:
Superintendent of Schools, Dr. Les Olson
09/06/2012
Evidence of Completion of the Corrective Action:
Staff meeting agendas and sign-in sheets
Test results kept in personnel files of new hires
Copies of school handbooks that include Stoneham Public Schools Physical Restraint Policy
(or, in this first year, an addendum to the already printed handbook)
Description of Internal Monitoring Procedures:
Superintendent will review September staff meeting agendas to ensure the DOE Power
Point presentation is included.
For staff hired after first staff meetings, "a passing grade on physical restraint test" will be
included in new staff member checklist which must be completed prior to issuance of first
payroll.
CORRECTIVE ACTION PLAN APPROVAL SECTION
Criterion:
Corrective Action Plan Status: Approved
CR 17A Use of physical restraint on any
Status Date: 06/11/2012
student enrolled in a publicly-funded
education program
Basis for Partial Approval or Disapproval:
The Department accepts the corrective action plan proposed by the district.
Department Order of Corrective Action:
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
26
Required Elements of Progress Report(s):
The district will submit the following by January 25, 2012: 1) A narrative description of
how employees hired after the school year begins receive training regarding district
physical restraints procedures within a month of their employment. 2) Evidence of all
annual physical restraint training conducted district-wide (signed attendance sheets,
agendas with the date). 3) The names of all new employees, by school, hired after the
district's initial trainings listed regarding an orientation on physical restraint including the
employees' date of employment. 4.) A copy of the documentation used on physical
restraint for newly hired employees. 5) A copy of the physical restraint section of the
Student Handbook made available to parents.
Progress Report Due Date(s):
01/25/2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
27
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
COORDINATED PROGRAM REVIEW
Charter School or District: Stoneham Public Schools
Corrective Action Plan Forms
Program Area: English Learner Education
CAP Form will expand to as many lines as necessary. Before completing and emailing to
pqacap@doe.mass.edu, please see separate Instructions for Completing Corrective Action Plans.
All corrective action must be fully implemented and all noncompliance corrected as soon as
possible and no later than one year from the issuance of the Coordinated Program Review Final
Report to the school or district.
Mandatory One-Year Compliance Date: November 1, 2013
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 of Elementary and Secondary Education Findings: The district has a low enrollment
of English language learners (ELLs). The majority of ELE students are found in the elementary grades
followed by those in middle school and high school. The district reports using the Push-Out model to
provide ESL services. The district provides direct ESL instruction to students in small groups of no
more than 5 students per group. ELLs MEPA (Massachusetts English Proficiency Assessment) levels
and grade levels in each group were not reported.
Concerning the curriculum, the district should note that the Department has new regulations in place,
which may affect the school’s corrective action plan (CAP). Please refer to:
http://www.doe.mass.edu/retell/ for more information.
See ELE 15 for comments on Sheltered English Immersion professional development.
To summarize, the district does not have fully trained content area teachers to shelter content;
therefore, it is not in compliance with Chapter 71A requirements.
Evidence of Completion of the Corrective Action: Copies of new curriculum being developed based
on WIDA Standards (with input from MA DESE as the state moves forward in the adoption)
Updated student groupings with W-APT Proficiency levels (ATTACHED)
Attendance records, agendas, and other artifacts produced by DESE regarding Cohort II training (as
they become available)
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
28
Description of Internal Monitoring Procedures: ELL Director and Coordinator will oversee
development of new ELE curriculum and will check student folders to ensure their educational plan is
documented and based on new standards and curriculum.
ELL Director and Coordinator will request “Student Groupings” information from ESL staff on bimonthly basis to determine appropriateness of groups.
Superintendent, ELL Director and Coordinator will facilitate DESE Cohort II PD to train Stoneham
teachers in SEI.
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: Since the new regulations as they pertain to WIDA were
passed prior to the on-site visit, the Department will be neither approving nor disapproving any
curriculum documents/plans that were made for on-site visits conducted before the state’s adoption of
the WIDA standards in June 2012. The Department will be communicating with all districts during the
upcoming school year to provide them with further guidance on developing Department approved
ESL/ELD curriculum. No further submission is required at this time.
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):
Please complete district information in the attached spreadsheet labeled ELL List by school for each
ELL student in the district. Conduct an internal review of this data to ensure that all LEP students
receive ESL instruction corresponding to their needs. ELE students in Level 1 and Level 2 should
receive 2.5 hours of ESL instruction a day or 12.5 hours a week; those in Level 3, 1-2 hours per day or
5-10 hours a week, and those in levels 4 and 5, should receive 2.5 hours per week or half an hour a day.
(See Guidance on Using MEPA Results to Plan Sheltered English Immersion (SEI) Instruction and
Make Reclassification Decisions for Limited English Proficient (LEP) Students.). If non compliance is
identified, report the root cause and submit the district’s plan to remedy it by October 11, 2013.
Progress Report Due Date(s): October 11, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 6 Program Exit
Rating: Partially Implemented
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
29
Department CPR Finding: Student records, district documentation and staff interviews indicated that
ELE program exit and readiness procedures do follow procedures. However, not all students receiving
special education that are also English language learners have an equal opportunity to receive ESL
services or have access to a program that is consistent with Chapter 71A due to district procedures in
exit and readiness of ELL students. The district’s ELE exit procedures state that students may be
exited from the program if a team of professionals determines that a student will no longer benefit from
ESL instruction and/or that the reason they haven’t met the criteria is due to issues unrelated to second
language acquisition. Some of those issues include the following: a). The student may be fluent in
English but demonstrates poor academic performance due to a learning disability. b). The student is
capable of excelling academically but is impacted by issues such as absenteeism, emotional trauma,
etc. c). The student has been in the ESL program for years and is making no progress in the program.
Staff interviews and student records also indicated that discussions on exiting LEP students from ESL
based on disability were being made at IEP Team meetings.
Narrative Description of Corrective Action: At the first FY’13 meetings of the Administrative
Team, ESL staff and SPED staff, training was provided regarding equal access to ESL services and to a
program that is consistent with Chptr. 71A. Our misguided past practice of making decisions regarding
ESL services in conjunction with SPED services has been eliminated.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: ESL Director, ESL
Corrective Action Activity: 10/1/12
Coordinator, ESL Staff, SPED Director,
Principals, IEP TEAM Chairs
Evidence of Completion of the Corrective Action: Revised ELL Exit Procedures (ATTACHED)
Copies of Agendas/Attendance for Training of Administrators, ESL Staff and SPED staff regarding
equal access to ESL services and to a program that is consistent with Ch. 71A (ATTACHED)
Student Record Review
Description of Internal Monitoring Procedures: Principals, ESL Director, ESL Coordinator and
SPED Director will monitor IEP meetings, ESL Exit procedures to ensure equal access to all programs.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 6 Program Exit
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The Department approves the corrective action as
designed and requires no further progress reporting.
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): N/A
Progress Report Due Date(s): N/A
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: Students join small groups (no more than 5 students per group) for ESL
instruction. The Department was unable to determine appropriate grouping of students because the
MEPA (Massachusetts English Proficiency Assessment) and grade levels of students in each group
were not reported.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
30
Narrative Description of Corrective Action: Contrary to DESE findings, MEPA levels for 20112012 WERE reported as part of the Student Roster excel spreadsheet submitted in the Self-Assessment.
This excel spreadsheet has been renamed MEPA levels and attached. Also attached are groups of
current students with their WAP-T proficiency levels.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: ESL Director
Corrective Action Activity:
ESL Coordinator
ESL Staff
Evidence of Completion of the Corrective Action: Copies of student groupings indicating
proficiency levels.
Description of Internal Monitoring Procedures: ELL Director and Coordinator will request
“Student Grouping” information from ESL staff on a bi-monthly basis to determine appropriateness of
groups.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion:
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):
Provide a copy of the most recent ESL teacher schedules by school, 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): October 11, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 10 Parental Notification
Rating: Partially Implemented
Department CPR Finding: Student records indicated that upon the identification of a student as
English language learner, the district does not always send a parent notification letter and annual
parent notifications thereafter are not documented at all in student records.
Narrative Description of Corrective Action: For the past 3 years, the new Stoneham ELL Dept. has
been working to update the few policies and procedures previously in place as well as to develop new
ones where needed. In 2011, as our ELL population began to grow, we became aware of the fact that
Parent Notification letters were not sent home when students were receiving ELL services. This was
remedied immediately and ELL students who have enrolled in 2011 and 2012 have a copy of the
Parent Notification Letter (also translated into Spanish and Portuguese) in their folder. During the
Civil Rights portion of Stoneham’s FY’12 CPR, we were made aware of the fact that we should be
sending home notification to parents at the end of each school year to inform them of the student’s
progress in ESL and to state whether or not the student should remain in the ESL program. When
DESE reviewers checked student folders, they would not have found this notification for anyone
enrolled before 2011, but we now notify parents appropriately and copies of this notification will be
found in the folders of students registering in 2011 and 2012.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
31
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: ESL Director
Corrective Action Activity: 6/18/12
ESL Coordinator
Evidence of Completion of the Corrective Action: Copy of Parent Notification Letter
(ATTACHED), copy of Parent End of Year Letter (ATTACHED), review of folders of students
enrolled after 2011, copy of Folder Contents Sheet (ATTACHED)
Description of Internal Monitoring Procedures: ESL Director and ESL Coordinator review
procedures at monthly ESL staff meetings and check folders bi-monthly to make sure all documents
are included. ESL staff completes a Folder Contents Sheet for each ELL student at the end of the
school year as part of Check Out Procedures.
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 district submitted a revised annual parent
notification letter. The notification does not include the following required elements: a) the reasons for
the child’s identification as an ELL; b) program placement and/or method of instruction used in the
program; c) a statement of the parent’s right to apply for a waiver or to decline to enroll their child in
the program. Additionally, the district indicated that the ESL Director and the ESL Coordinator review
the procedures to ensure that notification is provided annually at monthly ESL staff meetings.
However, the district did not submit a copy of these newly developed procedures.
Department Order of Corrective Action: Please revise the annual notification letter to include the
required elements. The Department recommends that districts adopt the recently developed parent
notification template, available at http://www.doe.mass.edu/ell/news12/TitleIIIParentNotification.pdf .
Required Elements of Progress Report(s): By October 11, 2013, submit the revised parent
notification letter and a description of the procedures that have been established to ensure that
notification is sent annually to parents subsequent to their students’ identification as ELL.
Conduct an internal review of records for ELE students enrolled following the implementation of all
corrective actions. Report the number of records containing the revised notification letter. If any non-
compliance is identified, provide a root cause analysis and the district’s plan to remedy it by
December 4, 2013.
*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): October 11, 2013 & December 4, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 11 Equal Access
Rating: Not Implemented
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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Department CPR Finding: Documentation and staff interviews indicated that students do not
receive credit for ESL classes at the high school.
Narrative Description of Corrective Action: High School principal has ensured that, beginning in
2012-13 school year, High School ELL students receive credit for ESL classes. In addition, students
were retroactively granted full credit for ELL services during the 2011-12 school year, once this issue
was brought to the principal’s attention.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: HS Principal
Corrective Action Activity: 11/1/11
Evidence of Completion of the Corrective Action: Student Report Cards from 2011-12
(ATTACHED) and 2012-13 years (NOT YET AVAILABLE)
Transcripts from 2011-2012 school years (NOT YET AVAILABLE)
Description of Internal Monitoring Procedures: High School Principal will continue to monitor and
ensure that all ELL students receive credit for ESL classes.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 11 Equal Access
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The Department approves the corrective action as
designed.
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): Following implementation of all corrective actions,
conduct an internal review of ELL student transcripts at the high school level for the 2012-2013 school
years. Report the number of transcripts reviewed and the number of students who received course
credit for their ESL classes. If any non compliance is identified, provide a root cause analysis
and the district’s plan to remedy it by October 11, 2013.
*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): October 11, 2013
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 15 Professional Development
Rating: Partially Implemented
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
33
Department CPR Finding: The review of district documentation and onsite interviews indicated that
virtually none of the teachers that have ELE students in their classroom have any professional
development in any of the category trainings. Some teachers were trained in Category 1 and 2 at the
elementary and middle school level, but none in high school. Also, the district did not develop a multiyear SEI category training plan. (See also ELE 5.)
Please note that the Department’s regulations concerning SEI professional development requirements
have changed. Refer to: http://www.doe.mass.edu/retell/ for more information.
Narrative Description of Corrective Action: A 3+ year P.D. plan has been developed based on new
SEI PD requirements.
All Stoneham teachers and administrators required to hold SEI endorsement will be trained by July1,
2016.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: ESL Director
Corrective Action Activity: 7/1/13
ESL Coordinator
Principals
Superintendent
Evidence of Completion of the Corrective Action: PD Plan for SEI training (ATTACHED)
SEI Endorsements in staff records beginning in Dec. 2013
Description of Internal Monitoring Procedures: Principals and Superintendent will monitor staff’s
acquisition of SEI Endorsement according to fostering plan submitted to DESE in July 2013.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion:
Status of Corrective Action:
Approved
Partially Approved
Disapproved
Basis for Partial Approval or Disapproval: The Department approves the corrective action as
designed and requires no further progress reporting.
Department Order of Corrective Action: N/A
Required Elements of Progress Report(s): None required.
Progress Report Due Date(s): N/A
COORDINATED PROGRAM REVIEW
CORRECTIVE ACTION PLAN
(To be completed by school district/charter school)
Criterion & Topic: ELE 18 Student Records
Rating: Partially Implemented
Department CPR Finding: A review of student records indicated that English language learners do
not always include the home language surveys, the results of the initial identification, as well as copies
of initial and annual parent notification letters. Student records also indicated that ELE documentation
was not always provided in the native language of the parents when necessary.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
34
Narrative Description of Corrective Action: For the past 3 years, the new Stoneham ELL Dept. has
been working to update the few policies and procedures previously in place as well as to develop new
ones where needed. In 2011, as our ELL population began to grow, we found that Parent Notification
letters were not sent home when students were receiving ELL services. This was remedied
immediately and ELL students who have enrolled in 2011 and 2012 have a copy of the Parent
Notification Letter in their folder (translations in Spanish and Portuguese). During the Civil Rights
portion of Stoneham’s FY’12 CPR, we were made aware of the fact that we should be sending home
notification to parents at the end of each school year to inform them of the student’s progress and
whether the student should continue in the ELL program. We now have clear procedures in place for
documentation of ELL’s and we require all ELL staff to complete a Records Checklist before leaving
for the summer to make sure all documents are in the student folders. This ensures that all ESL student
folders have Home Language Surveys, Results of Initial Identification, copies of Initial and Annual
Parent Notification letters included.
As part of our continuing updates to Stoneham’s ELL program (with guidance from DESE), we have
translated all Parent documents into Portuguese and Spanish, our most common native language. We
also provide interpreters for ELE parents in any native language requested. This practice began in
earnest during the 2011-12 school year. Folders of students enrolled before 2011 would not have
contained evidence if this practice that is now consistently in place.
Title/Role of Person(s) Responsible for
Expected Date of Completion for Each
Implementation: ESL Director
Corrective Action Activity: 9/6/12
ESL Coordinator
ESL Staff
Evidence of Completion of the Corrective Action: Copy of Parent End of Year Letter
(ATTACHED), copy of Folder Contents Sheet (ATTACHED), copy of Parent Notification Letter in
English, Spanish and Portuguese (ATTACHED), Registration Packet including Home Language
Survey in English, Spanish and Portuguese, Parent (ATTACHED), samples of other Parent forms that
have been translated in Spanish and Portuguese (both blank forms and completed forms actually sent
home to parents).
Description of Internal Monitoring Procedures: ESL Director and Coordinator review procedures
at monthly ELL staff meetings and check folders periodically to make sure all documents are included
and that procedures are being followed. ESL staff complete a Folder Contents Sheet for each ELL
student at the end of the school year as part of Check Out Procedures.
CORRECTIVE ACTION PLAN APPROVAL SECTION
(To be completed by the Department of Elementary and Secondary Education)
Criterion: ELE 18 Student Records
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): Conduct an internal review of ELL student files. Please
ensure that the sample selected is representative of elementary, middle, and high school. Please review
each record to ensure that it contain copies of home language surveys, initial and annual parent
notification letters, and the results of the initial identification. Additionally, please review each record
to ensure that ELL families have received information in their primary language, should they require it.
This progress report is October 11, 2013.
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
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*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): October 11, 2013
MA Department of Elementary & Secondary Education, Program Quality Assurance Services
Stoneham CPR Corrective Action Plan
36