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
March 19, 2010
Dr. Maryellen Brunelle
Superintendent
Auburn Public Schools
5 West Street
Auburn, MA 01501
Re: Mid-cycle Report
Dear Superintendent Brunelle:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report
based on the Mid-cycle Review conducted in your district in February 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 April 2, 2010.
Your staff's cooperation throughout this Mid-cycle Review is appreciated. If you have
questions about this letter or the enclosed report, please do not hesitate to contact Joan
1
Brinckerhoff at 781-338-3715.
Sincerely,
Joan Brinckerhoff, Ph.D., 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
Elizabeth Y. Ahern, Ed. D., Supervisor, Program Quality Assurance Services
Liz Gribbons, School Committee Chairperson
Richard McInerny, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
AUBURN PUBLIC SCHOOLS
Dates of the Mid-cycle Review Onsite: February 2, 2010
Date of this Report: March 19, 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
Records &
Staff
Interviews
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
The district regularly uses the
forms required to make a
determination of a specific
learning disability. At the
Team meeting for students
suspected of having a specific
learning disability the
determination form is
completed by each Team
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 1 of 13
(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
member signing to signify
agreement or writing a
dissenting report.
SE 52A
Registration
of
educational
interpreters

Documentation
& Staff
Interviews
The district currently does not
have a need for educational
interpreters. An assurance was
provided that when one is
required to support a student,
the district will employ an
individual who is registered
with the Massachusetts
Commission for the Deaf.
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 2 of 13
(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 6
Transition

Documentation,
Student
Records and
Staff Interviews
The district develops or
updates transition plans for
students that are 14 years
of age or older. All
students are regularly
invited to participate in
their Team meeting. When
a student is likely to
require the services of
another agency, the district
files a Chapter 688 form to
have an agency designated.
Agencies are invited to the
Team meetings.
SE 7
Age of Majority

Documentation,
Student
Records and
Staff Interviews
At the Team meeting prior
to a student reaching age
18, the district informs the
students of their right upon
turning 18 to make
decisions related to special
education. The district
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 3 of 13
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
(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
(b) Progress
Report Due
Date(s) and
Required
Elements
secures student consent at
age 18, or if the decision at
the age of majority is to
share or delegate decisionmaking, the district has a
form that is completed to
indicate decision-making
authority as shared or
delegated with appropriate
signatures. If a student is
under guardianship that
information is maintained
in the student record.
SE 9
Timelines for
Eligibility
Partially
Implemented
Student
Records and
Staff Interviews
The district has hired a
Team Chair for the High
School who has recently
implemented new
monitoring systems,
however the student
records from the high
school indicated that
timelines for determining
eligibility within 45 days
of the parent consent are
not consistently met.
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 4 of 13
The district will develop an
effective tracking system and
share the system with
building coordinators so that
internal monitoring can be
completed for timelines.
Additional the district will
provide training to staff on
the use of the tracking system
Further the district must
conduct internal monitoring
of high school level student
records to insure that the
Submit a
narrative
description of
the tracking
system and a
copy of the
agenda and
sign-in sheets
for the
training on its
use by April
30, 2010.
Submit the
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
timelines for eligibility for
initial and re-evaluations are
met.
*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 level for the
records reviewed; b) Date
of the review; c) Name of
person(s) who conducted
the review, their role(s) and
signature(s).
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 5 of 13
(b) Progress
Report Due
Date(s) and
Required
Elements
detailed
narrative
results of an
administrative
review of
high school
student
records for
compliance
related to
timelines for
eligibility for
the period of
April/June
2010. Please
indicate the
number of
records
reviewed, the
number found
to be
compliant and
any further
steps taken to
address area
of concern by
June 30,
2010.
Criterion
SE 12
Re-evaluation
SE 13
Progress Reports
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)

Partially
Implemented
Method(s) of
Investigation
Basis of Determination
about Criterion
Student
Records and
Staff Interviews
The district has
implemented new tracking
procedures and hired a
Team Chair for the high
school exclusively to
ensure that reevaluations
are conducted every three
years.
Student
Records and
Staff Interviews
A review of student
records demonstrated that
the district has
inconsistently provided
progress reports and that
the completed progress
reports do not always
provide written
information on the
student’s progress towards
IEP goals.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
The district must provide
training to all relevant staff
related to ensuring that
progress reports are
generated and provided to
parents at least as often as the
progress of non-disabled
peers. The training should
address the content of
progress reports, specifically
information on student’s
progress towards IEP goals.
Further the district must
conduct internal monitoring
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 6 of 13
(b) Progress
Report Due
Date(s) and
Required
Elements
The district
will provide
evidence that
they have
trained all
relevant
special
education
staff on the
writing and
issuing of
progress
reports by
April 30,
2010.
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
of student records to insure
that progress reports are
completed and provide
written information on the
student’s progress towards
IEP goals.
*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 level for the
records reviewed; b) Date
of the review; c) Name of
person(s) who conducted
the review, their role(s) and
signature(s).
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 7 of 13
(b) Progress
Report Due
Date(s) and
Required
Elements
Submit the
detailed
narrative
results of an
administrative
review of
student
records for
compliance
related to
progress
reporting for
the period of
April/May
2010. Please
indicate the
number of
records
reviewed, the
number found
to be
compliant and
any further
steps taken to
address area
of concern by
June 30,
2010.
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
SE 15
Child Find
Outreach

Documentation
and Staff
Interviews
The district provided
sample letters sent as
outreach for Child Find for
students beyond preschool.
Letters were sent to private
schools, parochial schools,
pediatricians, health clinics
and churches.
SE 18A
IEP Development

Documentation,
Student
Records and
Staff Interviews
The district provided a
series of trainings on IEP
development related to
goals and benchmarks,
specially designed
instruction and specific
learning disabilities.
SE 29
Communications in
English and Primary
Language of Home

Student
Records and
Staff Interviews
The Director of Curriculum
is in charge of translations.
The district has several
resources to address the
need when it arises.
Currently there are no
students or parents who
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 8 of 13
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
(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
require materials in a
language other than
English.
SE 34
Continuum of
Alternative Services

Documentation
and Staff
Interviews
Based on interviews and
documentation the district
has procedures and a
process in place for
students on IEPs to
participate fully in the
Enterprise Program. These
procedures ensure that
special education students
who are participating in the
program receive all
required academic and
special education services.
SE 37
Procedures for
Approved and
Unapproved Out-ofDistrict Placements

Student
Records and
Staff Interviews
Records for each out-ofdistrict student contain a
log that documents
contacts and a summary of
on-site activities.
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 9 of 13
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 41
Age Span
Requirements
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
Partially
Implemented
Documentation
and Staff
Interviews
The following courses
included groups of students
that exceed 48 months
difference in age and the
district did not have an
ESE approved waiver:
Learning Support 1660-03
Room 1004
Learning Support 1660-06
Room 1004
Learning Support 1660-04
Room 3056
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
The district must create a
plan for the three Learning
Support classes that either
alleviates the age span issue,
or they need to apply to the
ESE for an age span waiver.
Additionally the district must
create a written procedure to
ensure that the Special
Education Administrator and
Team Chairs will
periodically review the age
span of all classes comprised
of IEP students. Please
provide the summary of the
review for age span and any
forms submitted for waivers
by October 4, 2010.
(b) Progress
Report Due
Date(s) and
Required
Elements
Please
provide a
copy of the
plan that
addresses the
age span issue
in the three
Learning
Support
classes. If the
district has
opted to
apply for age
span waivers,
please include
a copy of the
application in
your
submission.
This plan is
due to the
Department
by April 30,
2010.
Please
provide a
copy of the
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 10 of 13
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
written
procedure to
ensure that
the Special
Education
Administrator
and Team
Chairs will
periodically
review the
age span of
all classes
comprised of
IEP students.
This
procedure is
due to the
Department
by June 30,
2010.
SE 44
Procedures for
Recording Suspensions

Documentation
and Staff
Interviews
The district has a system to
log suspensions and notify
the Special Education
Director with a copy to the
Team Chair by building.
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 11 of 13
Criterion
SE 51
Appropriate Special
Education
Teacher Licensure
SE 52
Appropriate
Certification/Licensure
Related Service
Personnel
SE 54
Professional
Development
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion

Documentation
and staff
Interviews
The district provided
copies of all licenses for
special education teachers.
All the teachers have
licenses that are current.

Documentation
The district provided
current licenses for all of
the related services staff
including Team Chairs.
School Psychologists,
speech and language
pathologists, occupational
therapist, certified
occupational therapy
assistant, physical therapist
and physical therapist
assistant.

Documentation
and Staff
Interviews
The district provided
attendance and topics for
training in special
education state and federal
requirements,
differentiated instruction
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 12 of 13
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
(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
and methods of
collaboration.
SE 55
Special Education
Facilities and
Classrooms
SE 56
Program Evaluation

Documentation
& On Site
Review
The district redistributed
the special education
classrooms at the
Pakachoag and Bancroft
Elementary Schools so that
students who use the
classrooms are a part of the
life of the school and
classrooms are no longer
clustered.

Documentation
and Staff
Interviews
The district hired a
consultant to complete a
special education program
evaluation in 2008. The
review covered areas that
were cited in the district’s
last CPR.
Auburn School District Coordinated Program Review Mid-cycle Report
March 19, 2010
Page 13 of 13
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
(b) Progress
Report Due
Date(s) and
Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Auburn 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