Massachusetts Department of
Elementary and Secondary Education
75 Pleasant Street, Malden, Massachusetts 02148-4096
Telephone: (781) 338-3700
TTY: N.E.T. Relay 1-800-439-2370
June 18, 2010
Michael X. Zapantis, Superintendent
Ashburnham-Westminster Regional School District
11 Oakmont Drive
Ashburnham, MA 01430
Re: Mid-cycle Report
Dear Superintendent Zapantis:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report
based on the Mid-cycle Review conducted in your district in May, 2010. In this Midcycle Review the Department monitored selected special education criteria to determine
your district’s compliance with special education laws and regulations. The review
consisted of information gathered from one or more of the following activities: staff
interviews, review of student records, examination of documentation, and/or classroom
observation.
The Department found one or more of the criteria monitored in your district to be
“Partially Implemented” or “Not Implemented.” In all instances where noncompliance
has been found, the Department has prescribed corrective action for the district. This
corrective action must be implemented as soon as possible, but in no case later than a
year from the date of this report. You will find these requirements for corrective action
included in the enclosed report, along with requirements for submitting progress reports
using the enclosed form.
Please provide the Department with your written assurance that all of the required
corrective action will be implemented by your district within the timelines specified in
the report. You must submit your statement of assurance to Darlene Lynch, Director,
Program Quality Assurance Services, by July 7, 2010.
Your staff's cooperation throughout this Mid-cycle Review is appreciated. If you have
1
questions about this letter or the enclosed report, please do not hesitate to contact D. Beth
Lopez at (413) 858-4591 x 6.
Sincerely,
D. Beth Lopez, Mid-cycle Review Chairperson
Program Quality Assurance Services
Darlene A. Lynch, Director
Program Quality Assurance Services
cc:
Mitchell D. Chester, Ed.D., Commissioner of Elementary and Secondary
Education
David Christianson Jr., School Committee Chairperson
Kathleen M. Veroude, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Ashburnham-Westminster Regional School District
Date of the Mid-cycle Review Onsite: May 14, 2010
Date of this Report: June 18, 2010
PLEASE NOTE THAT THIS REPORT IS IN TWO SECTIONS.
Required Special Education Criteria Monitored in this Mid-cycle Review
Current special education criteria available by scrolling down to the special education instrument at
http://www.doe.mass.edu/pqa/review/cpr/default.html
Criterion
SE 3
Special
requirements
for the
determination
of specific
learning
disability
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Student
Record
Review and
Interview
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
Student record review and
interview indicated that when the
district evaluates a student
suspected of having a specific
learning disability, the Team
creates a written determination,
signed by all the members of the
Team as to whether or not the
student has a specific learning
disability.
In the event of disagreement as to
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 1 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
the determination among Team
members, the disagreement is
documented as well.
SE 52A
Registration
of educational
interpreters

Interview and
Document
Review
Review of district documents and
interview demonstrated that, while
the district does not have students
who require interpreting services
for the deaf or hard of hearing in
in-district settings, they are aware
of the requirement that providers
must be registered with the
Massachusetts Commission for the
Deaf and Hard of Hearing.
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 2 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Additional Special Education Criteria Monitored in this Mid-cycle Review
Current special education criteria available by scrolling down to the special education instrument at
http://www.doe.mass.edu/pqa/review/cpr/default.html
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
SE 4
Reports of
Assessment
results

Student
Record
Review and
Interview
Student record review and
interview demonstrated that
assessment reports are well
developed and include detailed,
educationally relevant
recommendations based on
students’ needs along with
explicit means of meeting those
needs.
SE 8
IEP Team
Composition
and Attendance

Student
Record
Review,
Interview,
and
Document
Review
Student record review, document
review, and interview indicated
the district has appropriate
procedures in place to both
ensure the documentation of
parent participation, and secure
the consent of the parent in the
event that a Team member is
unable to attend.
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 3 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
SE 12
Frequency of
evaluation

Student
Record
Review and
Interview
Student record review and
interview demonstrated that
procedures are in place to ensure
that evaluations in the district
are consistently being conducted
every three years, as required.
SE 14
Review and
Revision of IEPs

Student
Record
Review and
Interview
The review of student records
and interview demonstrated that
the district has processes and
procedures in place to ensure
that all goals are reviewed and
revised at the annual review
meeting on or before the
anniversary date of the student’s
IEP.
SE 18A
IEP
Development
and Content

Student
Record
Review and
Interview
Student record review and
interview indicated that the
district, after determining a
student eligible for special
education, or at the annual
review, or three year evaluation,
develops an IEP with
measurable annual goals along
with a description of how
progress towards meeting those
goals will be measured.
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 4 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 18B
Determination
of Placement;
Provision of IEP
to Parent
Criterion
Implemented

Partially
Implemented
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
Student
Record
Review and
Interview
Student record review and
interview revealed that the
district, in providing notice of a
proposal or a refusal to initiate
or change the identification,
evaluation, or educational
placement of the student, does
not consistently address all six
questions consistent with federal
requirements.
The district will develop a written
procedure that accurately reflects
the federal requirements for
providing notice of a proposal or a
refusal to initiate or change the
identification, evaluation, or
educational placement of the
student and provide subsequent
training for key personnel.
Submit evidence of training.
*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, with
their role(s) and signature(s).
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 5 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
By September
23, 2010 submit
a copy of the
district’s newly
developed
procedure
accurately
reflecting the
federal
requirements for
providing notice
of a proposal or
a refusal to
initiate or change
the
identification,
evaluation, or
educational
placement of the
student, along
with evidence of
training of key
personnel
including
agendas,
materials used,
and sign in
sheets with
participant name,
role, and
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
(b) Progress
Report Due
Date(s) and
Required
Elements
signature.
By November 5,
2010, report the
results of
internal
monitoring of a
sample of
student records
for the
effectiveness of
the newly
developed
procedures and
training. Provide
the rate of
compliance, root
cause for any
records found to
be out of
compliance, and
describe further
action taken by
the district to
remedy any
remaining
noncompliance.
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 6 of 9
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
SE 25
Parental
Consent

Student
Record
Review and
Interview
A review of student records and
interview revealed that the
district has a process in place
and consistently documents
attempts to obtain parental
consent.
SE 32
Parent Advisory
Council

Document
Review and
Interviews
A review of district
documentation and interviews
with the administrator and the
PAC chair, indicate the PAC has
multiple opportunities to meet
with school officials in order to
participate in the planning,
development, and evaluation of
the district’s special education
programs. Parents are made
aware of PAC activities through
the use of flyers, regional
newspapers, the Connect-Ed
system, and frequent e-mails.
SE 36
IEP
Implementation,
Accountability,
and Financial
Responsibility

Interview,
Student
Record
Review, and
Document
Review
A review of student records
along with interview and review
of relevant documents indicated
that the district has a procedure
in place to monitor out of district
IEPs in an ongoing manner to
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 7 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
ensure implementation, and
documents its efforts to provide
such monitoring.
SE 37
Procedures for
Approved and
Unapproved
Out of District
Placements

Interview,
Student
Record
Review, and
Document
Review
Student record review, document
review and interview
demonstrate that the district has
developed procedures for
documenting site visits to out of
district placements, as well as
other required monitoring
activities, as a part of its
monitoring plan for each
student.
SE 54
Professional
Development

Document
Review and
Interview
The district provided evidence
that all staff receive training,
annually, on: state and federal
special education requirements
and related local special
education policies and
procedures; analyzing and
accommodating diverse learning
styles of all students; and
methods of collaboration among
teachers, paraprofessionals and
teacher assistants to
accommodate the diverse
learning styles of all students in
the regular classroom.
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 8 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 55
Special
Education
facilities and
classrooms
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Interview,
Classroom
Observation
Interview and classroom
observation confirm that the
district provides facilities and
classrooms for identified
students that maximize the
inclusion of such students into
the life of the school and are at
least equal in all physical
respects to the average standards
of general education facilities
and classrooms.
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
Ashburnham-Westminster Regional School District Coordinated Program Review Mid-cycle Report
June 18, 2010
Page 9 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Ashburnham-Westminster Regional School District
M I D – CY C L E P R O G R E S S R E P O R T
Date Prepared: ____________________________________
Prepared by: __________________________________________________________________
(name and title)
Criterion: _______________________
Topic: ________________________________________________________________________
For each criterion for which you prepare a progress report, please



make a copy of this cover page,
fill in the information requested above, and
attach a complete description of the corrective action taken and any accompanying documentation.
(Description of corrective action for each criterion and any accompanying documentation should include all of the
“Progress Report Required Elements” for that criterion in the Mid-cycle Report.)
Send the whole set of completed progress reports to:
Darlene Lynch, Director
Program Quality Assurance Services
Massachusetts Department of Elementary and Secondary Education
75 Pleasant Street
Malden, MA 02148-4906