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
August 6, 2013
Judith Houle, Superintendent
Belchertown Public Schools
14 Maple Street
Belchertown, MA 01007
Re: Mid-cycle Report
Dear Superintendent Houle:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report based
on the onsite visit conducted in your district in May 2013. During the Mid-Cycle 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: interviews, review of student records, examination of
documentation, and classroom observation(s).
The Department determined that one or more of the criteria monitored in your district was
“Partially Implemented” or “Not Implemented.” In all instances where noncompliance was
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 August 22, 2013.
1
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 Marc Oldenburg at
413-314-6707.
Sincerely,
Marc Oldenburg, 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
Michelle Poulin, Supervisor, Program Quality Assurance Services
Dr. Linda Tsoumas, School Committee Chairperson
Kristi Guzzo, Director of Special Education
Encs: Mid-cycle Report
Mid-cycle Progress Report Form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Belchertown Public Schools
Dates of the Mid-cycle Review Onsite: May 6-7, 2013
Date of this Report: August 6, 2013
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 7
Transfer of
parental
rights and
student
participation
and consent
at age of
majority
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
PI
Method(s) of
Investigation
Student
record review
Documents
Interview
Basis of Determination about
Criterion
Student record review, documents,
and interview indicate that one year
prior to the student reaching the age
of majority, the district does not
inform the parents/guardians and the
student of the rights that will transfer
from the parent or guardian to the
student upon the student’s 18th
birthday.
At the age of majority, the district
does implement procedures to obtain
If Partially Implemented or
Not Implemented:
(a) Required
Corrective Action
and Timelines for
Implementation
(b) Progress Report
Due Date(s) and
Required
Elements
Conduct an analysis of
student records for students
who turned age 17 from
January 2013 to June 2013 to
determine why, one year
prior to the student reaching
the age of majority, the
district does not inform the
parents/guardians and the
student of the rights that will
transfer from the parent or
guardian to the student upon
Submit to the
Department the
results of the district’s
analysis of student
records. Include a
description of the root
cause(s) of the
noncompliance, a
description of the
steps the district will
take to correct the
root cause(s), and the
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 1 of 23
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
consent from the student to continue
the student’s special education
program.
If Partially Implemented or
Not Implemented:
(a) Required
Corrective Action
and Timelines for
Implementation
the student’s 18th birthday.
Develop an internal tracking
and oversight system with
periodic review by
designated persons(s)
responsible to ensure that
that one year prior to a
student reaching the age of
majority, the district does
inform the parents/guardians
and the student of the rights
that will transfer from the
parent or guardian to the
student upon the student’s
18th birthday.
Conduct a second review of
records of students who have
turned 17, after all
corrective actions have been
completed, to verify that the
district is informing the
student, parents, and/or
guardians, one year prior, of
the rights that will transfer
from the parent to the student
at the age of majority.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 2 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
district’s proposed
timeline for
implementation of
corrective actions by
November 1, 2013.
Submit a description
of the district’s
internal oversight and
tracking system with
periodic review, along
with the name/role of
the designated
person(s) responsible
by November 1,
2013.
Submit a report of the
results of the second
record review.
Include the number of
records reviewed; the
number of records in
compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the district to
remedy the non-
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
compliance by
February 28, 2014.
Student
record review
Documents
SE 8
IEP Team
composition
and
attendance

Interview
PI
SE 18A
IEP
Development
and content
Student
record review
Documents
Interview
All members of the IEP Team are in
attendance at Team meetings unless
the parent and the district agree, in
writing, to use alternative means
such as video or conference call. It is
also documented in writing if the
attendance of a Team member is
excused because that member’s area
of the curriculum or related service
is not being discussed; or if a Team
member’s attendance is required, the
parent does excuse that member, in
writing, and the required Team
member provides written input into
the development of the IEP prior to
the Team meeting.
Student record review and
documents indicate that all required
elements of the IEP are completed,
specifically the sections on Present
Levels of Educational Performance
A & B and service delivery grids.
However, student record review,
Conduct a training for all
special education Team
Chairpersons and special
education teachers on
bullying, harassment or
teasing of vulnerable
students, using the
Department’s Technical
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 3 of 23
Submit to the
Department evidence
of staff training
(agenda, signed and
dated attendance sheet
with staff role, and
training material) by
November 1, 2013.
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
documents, and interview indicate
that when the IEP Team evaluation
finds that a student’s disability
affects social skills development, or
when the student’s disability makes
him or her vulnerable to bullying,
harassment or teasing, or when a
student has been diagnosed with a
disability on the autism spectrum,
the Team does not consider and
specifically address the skills and
proficiencies needed to avoid and
respond to bullying, harassment, or
teasing.
If Partially Implemented or
Not Implemented:
(a) Required
Corrective Action
and Timelines for
Implementation
Assistance Advisory SPED
2011-2: Bullying Prevention
and Intervention
(http://www.doe.mass.edu/
sped/advisories/11_2ta.html)
and the additional resource
document “Addressing the
Needs of Students with
Disabilities in the IEP and in
School Bullying Prevention
and Intervention Efforts”
(http://www.doe.mass.edu/bu
llying/considerationsbully.html).
Develop an internal tracking
and oversight system with
periodic review by
designated persons(s)
responsible to ensure that
when the IEP Team
evaluation indicates that a
student’s disability affects
social skills development, or
when the student’s disability
makes him or her vulnerable
to bullying , harassment or
teasing or when a student has
been diagnosed with a
disability on the autism
spectrum, the Team
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 4 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Submit a description
of the district’s
internal oversight and
tracking system with
periodic review, along
with the name/role of
the designated
person(s) responsible
by November 1,
2013.
Submit a report of the
results of the record
review. Include the
number of records
reviewed; the number
of records in
compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the district to
remedy the noncompliance by
February 28, 2014.
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
considers and specifically
address the skills and
proficiencies needed to avoid
and respond to bullying,
harassment, or teasing.
Conduct a review of student
records from those students
who were evaluated by the
district, after all corrective
actions were completed, to
verify that when the IEP
Team evaluation indicates
that a student’s disability
affects social skills
development, or when the
student’s disability makes
him or her vulnerable to
bullying , harassment or
teasing, or when a student
has been diagnosed with a
disability on the autism
spectrum, the Team
considers and specifically
address the skills and
proficiencies needed to avoid
and respond to bullying,
harassment or teasing.
SE 25
Parental
Documents
Document review and interview
indicate that the district obtains
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 5 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Criterion
consent
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Interview
Basis of Determination about
Criterion
If Partially Implemented or
Not Implemented:
(a) Required
Corrective Action
and Timelines for
Implementation
written parental consent and
documents that it utilizes a variety of
methods to secure consent when
needed.
Documentation review and interview
indicate the district has procedures
for when a parent/guardian revokes
consent for special education
services in writing, which includes
the district‘s need to act promptly to
provide written notice to the parent
or guardian of the district´s proposal
to discontinue services, as well as to
provide the parent with information
on how they may obtain a copy of
their right to procedural safeguards.
The district’s procedures also
include notice a reasonable time
before the district intends to
discontinue the services and that the
district may not use mediation or
request a due process hearing to
obtain agreement or a ruling
requiring the continuation of
services, consistent with federal
regulation.
At the time of the review, no parent
had revoked consent for a student's
special education services during the
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 6 of 23
(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
period of one year prior to the midcycle review.
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
SE 1
Assessments are
appropriately
selected
SE 2
Required and
optional
assessments
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Student
record review
Tests and other evaluation
methods are appropriately
selected when assessing a
student’s specific area of
disability. Testing was
conducted in a student’s native
language.
Interview
Documents

Student
record review
Documents
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
All areas related to a student’s
suspected disability are
routinely assessed by the
district at all grade levels. An
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 7 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Interview
SE 5
Participation in
State and districtwide assessments

Student
record review
Documents
Interview
Basis of Determination about
Criterion
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
educational assessment is
completed by the district as
well as an assessment by a
teacher with current knowledge
of the student’s specific
abilities as they relate to the
Massachusetts Curriculum
Frameworks. The district
works closely with local early
intervention agencies in
assessing the needs of
identified students before the
age of three. Optional
assessments are completed at
the request of the administrator
of special education or parent.
Student record review,
documents and interview
indicate that for students age
18 and over, the district records
that the student has passed the
MCAS or MCAS-Alternative.
At the time of the review, the
district had not applied for a
MCAS performance appeal
within one academic year.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 8 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Criterion
SE 9
Timeline for the
determination of
eligibility
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
PI
Student
record review
Student record review,
documents, and interview
indicate that the district does
not consistently provide the
parent with a proposed IEP and
proposed placement, or a
written explanation of the
finding of no eligibility, within
45 working days after receipt
of the parent’s consent to
evaluate.
Conduct an analysis of a
cross section of student
records across all grade
levels from January 2013 to
June 2013 to determine why
the district does not
consistently meet the
timelines for student
eligibility.
Documents
Interview
Conduct a review of student
records from those students
who were evaluated by the
district after all corrective
actions were completed to
verify that all timelines for
the determination of student
eligibility are met.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 9 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Provide the
Department with a
description of the root
cause(s) of the
noncompliance, a
description of the
steps the district will
take to correct the
root cause(s), and the
district’s proposed
timeline for
implementation of
corrective actions by
November 1, 2013.
Submit a report of the
results of the record
review. Include the
number of records
reviewed; the number
of records in
compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the district to
remedy the noncompliance by
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
February 28, 2014.
SE 10
End of school
year evaluations

Student
record review
Documents
Interview
SE 12
Frequency of reevaluation

Student
record review
Documents
Student record review,
documents, and interview
indicate that when the district
receives parental consent to
evaluate between 30 and 45
school working days before the
end of the school year, it does
schedule a Team meeting to
ensure that the proposed IEP or
notice that the student is not
eligible for services, is sent to
the parent no later than 14 days
after the end of the school year.
The district, with parental
consent, conducts a full reevaluation every three years,
unless the parent and district
agree that it is unnecessary.
Interview
SE 13
Progress reports
and content

Student
record review
Documents
Student records contained all
required progress reports with
the appropriate corresponding
date for that progress reporting
period, and reflected
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 10 of 23
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Interview
SE 14
Review and
revision of IEPs
PI
Student
record review
Documents
Interview
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
information specific to the
student’s IEP goal(s).
Student record review,
documents, and interview
indicate that at least annually,
on or before the anniversary
date of the IEP, a Team
meeting is not consistently held
to consider the student’s
progress and to review, revise,
or develop a new IEP or refer
the student for a re-evaluation,
as appropriate.
Furthermore, record review
and interview indicate that the
district maintains a practice of
issuing IEP amendments to
parents or guardians for the
purpose of extending the
annual IEP.
Conduct an analysis of a
cross section of student
records across all grade
levels from January 2013 to
June 2013 determine why, at
least annually, on or before
the anniversary date of the
IEP, a Team meeting is not
held to consider the student’s
progress and to review,
revise, or develop a new IEP
or refer the student for a reevaluation, as appropriate.
Conduct a second review of
records for students whose
annual review meetings were
held after all corrective
actions have been completed,
to verify that at least
annually, on or before the
anniversary date of the IEP, a
Team meeting is held to
consider the student’s
progress and to review,
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 11 of 23
Provide the
Department with a
description of the root
cause(s) of the
noncompliance, a
description of the
steps the district will
take to correct the
root cause(s), and the
district’s proposed
timeline for
implementation of
corrective actions by
November 1, 2013.
Submit a report of the
results of the second
record review.
Include the number of
records reviewed; the
number of records in
compliance; for
records not in
compliance,
determine the root
Criterion
SE 15
Outreach by the
school district
SE 18B
Provision of IEP
to parent
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)

Method(s) of
Investigation
Documents
Interview
PI
Student
record review
Documents
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
revise, or develop a new IEP
or refer the student for a reevaluation, as appropriate.
cause(s); and the
specific action(s)
taken by the district to
remedy the noncompliance by
February 28, 2014.
Conduct a training for
special education Team
Chairpersons on the required
elements associated with
providing parents/guardians
with a summary of proposed
services at the conclusion of
an IEP Team meeting. Please
Submit to the
Department evidence
of staff training
(agenda, signed and
dated attendance sheet
with staff role and
name, and training
materials) by
The district conducts outreach
to community and professional
organizations several times a
year, from which promotion or
transfer of students in need of
special education services may
occur. These organizations
include clinical and health care
groups, group homes, parent
organizations, early childhood
organizations, and agencies
serving homeless persons.
Student record review and
documents indicate that the
summary of proposed IEP
services provided to the parent
at the conclusion of the Team
meeting does not include all
required elements, specifically,
a statement of the major goal
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 12 of 23
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
areas associated with the
services proposed on the
service delivery grid.
refer to the memorandum on
the Implementation of 603
CMR 28.05(7): Parent
response to proposed IEP
and proposed placement at
http://www.doe.mass.edu/ne
ws/news.asp?id=3182
Student record review,
documents, and interview
indicate that placement is no
longer pre-determined by the
district prior to the Team
meeting.
Develop an internal tracking
and oversight system with
periodic review by
designated persons(s)
responsible to ensure that
when parents receive a
summary of the proposed
IEP, it includes all required
elements, specifically, a
statement of the major goal
areas associated with the
services proposed on the
service delivery grid.
Subsequent to staff training
and corrective actions,
conduct an analysis of a
cross section of student
records for students across
all grade levels who had a
Team meeting between
October 2013 to December
2013, to ensure that
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 13 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
November 1, 2013.
Submit a description
of the district’s
internal oversight and
tracking system with
periodic review, along
with the name/role of
the designated
person(s) responsible
by November 1,
2013.
Submit a report of the
results of the record
review. Include the
number of records
reviewed; the number
of records in
compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the district to
remedy the noncompliance by
February 28, 2014.
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
parents/guardians are
provided with a summary of
proposed services at the
conclusion of an IEP Team
meeting that includes all
required elements,
specifically, a statement of
the major goal areas
associated with the services
proposed on the service
delivery grid.
SE 20
Least restrictive
program selected

Student
record review
Documents
Interview
Student record review,
documents, and interview
indicate that students at all
grade levels are not being
removed from the general
education classroom for
services when the student’s
evaluation data and
performance indicate that
modification of the curriculum
would be sufficient.
Furthermore, the justification
of the removal of a student
from a general education
classroom setting is clearly
defined and stated in the
student’s IEP.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 14 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Criterion
SE 21
School day and
school year
requirements
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Student
record review
The Team does routinely
consider and document on a
student’s IEP the need for an
extended day and/or year
school program, including the
need for residential services,
and indicates on the IEP why
the shorter or longer program
may be necessary.
Documents
Interview
SE 22
IEP implementation and
availability

Student
record review
Documents
Interview
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
The district does not delay in
providing IEP services to
incoming students or to
students who are actively
enrolled in the district.
Furthermore, all students have
a current IEP in place at the
beginning of each school year.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 15 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Criterion
SE 25A
Sending copy of
notice to Special
Education
Appeals
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)

Method(s) of
Investigation
Basis of Determination about
Criterion
Student
record review
Student record review,
documents, and interview
indicate that the district does
send notice to the Bureau of
Special Education Appeals
within the five calendar days of
receiving notice that a parent is
requesting a hearing or has
rejected an IEP, proposed
placement, or finding of no
eligibility for special
education.
Documents
Interview
SE 25B
Resolution of
disputes

Student
record review
Documents
Interview
SE 26
Parent
participation in
meetings
PI
Student
record review
Documents
Interview
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
(b) Progress Report
Due Date(s) and
Required
Elements
The district does convene a
meeting to attempt to resolve
disputes when a parent is
requesting a hearing or has
rejected an IEP, proposed
placement, or finding of no
eligibility for special
education.
Student record review,
documents, and interview
indicate that if neither parent
can attend an IEP Team
meeting, the district does not
document other methods used
in an attempt to encourage and
Conduct a training for
special education staff across
all levels on strategies for
parent participation in IEP
Team meetings.
Develop an internal tracking
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 16 of 23
Submit to the
Department evidence
of staff training
(agenda, signed and
dated attendance sheet
with staff role and
name, and training
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
support parent participation,
such as telephone conference
calls or video conferencing or
re-scheduling.
and oversight system with
periodic review by
designated persons(s)
responsible to ensure that the
district uses and documents
various methods to secure
parent participation in IEP
Team meetings.
Review a sample of student
records across grade levels
for Team meetings
conducted after all corrective
actions have been completed,
to verify that parents are
encouraged to participate in
IEP meetings, and all
attempts to facilitate parents’
participation are
documented.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 17 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
materials) by
November 1, 2013.
Submit a description
of the district’s
internal oversight and
tracking system with
periodic review along
with the name/role of
the designated
person(s) responsible
by November 1,
2013.
Submit a report of the
results of the record
review. Include the
number of records
reviewed; the number
of records in
compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the district to
remedy the noncompliance by
February 28, 2014.
Criterion
SE 29
Communica-tions
are in English and
primary language
of home
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Student
record review
Student record review,
documents, and interview
indicate that communications
with parents are in English and
the primary language of the
home. When these
communications are provided
orally, the district keeps
written documentation.
Documents
Interview
SE 32
Parent advisory
council for
special education

SE 34
Continuum of
alternative
services and
placements

Documents
Interview
Student
record review
Documents
Interview
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
Document review and
interview indicate that the
district has an established PAC
which meets regularly with
school personnel to participate
in the process of planning,
development, and evaluation of
the district’s programs.
Student record review,
documents, and interview
indicate that the district
provides the appropriate
continuum of services at all
grade levels that is specified on
each student’s IEP, including
social/emotional and
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 18 of 23
(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
behavioral services and
programming for students age
18-21.
SE 36
IEP
implementation,
accountability,
financial accountability
SE 37
Procedures for
approved and
unapproved outof-district
placements

Student
record review
Documents
Interview
PI
Student
record review
Documents
Interview
Student record review,
documents and interview
indicate that the district does
supervise each out-of-district
IEP and participates in the IEP
Team meeting, as well as
oversees off campus activities
consented to in students’ IEPs.
The district has not placed any
students in unapproved out-ofdistrict placements this school
year.
Student record review,
documents, and interview
indicate that the district does
supervise each out-of-district
IEP and participates in the IEP
Team meeting, but does not
document this process in the
student record through the use
of monitoring plans.
Conduct an analysis of
student records from out of
district placements from
January 2013 to June 2013,
to determine why out-ofdistrict monitoring plans are
not utilized to document the
district’s supervision and
oversight of the student’s
IEP.
Conduct a second review of
records of students placed
out-of-district after all
corrective actions have been
completed, to verify that
placements are monitored
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 19 of 23
Provide the
Department with a
description of the root
cause(s) of the
noncompliance, a
description of the
steps the district will
take to correct the
root cause(s), and the
district’s proposed
timeline for
implementation of
corrective actions by
November 1, 2013.
Submit a report of the
results of the second
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
and properly documented
through the use of
monitoring plans.
SE 41
Age span
requirements

SE 43
Behavioral
interventions

Documents
Interview
Student
record review
Documents
Interview
The ages of the youngest and
oldest student in any district
class, sub-separate or
otherwise, does not exceed 48
months in age.
For students whose behavior
impedes their learning or the
learning of others, the Team
considers the student’s
behavioral needs through the
use of positive behavioral
interventions including the
possible need for a functional
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 20 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
record review.
Include the number of
records reviewed; the
number of records in
compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the district to
remedy the noncompliance by
February 28, 2014.
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
behavioral assessment. These
interventions are documented
in the student record.
SE 44
Procedure for
recording
suspensions

SE 45
Procedures for
suspension up to
10 and after 10
days

SE 46
Suspension of
students with
disabilities that
exceed 10 days

Documents
Interview
Documents
Interview
Documents
Interview
The district has procedures for
all school levels that
appropriately document the
number and duration of school
suspensions from any part of
the student’s program.
The district has procedural
safeguards in place for students
with disabilities who approach
10 consecutive or 10
cumulative school days of
suspension. These procedures
are consistently applied across
all school levels within the
district.
The district has procedures in
place at all school levels to
determine whether a student’s
behavior was caused by or had
a direct and substantial
relationship to his or her
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 21 of 23
(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
disability or was the result of
the district’s failure to
implement the student’s IEP.
At this time, the district has not
had to hold a manifestation
determination this school year.
SE 47
Procedural
requirements for
students not yet
determined
eligible

Documents
Interview
Documents and interview
indicate that the district has
procedures in place that render
all procedural protections to a
student suspected of having a
disability prior to disciplinary
action. If the parent makes a
request for an evaluation
subsequent to disciplinary
action, that evaluation is
conducted in an expedited
fashion. If the student is found
eligible, then he or she receives
all procedural protections
afforded to them.
At the time of the review, the
district did not have to apply
the procedural requirements for
students not yet determined
eligible for special education
for any student.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 22 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
Criterion
SE 53
Use of paraprofessionals
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Student
record review
Student record review,
documents, and interview
indicate that paraprofessionals
are not designing instruction
for students with disabilities
and are supervised by a
certified or licensed
professional who is proximate
and readily available to provide
support as needed.
Documents
Interview
SE 55
Special education
facilities and
classrooms

Observation
Interview
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
Observation and interview at
the middle school indicate that
the resource rooms at the
seventh and eighth grade levels
are comparable to the other
instructional spaces offered to
other students within the
district.
Belchertown Public Schools Coordinated Program Review Mid-cycle Report
August 6, 2013
Page 23 of 23
(b) Progress Report
Due Date(s) and
Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Belchertown Public Schools
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